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HomeMy WebLinkAbout2024-09-10; City Council; ; Award Construction Contract for the El Camino Real Widening from Sunny Creek Road to Jackspar Drive ProjectCA Review GH Meeting Date: Sept. 10, 2024 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Brandon Miles, Associate Engineer brandon.miles@carlsbadca.gov, 442-339-2745 Hossein Ajideh, Engineering Manager hossein.ajideh@carlsbadca.gov, 442-339-2756 Subject: Award Construction Contract for the El Camino Real Widening from Sunny Creek Road to Jackspar Drive Project District: 2 Recommended Actions Adopt a resolution accepting the bids and awarding a contract to Dick Miller, Inc. for the El Camino Real Widening from Sunny Creek Road to Jackspar Drive Project in an amount not to exceed $3,882,738 and authorizing an additional appropriation in an amount of $600,000 from TransNet funds and $250,000 from gas tax funds to Capital Improvement Program Project No. 6094. Executive Summary This project will widen northbound El Camino Real from Sunny Creek Road to Jackspar Drive to add a third northbound vehicle lane, as shown in Exhibit 2, to meet the city’s design standards and the standards in the city’s General Plan and Growth Management Plan. The project will also provide new sidewalks, new streetlights and enhanced buffered bike lanes. The City Council approved the project's plans, received bids, and staff identified the lowest responsive bidder, but that bidder subsequently withdrew its bid. Staff request that the City Council accept the bids and award the construction contract for the project to Dick Miller, Inc., the lowest responsive and responsible bidder, in an amount not to exceed $3,882,738. The City Council is also being asked to authorize an additional appropriation in an amount of $600,000 from TransNet1 and $250,000 in gas tax funds, for a total appropriation request of $850,000 to complete the project. Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(I)(6), which cover purchasing in construction contracts, require the City Council’s approval for all formally bid contracts when the value exceeds $200,000, as this project does. 1 TransNet is the county sales tax that funds transportation projects. Sept. 10, 2024 Item #5 Page 1 of 8 Explanation & Analysis Project overview Carlsbad’s Mobility Element, the portion of the city’s General Plan, focused on transportation, and the city’s Growth Management Plan, call for northbound El Camino Real to be widened for approximately 2,300 feet from Sunny Creek Road to Jackspar Drive to add a third northbound vehicular lane. This project, Capital Improvement Program Project No. 6094, will add that lane through a combination of roadway widening and pavement restriping while improving bicycle lanes, curbs and gutters and adding sidewalks where they are missing. While the project predates the city’s declaration of a local state of emergency in 2022, the work supports the city’s efforts to improve traffic safety while improving circulation and mobility for people using all forms of transportation by constructing: • A new sidewalk in compliance with the Americans with Disabilities Act • A buffered bike lane • Two new curb ramps at Sunny Creek Road • Four upgraded curb ramps at the intersection of Jackspar Drive and El Camino Real The project will provide operational improvements, new pedestrian access and enhanced bike lanes for public safety and improved community benefits. Bidding process • The City Council approved the project’s plans and specifications and authorized advertising the project for construction bids on April 16, 2024, with the adoption of Resolution No. 2024-075. • The project was then advertised using the city’s formal bidding procedures. • Staff received five bids for construction of the project on May 29, 2024. • Staff reviewed the contract documents and found that RAL Investment Corporation, dba Silverstrand Construction, was the lowest responsive bid in an amount of $3,634,183. • RAL Investment Corporation withdrew its bid on September 4, 2024. • Dick Miller, Inc. is the second lowest bidder with a responsive bid in an amount of $3,882,738. • Staff determined that Dick Miller, Inc. submitted a responsive bid and is a responsible bidder. Staff recommend that the City Council authorize an additional appropriation of $600,000 in TransNet and $250,000 in Gas Tax funds, for a total appropriation request of $850,000, accept the bids and award a construction contract to Dick Miller, Inc. in an amount not to exceed $3,882,738. Fiscal Analysis The project is currently funded using TransNet funds. An additional appropriation of $850,000 is required to award the contract to the second lowest responsive and responsible bidder, the construction contingency and other construction-related costs. An appropriation of TransNet funds in the amount of $600,000 was forecasted for construction in the fiscal year 2024-25 Capital Improvement Program budget and additional appropriation of $250,000 from gas tax funds is needed to fund the second lowest bid for a total appropriation request of $850,000. Sept. 10, 2024 Item #5 Page 2 of 8 Gas tax funds are needed as an alternate source of funding because additional funds are needed beyond the TransNet funds currently assigned to this project. Additional funding from TransNet funding beyond what has been requested and scheduled is not immediately available because it would require an amendment to the San Diego Association of Governments, or SANDAG’s, approved Regional Transportation Improvement Program, which offers only a few amendments per year. Available funding and estimated construction costs for the project are shown in the table below: 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 $650,000. Next Steps Once the City Council accepts the remaining bids and awards the construction contract to Dick Miller, Inc., staff will issue a purchase order, schedule a pre-construction meeting with Dick Miller, Inc. and issue a notice to proceed for construction of the project. Construction is expected to commence in December 2024 with a duration of about 12 months and an estimated completion date of December 2025. Environmental Evaluation The City Planner, through the process outlined in Carlsbad Municipal Code Section 19.04.060, has determined that the project belongs to a class of projects that the state Secretary for Natural Resources has found do not have a significant impact on the environment. It is therefore categorically exempt from the requirement for the preparation of environmental documents pursuant to Guideline Section 15303(d) Class 3 of the California Environmental Quality Act. In making this determination, the City Planner has found that the exceptions listed in Section 15300.2 of the guidelines do not apply to this project. The project is consistent with 15303(d) Class 3 because it consists of construction limited to new facilities, such as street improvements of reasonable length. The project fills in an existing gap in pedestrian and street facilities. A El Camino Real Widening from Sunny Creek Road to Jackspar Drive Project Capital Improvement Program Project No. 6094 Total appropriation to date $5,010,000 Total expenditures and encumbrances to date -$839,454 Total available funding $4,170,546 Construction contract – Dick Miller, Inc. -$3,882,738 Construction contingency -$650,000 Construction management, inspection, material testing, support services and staff support (estimated) -$485,000 Total estimated project costs -$5,017,738 Remaining balance -$847,192 Additional appropriation requested (rounded) $850,000 Sept. 10, 2024 Item #5 Page 3 of 8 notice of this determination was circulated to the public for a 10-day period, which began on Oct. 19, 2022, and ended on Oct. 31, 2022, and no appeal was filed. Exhibits 1.City Council resolution 2.Location map Sept. 10, 2024 Item #5 Page 4 of 8 Exhibit 1 Sept. 10, 2024 Item #5 Page 5 of 8 RESOLUTION NO. 2024-212 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING THE BIDS AND AWARDING A CONTRACT TO DICK MILLER, INC. FOR THE EL CAMINO REAL WIDENING FROM SUNNY CREEK ROAD TO JACKSPAR DRIVE PROJECT IN AN AMOUNT NOT TO EXCEED $3,882,738 AND AUTHORIZING AN ADDITIONAL APPROPRIATION IN AN AMOUNT OF $600,000 FROM TRANSNET FUNDS AND $250,000 FROM GAS TAX FUNDS TO CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 6094 WHEREAS, the City Counci l of the City of Carl sbad, Ca lifornia, has determined it is necessary, desirable and in the public interest to con struct the El Camino Real Widening from Sunny Creek Road to Jackspar Drive Project, Capital Improvement Program, or CIP, Project No. 6094; and WHEREAS, Carlsbad Municipal Code, or CMC, Sections 3.28.080(C) and 3.28.080(1)(6), which govern purchasing in construction contracts, require the City Council to award all formally bid contracts when the value exceeds $200,000; therefore, the project is subject to this requirement; and WHEREAS, on April 16, 2024, the City Council adopted Resolution No. 2024-075, approving the project plans and specifications and authorizing advertisement for construction bids for the project; and WHEREAS, on May 29, 2024, staff received five bids for construction of the project, and the low bidder subsequently withdrew its bid; and WHEREAS, Dick Miller, Inc. submitted the second lowest responsive bid in an amount not to exceed $3,882,738 and staff determined Dick Miller, Inc. is a responsible bidder; 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 $650,000 for the project; and WHEREAS, staff request an additional appropriation in an amount of $600,000 from TransNet funds and $250,000 from Gas Tax funds, for a total appropriation request of $850,000, to CIP Project No. 6094 to complete the project; and WHEREAS, the City Planner, through the process outlined in CMC Section 19.04.060, has determined that the project belongs to a class of projects that the State Secretary for Natural Resources has found do not have a significant impact on the environment. It is therefore categorically exempt from the requirement for the preparation of environmental documents pursuant to Guideline Section 15303(d) Class 3 of the California Environmental Quality Act; and WHEREAS, in making this determination, the City Planner has found that the exceptions listed in Section 15300.2 of the Guidelines do not apply to this project. The project is consistent with 15303(d) Class 3 because it consists of construction limited to new facilities, such as street improvements of reasonable length. The project fills in an existing gap in pedestrian and street facilities. A notice of this determination was circulated to the public for a 10-day period, which began on Oct. 19, 2022, and ended on Oct. 31, 2022, and no appeal was filed. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That the second lowest responsive bid of $3,882,738 submitted by Dick Miller, Inc. for construction of the El Camino Real Widening from Sunny Creek Road to Jackspar Drive Project, CIP Project No. 6094, 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 $650,000 for the El Camino Real Widening from Sunny Creek Road to Jackspar Drive Project, CIP Project No. 6094. 4.That the City Manager or designee is authorized to appropriate $600,000 from TransNet funds and $250,000 from Gas Tax funds to CIP Project No. 6094. 5.That the City Manager or designee is authorized to sign all other documents necessary for regulatory compliance, to extend funding opportunities, or to otherwise implement and finalize the project, all of which are subject to review and approval as to form by the City Attorney’s office. 6.That the award of this contract is contingent upon Dick Miller, 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. Sept. 10, 2024 Item #5 Page 6 of 8 Sept. 10, 2024 Item #5 Page 7 of 8 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 10th day of September, 2024, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA. NONE. NONE. NONE. KEITH BLACKBURN, Mayor ()Jl SHERRY FREISINGER, City Clerk (SEAL) EL C A M I N O R E A L JAC K S P A R D R RE E F C R SU N N Y C R E E K R D LONGFELLO W R D FO R E C A S T L E C T DON M I G U E L D R FROST AV CAM I N O H I L L S D R KEA T S P L DON Q U I X O T E D R DON T O M A S O D R RAN C H O C A R L S B A D D R BYRON P L PLOT DATE: 6/16/2021 PATH: S:\EngGIS\Madison_Power\Location maps\El Camino Real Widening- Sunny Creek road to Jackspar.mxd PROJECT NAME EXHIBITPROJECTNUMBER60942EL CAMINO REAL WIDENING FROM SUNNY CREEK ROAD TO JACKSPAR DRIVE PROJECT LOCATION MAP CARLSBAD VISTA OCEANSIDE ENCINITAS SAN MARCOS Vicinity Map ³ PLOTTED BY: MPower SITE SITE ³NOT TO SCALE Exhibit 2 Sept. 10, 2024 Item #5 Page 8 of 8