HomeMy WebLinkAbout2013-09-10; City Council; 21359; Authorization Bids Coastal Rail Trail Project 4012CITY OF CARLSBAD - AGENDA BILL
'^^^ 21,359 APPROVAL OF PLANS AND SPECIFiCATIONS,
AUTHORIZATION TO ADVERTISE FOR BIDS
FOR COASTAL RAIL TRAIL REACH 1 PROJECT
NO. 4012, AND APPROPRIATION OF FUNDS
FOR PUBLIC ART IN THE ROUNDABOUT AT
CARLSBAD BLVD/STATE ST
DEPF.DiRECTOR CJ(K"
MTG. 9/10/13
APPROVAL OF PLANS AND SPECIFiCATIONS,
AUTHORIZATION TO ADVERTISE FOR BIDS
FOR COASTAL RAIL TRAIL REACH 1 PROJECT
NO. 4012, AND APPROPRIATION OF FUNDS
FOR PUBLIC ART IN THE ROUNDABOUT AT
CARLSBAD BLVD/STATE ST
CiTY ATTY. Yi/C
DEPT. PW-TRAN
APPROVAL OF PLANS AND SPECIFiCATIONS,
AUTHORIZATION TO ADVERTISE FOR BIDS
FOR COASTAL RAIL TRAIL REACH 1 PROJECT
NO. 4012, AND APPROPRIATION OF FUNDS
FOR PUBLIC ART IN THE ROUNDABOUT AT
CARLSBAD BLVD/STATE ST
CiTY MGR.
RECOMMENDED ACTION:
Adopt Resolution No. 2013-225 approving plans and specifications, authorizing advertisement for
bids for Coastal Rail Trail Reach 1 Project No. 4012, and appropnating funds for pubiic art in the
Roundabout at CaHsbad Blvd/State Street.
ITEM EXPLANATION:
The Coastal Rail Trail (CRT) Reach 1 Project is part ofthe regional Coastal Rail Trail, a multi-modal trail that
will ultimately traverse from the San Luis Rey River in Oceanside to the Santa Fe Depot in San Diego. The
CRT Reach 1 Project in Carisbad will connect Oceanside's CRT at Eaton Street to Carlsbad's CRT Reach 2
near Oak Avenue/State Street intersection.
The CRT Reach 1 Project will improve the pedestrian and bicycle access, safety, and connectivity by
constructing a multi-modal trail on the west side of CaHsbad Boulevard, bike lanes in each direction, and
sidewalk on the east side of the roadway across the Buena Vista Lagoon. All these improvements are
largely within the existing roadway footprint by repurposing the two northbound and southbound travel
lanes to one lane in each direction.
In addition, this project will improve the safety and connectivity of ali modes of transportation at the
Carlsbad Boulevard/State Street intersection by constructing a roundabout. Turning movements that
were previously restncted will now be possible which will enhance mobility within and access to the
village. Sharrow lanes will be installed on State Street to connect the roundabout at CaHsbad
Boulevard/State Street with the existing CRT Reach 2 near the Oak Avenue/State Street intersection.
As the project site represents a significant entry location into the city and the village, the city will be
contracting with a landscape architectural firm to design enhanced landscaping and hardscaping for the
roundabout at Carisbad Boulevard/State Street to make an entry statement into the Village. The
enhanced landscape concept plan will be included in this project through an addendum or change order
to the construction contract.
DEPARTMENT CONTACT: Jon Schauble 760-602-2762 jon.schauble(5)carlsbadca.gov
FOR CLERK USE.
COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC
DENIED • CONTINUEDTO DATE UNKNOWN
CONTINUED • RETURNED TO STAFF
WITHDRAWN • OTHER-SEE MINUTES
AMENDED • REPORT RECEIVED
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The project site also represents an excellent opportunity for public art, which would welcome people to
CaHsbad. However, funding for a public art component has not yet been appropriated to this project.
CaHsbad Municipal Code Chapter 2.18 authorizes the City Council to make appropnations for public art in
conjunction with capital construction projects. Staff is requesting an appropriation for public art at this
time so that the public art selection process can begin if so desired.
Due to the Resource Agency permit conditions prohibiting grading activity from Apnl 1 to September 15,
staff is requesting permission to advertise the project for bids pnor to obtaining the NEPA clearance
required by Caltrans and completing the enhanced landscape concept plans. It is anticipated that a NEPA
Categorical Exclusion will be obtained and the enhanced landscape plans completed pnor to making a
recommendation to award the construction contract. The table betow illustrates the estimated critical
dates to complete the grading prior to the grading restnction date.
ESTIMATED SCHEDULE
TASK DATE
Public Notice Inviting Bids Sept. 20, 2013
Bid Opening Nov. 13, 2013
Award Construction Contract Dec. 3, 2013
Construction Contract Fully Executed Jan. 3, 2014
Grading Completed Feb. 28, 2014
Project Completed June 1, 2014
Staff is recommending starting the bidding process without the NEPA clearance in an effort to complete
the necessary grading prior to the grading restriction period. If the necessary grading cannot be
completed by the April 1, 2014 grading deadline, the project will be delayed to September 15, 2014.
FISCAL IMPACT:
The Coastal Rail Trail Reach 1 Project was awarded an Active Transportation Grant by SANDAG in the
amount of $800,000. The terms of the grant required matching funds from the city. On May 28, 2013 City
Council authonzed matching funds of $749,000 to complete the project which is estimated to cost
$1,549,000. Approximately $300,000 ofthe project cost is attributable to the portion ofthe Coastal Rail
Trail which extends into Oceanside and terminates at Eaton Street. Oceanside's City Engineer will be
approving the engineering drawings that pertain to Oceanside prior to awarding the construction
contract.
The engineer's estimate and available funding sources for the roundabout at CaHsbad Blvd/State Street
and Coastal Rail Trail Reach 1 Project is shown in Table 1 on page 3.
TABLE 1
COASTAL RAIL TRAIL REACH 1 Project No. 4012
TASK Estimated Costs
Final Design, Environmental, and Easements $109,000
Construction Estimate $1,200,000
Construction Contingency $120,000
Inspection, Testing, and Construction Management $120,000
TOTAL PROJECT COST ESTIMATE $1,549,000
FUNDING SOURCES AMOUNT
SANDAG Active Transportation grant $800,000
Gas Tax Fund (city match) $749,000
TOTAL APPROPRIATION $1,549,000
PUBLiC ART APPROPRIATION REQUESTED $100,000
Project costs to construct the roundabout at CaHsbad Blvd/State Street and Coastal Rail Trail Reach 1
Project are estimated at $1,549,000. The SANDAG Active Transportation Grant for $800,000 awarded to
the city will partially offset the project costs. The city will be reimbursed by periodic grant
reimbursements. Gas Tax Funds have been used to fund the $749,000 of city match.
Based on current cost estimates, sufficient funds have already been appropnated to complete the
construction ofthe roundabout portion ofthis project. However, there is an opportunity for public art in
the center ofthe roundabout, which has not yet been funded. Based on research of public art projects at
other agencies and similar settings, staff believes that $100,000 would be an appropriate amount to fund
this significant entry statement into the Village. Staff recommends an appropnation of $100,000 in
General Capital Construction (GCC) funds to support the public art for this project.
Because the Coastal Rail Trail has used Federal funds for preliminary engineenng and environmental
studies, the payment of prevailing wages is required for this project.
ENVIRONMENTAL IMPACT:
This project is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA
Guidelines Section 15301(c) - minor alteration of existing facilities, including highways and streets,
sidewalks, gutters, bicycle and pedestnan trails, and similar facilities involving negligible or no expansion
of capacity. A Notice of Exemption was filed with the San Diego County Clerk on March 11, 2013.
The project is currently under review by Caltrans for a NEPA Categoncal Exclusion per Section 6004, 23
CFR 771 activity (c)(3) - bicycle and pedestrian lanes, paths, and facilities. Caltrans assumes responsibility
from the Federal Highway Administration for determining whether a project qualifies as a Categoncal
Exclusion. It is anticipated that NEPA clearance will be obtained pnor to awarding the construction
contract at a future City Council meeting.
EXHIBITS:
1. Location Map.
2. Resolution No. 2013-225 approving plans and specifications, authonzing advertisement
for bids for Coastal Rail Trail Reach 1 Project No. 4012, and appropriating funds for public art in
the Roundabout at CaHsbad Blvd/State Street.
J:\Requests2010Plus\Transport\5149904_13
1 RESOLUTION NO. 2013-225
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2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING PLANS AND SPECIFICATIONS,
AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS FOR
4 COASTAL RAIL TRAIL REACH 1 PROJECT NO. 4012, AND
APPROPRIATING FUNDS FOR PUBLIC ART IN THE ROUNDABOUT
5 AT CARLSBAD BLVD/STATE STREET.
^ WHEREAS, the City Council of the City of CaHsbad, California, has determined it
7
necessary, desirable, and in the public interest to construct the Coastal Rail Trail Reach 1 Project
No. 4012 and include public art in the proposed roundabout at CaHsbad Blvd/State Street; and
WHEREAS, the plans and specifications for furnishing of all labor, matenals, tools,
11 equipment, transportation, and other expenses necessary or incidental to the project have been
12 prepared and are on file in the Public Works Department of the City of Carlsbad and are
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incorporated herein by reference; and
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WHEREAS, sufficient funds have been appropnated to complete the roundabout at
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CaHsbad Blvd/State Street and Coastal Rail Trail Reach 1 Project No. 4012.
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WHEREAS, sufficient General Capital Construction funds are available to appropriate
18 $100,000 for public art in the proposed roundabout at Carlsbad Blvd/State Street.
19 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of CaHsbad,
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California, as follows:
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1. That the above recitations are true and correct.
22 "
23 2. The Administrative Services Director of the City of CaHsbad is hereby authonzed
24 to appropnate General Capital Construction funds in the amount of $100,000 for public art in the
proposed roundabout at CaHsbad Blvd/State Street.
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1 3. That the plans, specifications, and contract documents for the Coastal Rail Trail
o
Reach 1 Project No. 4012, on file in the Public Works Department of the City of CaHsbad are
hereby approved.
4. The City Clerk of the City of CaHsbad is hereby authonzed and directed to
publish, in accordance with state law, a Notice to Contractors Inviting Bids for the construction of
7 the Coastal Rail Trail Reach 1 Project No. 4012, in accordance with the plans, specifications,
8 and contract documents referred to herein. 9
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City
of CaHsbad on the 10**^ day of September, 2013, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Packard, Wood, Blackburn and Douglas.
None.
ABSENT: None.
A
BARBARA ENGLESON, iSy Clerk
Of
IViorgen Fry
Subject: FW: Council Inquiry Regarding Sept 10 Agenda Items
Attachments: Local Preference.xisx
For the Information of the-
CITYC PUVGou^aL ^
From: Gr^g Hermann UMeJfSO^ Manage?
Sent: Tuesday, September 10, 2013 1:23 PM
To: Council Archive
Cc: John Coates; Gary Barberio
Subject: Council Inquiry Regarding Sept. 10 Agenda Items
Hello,
Below find the responses to the questions from yesterday's briefings. Please let me know if you have any questions.
Greg
Item #1
Question: Is the Wildland Interface Fire Engine the vehicle that the Fire Department has been asking for in the past and
has been denied?
Answer: The Wildland Interface Fire Engine that is being requested tonight is 17 years old and is in need of replacement.
This is the first request to replace this vehicle. Discussions in past years for other additional vehicles are no longer
current. The Fire Department does not have, at this moment, any unmet apparatus needs other than the vehicle
specified in this item.
Question: Why are we purchasing police sedans from a vendor in La Mesa, California and not from local vendors?
Answer: The Municipal Code allows us to join in cooperative purchasing agreements. It allows for the purchasing officer
to have "the authority to join with other public or quasi-public agencies in cooperative purchasing plans or programs for
the purchase of Goods and/or Services by Contract, arrangement or Agreement as allowed by law and as determined by
the Purchasing Officer to be in the City's best interest." San Luis Obispo procured pricing via a competitive bid process
for police patrol sedans, and we are allowed to join with this public agency per the municipal code. Local providers have
not been as competitive, based on previous experience with formal bids and do not offer this model for sale.
Question: Do we provide a purchasing preference for local vendors?
Answer: Our current policy is to provide local vendors with a one percent "discount" on bids for goods. The rationale is
that one percent ofthe eight percent sales tax paid by a vendor would go to the city of Carlsbad. This rationale, of
course; assumes a local vendor would be purchasing goods within city limits.
Previousty, we conducted a survey of local cities and their respective local preference policies. The results are attached.
Question: What are the sales tax implications when a vehicle is purchased outside ofCarlsbad?
Answer: Generally speaking, one percent of the sales tax goes to the city in which the point of sale is located. There are
some nuances, however, in vehicle sales. The tax rate that is charged when a vehicle is purchased is the tax rate ofthe
buyer's residence. For example, a Carlsbad resident that purchases a car in La Mesa will pay sales tax applicable at the
Carlsbad rate (the rate in Carlsbad is 8 percent versus La Mesa's rate of 8.75 percent). However, the one percent
Bradley Burns portion ofthe tax that gets collected is given to the city in which point of sale is (La Mesa in our
example). Additionally, If there are any district taxes or transactional use taxes (le. SANDAG Transnet), those are
allocated to the city where the vehicle will be used. Thus, if a resident in Orange County came to Car Country Carlsbad
they would have to pay any voter approved district taxes and transactional use taxes for Orange County.
Question: Is the City of Carlsbad exempt from paying sales tax on purchased goods?
Answer: No. A list of exemptions and exclusions for sales taxes can be found on the California Board of Equalization web
site. Although a number of nonprofit, religious, and organizational organizations qualify for exemptions, municipal
governments do not.
Item #5
Question: What is the policy concerning the funding and selection of public art in the proposed roundabout?
Answer: Carlsbad Municipal Code authorizes the City Council to make appropriations at their discretion for public art in
conjunction with construction projects included in the city's capital Improvement program. It specifies that city
departments include in requests for authorizations or appropriations for construction projects, an amount for works of
art equal to at least one percent of the total cost of the construction project as estimated in the city's capital
improvement program. Because the CaHsbad Blvd/State St roundabout was not processed as a project through the
city's capital improvement program, an appropriation has not yet been made for this construction project and is being
requested at this time.
Once the appropriation is made, the Arts Commission establishes a Public Art Selection Committee to select an artist
who works with the project team to develop design concepts. The design is brought to the Arts Commission for
review. Once accepted, the design is put out for public feedback. A report and recommendation which includes that
feedback is forwarded by the Arts Commission to the City Council for approval.
Item #10:
Question: What is the parking requirement for the Bluewater project and how was it met?
Answer: The Bluewater project requires 22 on-site parking spaces and 22 spaces are being provided. The project will
also provide a bicycle parking area. The required parking for the Bluewater project is based on the parking requirements
set forth in the Village Master Plan for restaurants (1 space/100 net sq. ft.) and microbreweries (1 space/300 net sq.
ft.). The Bluewater application does not include a request for any standards modifications for parking. The project will
benefit from several hotels being within walking distance and having nearby public parking lots located at the southern
end of Ocean Street (Off Shore Surf Shop) and on Washington Street at Carlsbad Village Drive. Limited on-street public
parking also exists within convenient walking distance ofthe project site.
Item #15:
Question: What is the funding history of our Beach Sand Replenishment projects? Are there other funding sources that
could be used for these projects?
Answer: In 2001, SANDAG completed a Regional Beach Sand replenishment Project (RBSP I) to piace 2.1 million cubic
yards of sand on twelve beaches from Imperial Beach to Oceanside. Two of these beaches were located in
Carlsbad. The project was funded entirely with state and federal funds.
In 2006, the City Council awarded $1.5 million in Agricultural Conversion Mitigation Fee (ACMF) funds to support a
second beach sand replenishment effort. The City of Carlsbad and other cities with receiver beaches partnered with
SANDAG to complete the work as part ofthe second RBSP (RBSP 11). RBSP II was completed in 2012 with 360,000 cubic
yards of beach sand deposited on Carlsbad beaches. The total cost of the project was approximately $26 million. The
state funded 85 percent ofthe project, with cities funding the remaining balance (15 percent). Carlsbad's contribution
toward the project was $884,060. The remaining $615,940 is being recommended to be put back into the ACMF for
other projects. When RBSP 11 was completed. It was expected that the next RBSP effort would not be needed for several
years.
The City of Carlsbad does not have a programmed funding source to contribute funds toward any future RBSP. With
regard to the ACMF Program, city staff estimates that by the time all coastal agricultural land is converted to urban uses,
the conversion of these lands will generate anywhere between $900,000 and $1.4 million dollars in additional ACMF
funds that could be used for future sand replenishment projects. Other possible funding sources could include the
general fund, transient occupancy tax and state and federal grants.
Question: What was the Agriculture Conversion Mitigation Fee Ad Hoc Citizens Advisory Committee recommendation to
the City Council concerning the SDG8iE/Caruso property?
Answer: At its meeting on June 25, 2013 the Agricultural Conversion Mitigation Fee (ACMF) Ad Hoc Citizens Advisory
Committee received public comment from Peter Mackauf, general manager forthe CaHsbad Strawberry
Company. Mackauf requested that the Committee encourage the City Council to set aside an unspecified amount of
ACMF funds to study and mitigate the impacts that potential development ofthe SDG&E/Caruso property would have
on the Carlsbad Strawberry Company's business. Mackauf Indicated that if, and when, the SDG&E property is
developed, it would create significant impacts affecting the sustainability of the Carlsbad Strawberry Company's
business operations.
Committee Chairperson Eric Larson indicated that according to the Committee's policies and procedures, the Committee
will specifically not "hold back" funds for future awards. Mackauf insisted that the Committee encourage the City
Council to set aside funds to study the impacts that development ofthe SDG&E/Caruso property would have on the
Carlsbad Strawberry Company. Larson moved that the Committee convey to the City Council that It has concerns
regarding the future ofthe Carlsbad Strawberry Company's business, if, and when, development ofthe property takes
place. The motion carried unanimously.
Following the meeting, Caruso Affiliated was notified that this issue was raised. Caruso Affiliated was subsequently
provided with a copy ofthe draft minutes from the Committee meeting.
Development of the SDG&E/Caruso property is not subject to the ACMF program at this time, but that is subject to
change pending approval of a Local Coastal Amendment program submitted to the California Coastal Commission.
LOCAL BUSINESS PREFERENCE POLICY
Percentaee Details
1 Chula Vista 0% Preference given in a tie
2 Coronado 0%
3 Del Mar 0%
4 Imperial Beach 0%
5 Lemon Grove 0%
6 Oceanside 0%
7 Santee 0%
8 Solana Beach 0%
9 Visalia 0% Preference given in a tie
10 Carlsbad 1% Goods
11 El Cajon 1% Goods
12 Escondido 1% Goods
13 Ontario 1% Goods and services
14 Santa Monica 1% Goods and services
15 Sunnyvale 1% Goods
16 Vista 1% Goods and services, excluding public works projects
17 Pasadena l%/5% 1% on goods, 5% on services
18 La Mesa 1.75% Goods and services
19 National City 2% Goods and services
20 Freemont 2.5% Goods and services, not to exceed $5,000
21 San Jose 2.5% /5 points 2,5% on goods, 5 points out of 100 on services
22 Murrieta 3% Goods
23 Berkeley 5% Goods and services, not to exceed $1,250
24 Concord 5% Goods and services, not to exceed $5,000
25 Huntington Beach 5% Goods and services, not to exceed $5,000
26 Irvine 5% Goods, not to exceed $2,000
27 Morro Bay 5% Goods
28 Vallejo 5% Goods and services, not to exceed $10,000
29 Windsor 5% Goods and services
30 Long Beach 10% Goods and non-professional services, not to exceed $10,000
31 Tracy 10% Goods and services, not to exceed $3,000
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LOCAL BUSINESS PREFERENCE POLICY
September 2011
City Percentage
Carlsbad
Chula Vista
Coronado
Del Mar
El Cajon
Encinitas
Escondido
Imperial Beach
La Mesa
Lemon Grove
National City
Oceanside
Poway
San Marcos
Santa Monica
Santee
Solana Beach
Vista
1%
0%
0%
0%
1%
No Response
1%
0%
1.75%
0%
2%
0%
1%
No Response
1%
0%
0%
1%
%l^> CITY OF
^CARLSBAD
Memorandum
September 10, 2013
To: City Council
From: City Clerk's Office
Re: 9/10/13 Agenda Item #5, Agenda Bill #21,359
Please find attached location map for this item, which was not included in the packet.
Donna Heraty.
City Hall
1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 I 760-720-9461 fax I www.carlsbadca.gov
All Receive - Agenda Hern # S
LOCATION MAP
Oceanslde Coastal Rail Trail
(Existing)
rr^ t
S5 \ \
BUENA VISTA WY
Trail, Bike Lanes
and Sidewalk V'!: - • Sidewalk
2 BUE^^APL
Proposed Carlsbad Coastal Rail
Trail Reach 1
V/./;t Roundabout
V; I
Coast Highway
:"n ' CYPRESS AV NCTD Carlsbad
Village Station
",.V'\
Carlsbad Coastal Rail Trail
Reach 2 (Existing)
PROJECT NAME
CARLSBAD COASTAL RAIL TRAIL REACH 1
PROJECT
NUMBER
4012
EXHIBIT
1
Roundabout at Carlsbad Blvd/State St
and Coastal Rail Trail
Reach 1
Jon Schauble – Associate Engineer
Public Art
Approval Status
•CEQA Exemption filed
with County
•Cal Dept of F&W – no
agreement needed
•Coastal Permit (CDP)
approved 3/7/13
•Caltrans lead agency for
NEPA/Section 7 USFW
•NEPA Environmental
Clearance Sept. 2013
•Oceanside – City Engr to
sign plans
•Construction to begin
Jan. 2014