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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 • • • • • 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 8 9 10 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 13 incorporated herein by reference; and 14 WHEREAS, sufficient funds have been appropnated to complete the roundabout at 15 CaHsbad Blvd/State Street and Coastal Rail Trail Reach 1 Project No. 4012. 16 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, 20 California, as follows: 21 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. 26 27 28 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 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 7 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 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 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 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