HomeMy WebLinkAbout2021-04-20; City Council; ; Acceptance of Bids, Award of Contract to Blue Pacific Engineering Construction, Inc. and Authorization of Additional Appropriation for Construction of the Tamarack Avenue Meeting Date: April 20, 2021
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: John Kim, City Traffic Engineer
john.kim@carlsbadca.gov, 760-602-2757
Subject:
District:
Acceptance of Bids, Award of Contract to Blue Pacific Engineering
Construction, Inc. and Authorization of Additional Appropriation for
Construction of the Tamarack Avenue and Valley Street Pedestrian
Improvements Project
1
Recommended Action
Adopt a resolution:
• Accepting bids and awarding a contract to Blue Pacific Engineering Construction, Inc.
(“Blue Pacific”) for construction of the Tamarack Avenue and Valley Street Pedestrian
Improvements, Capital Improvement Program Project No. 6335 in an amount not to
exceed $358,391
• Authorizing additional appropriation in an amount not to exceed $62,109 for the
project.
Executive Summary
The project will install curb extensions and replace the existing rectangular rapid flashing
beacon system on Tamarack Avenue at Valley Street with a pedestrian hybrid traffic signal to
increase safety for pedestrians.
Carlsbad Municipal Code sections 3.28.080(C) and 3.28.080(I)(6) require the City Council’s
approval of all formally bid contracts when the value exceeds $200,000. The total construction
cost estimate for this project is $501,747, which includes contract award, contingency,
construction management and inspection costs, making the project subject to this requirement.
Discussion
On June 3, 2019, staff presented the results of an all-way stop analysis at the intersection of
Tamarack Avenue and Valley Street to the Traffic and Mobility Commission (which was then the
Traffic Safety Commission). At this meeting, the commission voted 6-0-1 to not establish an all-
way stop at the location (see location map in Exhibit 2).
Based on the concerns received from the public regarding traffic speeds, the commission made
a subsequent motion directing staff to consider alternative solutions consistent with the
General Plan’s Mobility Element to address safety, speeding and visibility issues at the
intersection, which passed with a vote of 6-0-1. (The approved minutes of the meeting can be
found in Exhibit 3.)
April 20, 2021 Item #3 Page 1 of 14
On Sept. 24, 2019, staff presented a report to the City Council outlining traffic calming
strategies on Tamarack Avenue. Staff proposed curb extensions and a pedestrian hybrid traffic
signal at Tamarack Avenue and Valley Street and informed the council that staff would be
moving forward with a Capital improvement Program project.
Staff presented the project to the Traffic and Mobility Commission as an informational item on
Jan. 6, 2020.
The project will replace the existing rectangular rapid flashing beacon with a pedestrian hybrid
traffic signal, also known as a high-intensity activated crosswalk beacon. The beacon signals are
designed to control vehicular traffic at an unsignalized location and facilitate a controlled
pedestrian crossing.
The proposed signal will stop road traffic based on pedestrian calls. When a pedestrian presses
the button to activate the system, the signal indications will cycle from dark to flashing yellow,
which will alert drivers that a pedestrian has activated the signal. The flashing yellow indication
will transition to a solid red, requiring drivers to make a complete stop at the intersection and
allowing pedestrians to cross safely. When the pedestrian interval has expired, the beacons will
go dark until the signal is activated again.
The curbs on the west side of the intersection will be extended into the existing parking lane,
reducing the pedestrian crossing distance across Tamarack Avenue and increasing the visibility
of pedestrians. These curb extensions will also reduce the corner curb radius to encourage
slower turning speeds.
The City Council adopted Resolution No. 2020-159 on July 28, 2020, approving the plans and
specifications and authorizing advertisement of the project for construction bids.
On Feb. 18, 2021, staff received 11 bids for construction. Staff have completed reviewing the
contract documents and determined that Blue Pacific is the lowest responsive and responsible
bidder. Staff found Blue Pacific’s bid of $358,391 to be responsive and responsible because it
meets the requirements of the bidding documents.
Options
Staff provide the following options for City Council’s consideration:
1. Accept bids, award a contract to Blue Pacific for construction of the project in an
amount not to exceed $358,391, and authorize additional appropriation in an amount
not to exceed $62,109
Pros
• Blue Pacific has been determined to be the lowest responsible and responsive
bidder
• Award of the contract complies with applicable Carlsbad Municipal Code sections
• Construction can start upon award of the contract
Cons
• Total construction cost exceeds previous cost estimate. Additional appropriation
of $62,109 is required
April 20, 2021 Item #3 Page 2 of 14
2. Do not accept the bids and do not award the contract to Blue Pacific and request staff
review the bids again
Pros
• None identified
Cons
• Delays start of construction
• Potential increase in construction costs due to delay in award
• Review of bids again will likely result in the same recommendation to award to
Blue Pacific
3. Cancel bid solicitation
Pros
• None identified
Cons
• Delays start of construction
• Residents’ pedestrian safety concerns will continue
• Potential increase in construction costs if the city decides to re-solicit in the
future
Staff recommends Option 1 for City Council approval, accepting the bids and awarding a
contract to Blue Pacific for construction of the project in an amount not to exceed $358,391
and authorizing an additional appropriation in an amount not to exceed $62,109.
Fiscal Analysis
There is currently $440,261 appropriated from gas tax funds for Capital Improvement Program
Project No. 6335. Staff estimates an additional $62,109 will be necessary to complete the
project. The available funds and estimated construction costs are shown in the table below:
Tamarack Avenue and Valley Street Pedestrian Improvements
Capital Improvement Program Project No. 6335
Current appropriation $440,261
Current year expenditures/encumbrances $623
TOTAL FUNDING AVAILABLE $439,638
Costs and Funding
Construction contract – Blue Pacific Engineering and Construction $358,391
Construction contingency (20%) $71,678
Construction management, inspection and materials testing (20%) $71,678
TOTAL ESTIMATED CONSTRUCTION COSTS $501,747
REMAINING BALANCE AFTER CIP PROJECT ($62,109)
ADDITIONAL APPROPRIATION NEEDED $62,109
April 20, 2021 Item #3 Page 3 of 14
Next Steps
Upon City Council approval and once contract documents are fully executed, staff will issue a
purchase order, schedule a pre-construction meeting with Blue Pacific and issue a notice to
proceed for construction of the project, which is expected to commence in spring 2021.
The duration of the construction contract is 90 working days, not including rain days and delays
from change orders that may extend the contract duration. Upon successful completion of the
project, which is expected to be in fall 2021, a notice of completion to release bonds will be
recorded.
Environmental Evaluation (CEQA)
The project is exempt from the California Environmental Quality Act under CEQA Guidelines
Section 15301(c), which cover the minor alteration of existing facilities including streets,
sidewalks, gutters and similar facilities, including pedestrian crossings, involving negligible or no
expansion, and no exception to the exemption as set forth in CEQA Guidelines Section 15300.2
applies.
Public Notification
Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was
available for public viewing and review at least 72 hours before the scheduled meeting date. Be
start of construction, the public will be notified of construction activities before the start of
construction using such methods as signage, email, the city’s website and other city
communication channels. The construction contractor will also be required to notify the public
of construction activities via changeable message signs, door hangers, letters to residents
and/or “NO PARKING” signs, as applicable.
Exhibits
1. City Council resolution
2. Location map
3. Approved minutes of the Traffic Safety Commission meeting of June 3, 2019
April 20, 2021 Item #3 Page 4 of 14
RESOLUTION NO. 2021-088
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO BLUE
PACIFIC ENGINEERING CONSTRUCTION, INC. ("BLUE PACIFIC") FOR
CONSTRUCTION OF THE TAMARACK AVENUE AND VALLEY STREET
PEDESTRIAN IMPROVEMENTS, CAPITAL IMPROVEMENT PROGRAM (CIP)
PROJECT NO. 6335 IN AN AMOUNT NOT TO EXCEED $358,391, AND
AUTHORIZING ADDITIONAL APPROPRIATION IN AN AMOUNT NOT TO
EXCEED $62,109 FOR THE PROJECT
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary,
desirable and in the public interest to construct the Tamarack Avenue and Valley Street Pedestrian
Improvements, CIP Project No. 6335 (Project); and
WHEREAS, on July 28, 2020, the City Council adopted Resolution No. 2020-159 approving the
plans and specifications and authorizing advertisement for bids for construction of the Project; and
WHEREAS, on Feb. 18, 2021, staff received 11 sealed bids for the Project; and
WHEREAS, the lowest responsive and responsible bid for the Project was submitted by Blue
Pacific, in an amount of $358,391; and
WHEREAS, the current funding for the Project that has been appropriated from Gas Tax Funds
is not sufficient to complete the Project; and
WHEREAS, additional appropriation for the Project will be appropriated from the Gas Tax Fund
in the amount of $62,109; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(1)(6) require City Council
to award all formally bid contracts when the value exceeds $200,000; and therefore, the Project is
subject to this requirement; and
WHEREAS, the city planner has determined that the Project is exempt from the California
Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(c) — minor alteration of
existing facilities including streets, sidewalks, gutters and similar facilities, including pedestrian
crossings, involving negligible or no expansion, and no exception to the exemption as set forth in CEQA
Guidelines Section 15300.2 applies.
April 20, 2021 Item #3 Page 5 of 14
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 bid of $358,391 submitted by Blue Pacific Engineering Construction, Inc. for
construction of Tamarack Avenue and Valley Street Pedestrian Improvements, CIP
Project No. 6335, is accepted and the mayor is hereby authorized to execute the
contract for this Project.
3.That the deputy city manager, administrative services, is authorized to appropriate
additional Gas Tax Fund in the amount of $62,109 for construction of the Project.
4.That the City Manager or designee is hereby authorized to approve construction change
orders up to $71,678, and construction management and inspection costs up to
$71,678.
5.That the award of this contract is contingent upon Blue Pacific Engineering Construction,
Inc. executing the required contract and submitting the required bonds and insurance
policies, as described in the contract, within 20 calendar days of 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 20th day of April, 2021, by the following vote, to wit:
AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher.
NAYS: None.
ABSENT: None.
MATT HALL, Mayor
fee%liY,Pieovo, fuy--
BARBARA ENGLESON, City Clerk
71*.,
(SEAL) 's\oc•
April 20, 2021 Item #3 Page 6 of 14
Tamarack Avenue and Valley Street Pedestrian Improvements
April 20, 2021 Item #3 Page 7 of 14
TRAFFIC SAFETY COMMISSION
M_onday, June 3, 2019 5:00 p.m. Council Chamber
1200 Carlsbad Village Drive
Carlsbad, CA 92008
CALL TO ORDER: Chair Gocan called the Regular Meeting to order at 5:02 p.m.
ROLL CALL: Gocan, Johnson, Hunter, Penseyres, Fowler, Linke and Perez
APPROVAL OF MINUTES:
Motion by Commissioner Hunter, seconded by Vice-Chair Johnson, to approve the minutes of the
regular meeting held on May 6, 2019, by adding revisions and additional information made by
Commissioner Linke. Motion carried unanimously 7 /0.
PUBLIC COMMENTS ON ITEMS NOT LISTED ON THE AGENDA:
Tracy Seemann, a Carlsbad resident, asked Staff the reason for collecting traffic data on a holiday rather
than a work day for the Marja Acres project, at the intersection of El Camino Real and Kelly Drive.
DEPARTMENTAL REPORTS:
1.POLICE MONTHLY REPORT-(Staff contact: Sgt. Jon Boyce, Police Department)
Sgt. Boyce talked about Crime Analyses Response (CARS) for the location at Basswood Avenue
and Valley Street. It was a resident request.
Power Point presentation is on file with the office of the City Clerk.
Staffs Recommendation: Information only
Chair Gocan requested a change on the order of the Agenda to have the presentation on
Tamarack Avenue and Valley Street to be the second item.
2.TAMARACK AVENUE AND VALLEY STREET INTERSECTION ALL-WAY STOP STUDY-(Staff
contact: John Kim, Senior Engineer, Public Works)
Power point presentation is on file with the office of the City Clerk.
Staffs Recommendation: Recommend that City Council does not establish an All-Way Stop at
the Intersection of Tamarack Avenue and Valley Street.
Chair Gocan stepped down from dais at 5:30 p.m. due to a potential conflict of interest.
�Commissioner Perez asked if the collisions reported at Tamarack Avenue included the
pedestrian collisions and if it was only one collision reported to the police.
Public Works
Transportation 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-434-2730 t
EXHIBIT 3
April 20, 2021 Item #3 Page 8 of 14
April 20, 2021 Item #3 Page 9 of 14
PUBLIC COMMENTS ON TAMARACK AVENUE AND VALLEY STREET INTERSECTIONAL
ALL-WAY STOP STUDY:
0 Joe Gonzales, a Carlsbad resident, requested curb extension on the south side of Tamarack
Avenue and Valley Street, and suggested that Staff route traffic to Cannon Road.
0 Jean-Marc du Mouchel, a Carlsbad resident, requested a roundabout on James Drive and
Tamarack Avenue.
0 Joy Bryson, a Carlsbad resident, requested a stop sign or a roundabout on Tamarack Avenue
and James Drive.
0 Brenda Harai, a Carlsbad resident, requested staff to consider the All-Way Stop on Tamarack
Avenue.
0 Meredith Grueskin, a Carlsbad resident, requested to consider the All-Way Stop on Tamarack
Avenue.
0 Veronica Williams, a Carlsbad resident, requested staff find ways to slow down traffic on
Tamarack Avenue, consider speed bumps and get more traffic data on weekends and night time.
MOTION AND/ OR DISCUSSION FROM COMMISSIONERS:
�Commissioner Linke recommended that Public submit written comments to the city Staff.
�Commissioner Linke asked if there has been an investigation into beacon visibility.
0 Senior Engineer Kim said after the beacon was installed, there was a problem on the North
West corner because the unit was pointing the wrong way, but it was angled back (corrected) to
be more visible. He stated that Staff can review the curb extension that was previously
reviewed by the TSC meeting to make the flashing beacon sign more visible. The purpose of curb
extensions is to make the flashing beacons more visible and assist pedestrians in crossing the
intersection, but would not be expected to reduce vehicle speeds.
�Commissioner Fowler acknowledged the blind side on Tamarack Avenue for the pedestrian to
go across and the speed issue.
�Commissioner Hunter agreed to make a motion to look for other alternatives designs.
0 Vice-Chair Johnson requested other options and a proper motion.
�Commissioner Perez asked Staff if any alternatives were considered such as the chicane on
Gateway Road.
0 Senior Engineer Kim stated that a chicane was not discussed and would impact traffic flow and
eliminate some parking on Tamarack Avenue.
�Commissioner Perez asked if there are chicanes in other residential areas.
0 Senior Engineer Kim replied no.
�Commissioner Perez asked if Staff has worked with Police and schools to collect feedback.
0 Senior Engineer Kim stated that Staff has collaborated with both and a request for more Police
enforcement resulted from these meetings. Additionally, two permanent speed feedback signs
will be installed soon.
�Commissioner Penseyres noted that Public comments at the previous TSC meeting did not
support the proposed stop signs. Alternatives have not been considered and traffic calming is
desired by the residents. Staff needs to identify alternatives to resolve the issue.
Public Works
Transportation 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-434-2730 t
April 20, 2021 Item #3 Page 10 of 14
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Director Plantz reminded the commissioners about the next TSC meeting that falls on the same week as
the 4th of July. Commissioners decided to keep the TSC meeting on July 1, 2019.
TRAFFIC SAFETY COMMISSION COMMENTS:
□ Commission Perez commented on school safety and traffic safety and traffic enforcement in schools.
He expressed his concerns on the safety of the children in schools.
□ Commission Linke asked if staff could collect traffic data for the Marja Acres project.
□ Commissioner Linke requested that staff recognize Senior Engineer Bilse for his years of service as the
TSC liaison to the City Council.
□ Commissioner Fowler requested a presentation on the license plate readers (LPR).
□ Commissioner Penseyres requested staff to address Safe Routes to School and to start with the
intersection of Tamarack Avenue and Valley Street because it serves three schools.
□ Commissioner Hunter offered the commissioners to ride along with the police officers to understand
traffic safety issues.
□ Vice-Chair Johnson asked staff to give alternatives to help resolve the traffic issues on Tamarack.
□ Chair Gocan talked about Safe Routes to School (SRS) and mentioned that the state has grants
available to cities to implement the SRS program and she would like to develop an organized program to
assist traffic during hours of dropping off and picking up children in schools.
□ Director Plantz confirmed that SRS program is funded by both federal and state agencies. The
programs typically involve a collaboration with school districts to request funding. Right now, the City of
Carlsbad does not have a formal SRS program but we intend to establish it and there is a group of
stakeholders working to implement the SRS program. He explained that in the absence of the SRS
program the traffic staff works with schools to address specific problem as they arise.
Motion by Vice-Chair Johnson, seconded by Commissioner Hunter, to have a presentation on SRS
program and what has been done so far to remediate the issues. Motion carried unanimously, 7 /0.
ADJOURNMENT:
By proper motion, Chair Gocan adjourned the Traffic Safety Commission Meeting on June 3, 2019, at
8:05 p.m.
fruane Paiva, Minutes Clerk
Public Works
Transportation 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-434-2730 t
April 20, 2021 Item #3 Page 14 of 14
John Kim, City Traffic Engineer
April 20, 2021
Award Contract to Blue Pacific Engineering
and Authorization of Additional
Appropriation for Tamarack Avenue and
Valley Street Pedestrian Improvements
Project
Recommendation
•Adopt Resolution:
–Accepting bids and awarding contract to Blue Pacific Engineering Construction, Inc. for construction of Tamarack Avenue and Valley Street Pedestrian Improvements for $358,391
–Authorizing additional appropriation for $62,109 for the project
2
Recommendation
33
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Pedestrian Hybrid Beacon
4
STOP STOP QN fUSIIING
OH RED RED *
•
rnEN PllOCtm
If Cl.WI
Proceed with caution
Signal has been activated
SLOW down and
prepare to STOP
► STOP then
proceed with
caution when
clear
Will see this
► n
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►
Push button to call for
WALK signal or
activated by bicycle
passing over a detection
loop
Wait
May take up to a minute
for the signal to change
Wait
Start crossing after you
see the Walk signal
Continue crossing
Countdown will begin
Background
•On July 28, 2020, City Council adopted Resolution No.
2020-159, approving the project plans and specifications
authorizing advertisement for construction bids
•On February 18, 2021, staff received 11 bids for
construction
•After review of contract documents, staff determined
Blue Pacific Engineering Construction, Inc. to be the
lowest responsive and responsible bidder
5
Fiscal Analysis
6
Tamarack Avenue and Valley Street Pedestrian Improvements
Capital Improvement Program Project No. 6335
Current appropriation $440,261
Current year expenditures/encumbrances $623
TOTAL FUNDING AVAILABLE $439,638
Costs and Funding
Construction contract –Blue Pacific Engineering and Construction $358,391
Construction contingency (20%)$71,678
Construction management, inspection and materials testing (20%)$71,678
TOTAL ESTIMATED CONSTRUCTION COSTS $501,747
REMAINING BALANCE AFTER CIP PROJECT ($62,109)
ADDITIONAL APPROPRIATION NEEDED $62,109
Next Steps
•Upon City Council approval and execution of
contract documents, staff will issue purchase order,
schedule a pre-construction meeting and issue a
notice to proceed for construction
•Project is expected to begin Spring 2021
•Estimated completion is Fall 2021
7
Recommendation
•Adopt Resolution:
–Accepting bids and awarding contract to Blue Pacific Engineering Construction, Inc. for construction of Tamarack Avenue and Valley Street Pedestrian Improvements for $358,391
–Authorizing additional appropriation for $62,109 for the project
8
Thank you