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CC 2018-05-08_09d 2018 Concrete Repairs ProjectMEMORANDUM TO: CITY COUNCIL FROM: BILL ROBESON, PUBLIC WORKS DIRECTOR BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER SUBJECT: CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2018 CONCRETE REPAIRS PROJECT, PW 2018-03 DATE: MAY 8, 2018 SUMMARY OF ACTION: Take action to solicit bids for concrete repairs and sidewalk installation within the City. Bids are due by May 31, 2018, with work anticipated for July and August 2018. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: It is proposed that the project be funded as follows: FY 2018-19 Budget * Local Sales Tax $110,000 Regional State Highway Account (RSHA) 50,000 Total Revenue $160,000 Less Design, Advertising, and Construction Management - 36,000 Available for Construction & Contingencies $124,000 * The FY 2018-19 Capital Improvement Program (CIP) budget has not been adopted. However, in order to perform project work during the school summer recess, staff recommends proceeding with solicitation of bids. Final contract award will be contingent upon approval of the budget. RECOMMENDATION: It is recommended the City Council: 1. Approve the construction plans & specifications for the 2018 Concrete Repairs Project, PW 2018-03; 2. Authorize the City Clerk to advertise for construction bids; 3. Find that the project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guidelines Section 15301(c); and 4. Direct the City Clerk to file a Notice of Exemption. Item 9.d. - Page 1 CITY COUNCIL CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2018 CONCRETE REPAIRS PROJECT, PW 2018-03 MAY 8, 2018 PAGE 2 BACKGROUND: Sidewalk improvements are one of the priorities identified in the City’s Critical Needs Action Plan. Each year the Public Works Department identifies damaged sidewalk requiring repair to mitigate the potential for trip and fall hazards located in the public right-of-way. The City focuses on sidewalk improvements by systematically addressing damaged concrete facilities at various locations throughout the City. This approach is consistent with the direction received at the April 11, 2017, City Council meeting regarding the City’s Sidewalk Infrastructure Assessment and Replacement Report. In order to bid the project and provide immunity to the City, the City Council approves the plans and specifications prior to the construction bidding process. Also, the scope of work is required to be environmentally cleared prior to bidding. ANALYSIS OF ISSUES: The general project scope of work involves the replacement of damaged/uplifted sidewalk and uplifted curb and gutter adjacent to mature trees along segments of Halcyon Road where pedestrian volume is high and there are larger displacements and/or and drainage related issues, and in locations in the vicinity of Harloe Elementary School. The project also includes replacing a section of sidewalk on Huasna Road east of Callie Court due to several citizen complaints that pedestrians are forced to go around the sidewalk and walk in the roadway shoulder due to the severity of the displacement. In addition, the City was successful in securing Regional State Highway Account (RHSA) funds from the San Luis Obispo Council of Governments (SLOCOG) Safe Routes to School program for the installation of sidewalk on Farroll Avenue between Gaynfair Terrace and Alder Street. The project includes locations in the Base Bid and Add Alternate Bid locations. This allows the City to award the Base Bid as well as Add Alternate Bid items in any order or quantity of Add Alternates based on available funding. BASE BID: Location Limits Proposed Improvement Farroll Avenue Gaynfair Terrace to Alder Street Installation of new sidewalk and ADA curb ramps South Halcyon Road (west side, 6 locations) Fair Oaks Avenue to Farroll Avenue Sidewalk repair South Halcyon Road (4 locations) 310 S Halcyon Road Sidewalk, curb, and gutter repair; sidewalk underdrain replacement Item 9.d. - Page 2 CITY COUNCIL CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2018 CONCRETE REPAIRS PROJECT, PW 2018-03 MAY 8, 2018 PAGE 3 Location Limits Proposed Improvement South Halcyon Road (1 location) 204 S Halcyon Road Sidewalk repair South Halcyon Road (2 locations) 200 S Halcyon Road Sidewalk repair Huasna Road (north side; 1 location) East of Callie Court Sidewalk, curb, and gutter repair; sidewalk underdrain removal ADD ALTERNATES: Location Limits Proposed Improvement 1. South Halcyon Road (1 location) 382 S Halcyon Road Sidewalk repair 2. South Halcyon Road (1 location) 280 S Halcyon Road Sidewalk, curb, and gutter repair 3. North Halcyon Road (1 location) 310 N Halcyon Road Sidewalk, curb, gutter & driveway approach repair; remove one tree 4. South Halcyon Road (2 locations) 303 S Halcyon Road Sidewalk, curb, and gutter repair 5. South Halcyon Road (1 location) 345 S Halcyon Road Sidewalk repair 6. South Halcyon Road (east side, 1 location) Todd Lane to Olive Street Sidewalk, curb, and gutter repair The proposed contract time is 30 working days. Should successful bids be received and a construction contract awarded, work is expected to be performed during July and August 2018. Plans and specifications are available for review at the Public Works Department. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve staff’s recommendations as proposed; Item 9.d. - Page 3 CITY COUNCIL CONSIDERATION TO APPROVE CONSTRUCTION PLANS & SPECIFICATIONS AND ENVIRONMENTAL EXEMPTION FOR THE 2018 CONCRETE REPAIRS PROJECT, PW 2018-03 MAY 8, 2018 PAGE 4 2. Approve the construction plans and specifications without the bid alternatives and direct staff to bid the project without the bid alternatives for the 2018 Concrete Repairs Project; 3. Do not approve the construction plans and specifications and direct staff to evaluate alternative locations, and return to City Council for approval in the future; or 4. Provide direction to staff. ADVANTAGES: The project will reduce the potential trip and fall hazards along selected streets, address complaints from the public, improve access for individuals with mobility limitations, and is consistent with the City Council goal to support City infrastructure. DISADVANTAGES: There will be intermittent sidewalk closures during the project. These will be minimized as much as possible with construction being scheduled during the school summer break, and the project specifications require the contractor to notify affected businesses and residents in advance. ENVIRONMENTAL REVIEW: The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guideline Section 15301(c) for existing sidewalk, gutter and similar facilities. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachment: 1. Notice of Exemption Item 9.d. - Page 4 Notice of Exemption To: Office of Plannlng and Research P. 0. Box 3044, Room 113 Sacramento, CA 95812-3044 County Clerk County of: San Luis Obispo 1055 Monterey Street San Luis Obispo, CA 93408 Project Title and Number: 2018 Concrete Repairs, PW 2018-03 Appendix E From: City of Arroyo Grande 300 East Branch Street Arroyo Grande, CA 93420 (805) 473-5400 Project Applicant: Jill McPeek, CIP Manager Name 300 East Branch Street, Arroyo Grande, CA 93420 Address Email: jmcpeek@arroyogrande.org Phone: (805)473-5444 Pro ect Location -S ecific: · Citywide, Arroyo Grande, CA 93420 Project Location -City: Arroyo Grande Project Location -County: San Luis Obispo Descriotion of Nature P1:1roose and Beneficiaries of Prolect: Sidewalk repairs; sidewalk, curb and gutter installation; traffic control; and related items of work. Name of Public Agency Approving Project: _Cl_ty...__of-::A::7r-:-ro"='"y-=o..,G,..,ra_n..,,.d,,,,e"""'"' _______ __.__._ _____ _ Name of Person or Agency Carrying Out Project: _J_ill_M_c_P_e_ek_,,,_C_IP_M_an_a_g_e_r ------------- Exempt Status: [J Ministerlal (Sec. 21080(b)(1); 15268); CJ Declared Emergency (Sec. 21080(b)(3); 15269(a)); CJ Emergency Project (Sec. 21080(b)(4); 15269(b)(c)); IZ] Categorical Exemption, State type and section number: _1_53_0_1-"(c'"") _____________ _ [J Statutory Exemptions. State code number: . .,,..,..---..--..,--.,..-,.,..-------------- Reasons why project is exempt: Section 15301(c) of the CEOA guidelines indicates that repair and maintenance of existing streets, sidewalks, gutters, and similar facilities are exempt from CEQA review. Lead Agency Contact Person: Matt Downing, Planning Mgr Email: mdowning@arroyogrande.org Area Code/Telephone/Extension: (805) 473-5424 Address: 300 East Branch Street, Arroyo Grande, CA 93420 If flied by applicant: 1. Attach certified document of exemption finding. 2. Has a Notic tion been filed by the public agency approving the project?IZ)ves 0No ~~:::::::::=--__)_Date: ~t€;1'K Tttie, f1'M !l •6 /J1ft"'fV [{]signed by Lead Agency Authorlty clted: Sections 21083 and 21110, Public Resources Code. Reference: Sections 21108, 21152, and 21152.1, Public Resources Code. Date Received for filing at OPR: ·-~~--- ATTACHMENT 1 Item 9.d. - Page 5 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.d. - Page 6