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Home My WebLink About2024-06-18; City Council; ; Accepting Bids and Awarding Contract for the Traffic Calming Plans for Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way to Quality Construction & Engineering,CA Review GH Meeting Date: June 18, 2024 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: John Kim, City Traffic Engineer john.kim@carlsbadca.gov, 442-339-2757 Subject: Accepting Bids and Awarding Contract for the Traffic Calming Plans for Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way to Quality Construction & Engineering, Inc. Districts: 1, 2, 3 Recommended Action Adopt a resolution accepting bids and awarding a construction contract to Quality Construction & Engineering, Inc. for the traffic calming plans for Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way, Capital Improvement Program Project No. 6070, in an amount not to exceed $247,922. Executive Summary The City Council approved the project plans, specifications and contract documents for the traffic calming plans for Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way on March 26, 2024 The city has received eight bids for the project. The lowest responsive and responsible bid was submitted by Quality Construction & Engineering, Inc. in an amount not to exceed $247,922. Staff request that City Council accept the bids received and award the project’s construction contract to Quality Construction & Engineering, Inc. in an amount not to exceed $247,922. The contract requires the City Council’s approval under Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(I)(6), which apply to purchasing for construction contracts when the value exceeds $200,000, as this project does. Explanation & Analysis The Carlsbad Residential Traffic Management Program was adopted by the City Council in 2001 to address speeding concerns on residential streets. Staff have collaborated with residents on Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way to develop traffic calming plans for each street as outlined in the program and shown in the location map in Exhibit 2. The June 18, 2024 Item #7 Page 1 of 6 traffic calming plans for these streets have met the criteria for neighborhood support as outlined in the program. • The City Council approved the project’s plans, specifications, and contract documents and authorized advertising the project for construction bids on March 26, 2024 (Resolution No. 2024-066). • The project was then advertised using the city’s formal bidding procedures. • Staff received eight bids for construction of the project on May 1, 2024. • Staff reviewed the bid documents and determined the lowest responsive and responsible bidder was Quality Construction & Engineering Inc., with a bid in an amount not to exceed $247,922. Staff recommend acceptance of bids and award of the construction contract to Quality Construction & Engineering, Inc. for the project in an amount not to exceed $247,922. Fiscal Analysis Sufficient funding is available in the Traffic Calming Program, Capital Improvement Program Project No. 6070, to complete the project. No additional appropriations are needed at this time. The available funds and estimated construction costs are shown in the following table: Traffic Calming Program Capital Improvement Program Project No. 6070 Total appropriation to date $3,388,000 Total expenditures and encumbrances to date -$2,634,702 Total available balance $753,298 Traffic Calming for Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way Capital Improvement Program Project No. 6070 Construction contract (Quality Construction & Engineering, Inc.) -$247,922 Construction contingency -$37,200 Construction management, inspection and material testing (estimated) -$63,000 Total estimated construction costs -$348,122 Remaining balance $405,176 Additional appropriation needed $0 Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the City Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which for this project is $37,200. Next Steps Once the City Council accepts bids and awards the construction contract to Quality Construction & Engineering, Inc., staff will issue a purchase order, schedule a pre-construction meeting with Quality Construction & Engineering, Inc. and issue a notice to proceed for construction of the project, which is expected to commence in summer 2024. The duration of the construction contract is 60 working days, not including rainy days and delays from change orders that may extend the contract duration. Upon successful completion June 18, 2024 Item #7 Page 2 of 6 of the project, which is expected to be in fall 2024, a notice of completion will be recorded to release bonds issued for the project. Environmental Evaluation The City Planner, through the process outlined in Carlsbad Municipal Code Section 19.04.060, has determined that this project is exempt from the California Environmental Quality Act pursuant to California Code of Regulations Section15301(c), which covers the repair, maintenance, or minor alteration of existing public structures or facilities involving negligible or no expansion of use. The improvements to these streets involve negligible expansion of the current use. A notice of exemption was filed with the San Diego County Clerk and the California State Clearinghouse on May 9, 2024. Exhibits 1. City Council resolution 2. Location map June 18, 2024 Item #7 Page 3 of 6 RESOLUTION NO. 2024-137 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONSTRUCTION CONTRACT TO QUALITY CONSTRUCTION & ENGINEERING, INC. FOR THE TRAFFIC CALMING PLANS FOR PARK DRIVE, BLACK RAIL ROAD, PLUM TREE ROAD AND CARRILLO WAY, CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 6070, IN AN AMOUNT NOT TO EXCEED $247,922 WHEREAS, the City Council of the City of Carlsbad, California, has determined it is necessary, desirable and in the public interest to construct the Traffic Calming Plans for Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way, Capital Improvement Program, or CIP, Project No. 6070; and WHEREAS, the city contracted with STC Traffic, Inc., a traffic engineering firm, to develop the construction plans, cost estimate and specifications; and WHEREAS, city engineering staff reviewed the plans, cost estimate and specification developed by STC Traffic and determined that the work met the city's engineering codes, standards, and policies, and that the proposed work to reduce roadway speed on Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way; and WHEREAS, on March 26, 2024, the City Council adopted Resolution No. 2024-066, approving he plans, specifications and contract documents and authorizing advertisement of the project for bids for construction; and WHEREAS, on May 1, 2024, staff received eight bids for construction of the project; and WHEREAS, Quality Construction & Engineering, Inc. submitted the lowest responsive and responsible bid to construct the project, in an amount not to exceed $247,922; and WHEREAS, sufficient funding in the Traffic Calming Program account is available to complete the project; and WHEREAS, Carlsbad Municipal Code, or CMC, Sections 3.28.080(C) and 3.28.080(1)(6), which cover purchasing in construction contracts, require that the City Council award all formally bid contracts when the value exceeds $200,000; therefore, the project is subject to this requirement; and WHEREAS, CMC Sections 3.28.040(C)(S) and 3.28.090(8) authorize the City Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which is $37,200 for the project; and WHEREAS, the City Planner, through the process outlined in CMC Section 19.04.060, has determined that this project is exempt from the California Environmental Quality Act, or CEQA, pursuant Exhibit 1 June 18, 2024 Item #7 Page 4 of 6 to California Code of Regulations Section15301(c), which covers the repair, maintenance, or minor alteration of existing public structures or facilities involving negligible or no expansion of use. The improvements to these streets involve negligible expansion of the current use. A Notice of Exemption was filed with the San Diego County Clerk and State Clearinghouse on May 9, 2024. follows: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as 1.That the above recitations are true and correct. 2.That the lowest bid of $247,922 submitted by Quality Construction & Engineering, Inc. for construction of the Traffic Calming Plans for Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way, CIP Project No. 6070, is accepted, and the Mayor is authorized to execute the contract for the project. 3.That the City Manager or designee is authorized to approve construction change orders up to $37,200 for the project. 4.That the award of this contract is contingent upon Quality Construction & Engineering, Inc. executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 calendar days after adoption of this Resolution. The City Manager may grant reasonable extensions of time to execute the contract and assemble the required bonds and insurance policies. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 18th day of June, 2024, by the following vote, to wit: AYES: NAYS: ABSENT: ABSTAIN: BLACKBURN, BHAT-PATEL, ACOSTA, LUNA. NONE. NONE. BURKHOLDER. June 18, 2024 Item #7 Page 5 of 6 1 2 LOCATION MAP 4 2 3 Exhibit 2 June 18, 2024 Item #7 Page 6 of 6 PROJECT LOCATION 1. Parle Dr 2. Black Rail Rd 3. Plum Tree Rd 4. Carrillo Way @ NOT TO SCALE TRAFFIC CALMING EXHIBIT Parle Dr, Black Rail Rd, Plum Tree Rd and Carrillo Way