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CITY OFVENTURA

ADMINISTRATIVf. REPORT

To:

From:

Subject:

Date:

Agenda Item No.:

Council Action Date:

Honorable Mayor and City Council

Alex McIntyre, City Manager Mary Joyce Ivers, Interim Public Works Director

April 15, 2019

BF

May 6, 2019

Telegraph Road Anacapa Middle School Safe Routes to School Project-Award of Construction Contract and Increase Project Funding

RECOMMENDATION

It is recommended that City Council:

a. Approve awarding of contract and authorize the Mayor to execute an agreement with the responsive and responsible bidder, Toro Enterprises, Inc., for the road widening and repaving on Telegraph Road between Mills Road and Ashwood Avenue, installation of flashing beacons, and new traffic signal system, Specification No. 2016-032, in the amount of $1,913,525.

b. Authorize the encumbrance of contingency funds for the project in the amount of $191,353 for use by the Public Works Director as needed during construction.

c. Increase project funding by $1,666,942 in appropriations from Gas Tax Fund 12 (2106/2107) and authorize Finance and Technology staff to assign increased appropriations to the proper funds, project and accounts.

PREVIOUS COUNCIL ACTION

CIP Reference:

February 5, 2018:

Project No. 91032 Telegraph Road Anacapa Middle School Safe Routes to School, March 26, 2018 Adopted 2018-2024 CIP; page 7-23.

Authorized the City Manager, or designee to Purchase Right of Way and related Easement Deed for 3717 and 3975 Telegraph Road. In addition, increase project funding by $436,120.

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Administrative Report May 6, 2019 Page2

February 4, 2019:

DISCUSSION

Approve the contract plans and specifications for the Telegraph Road Anacapa Middle School Safe Routes to School project, Specification No. 2016-032, and authorize the advertisement for bids to be received on March 14, 2019.

The Telegraph Road Anacapa Middle School Safe Route to School project consists of the installation of a new traffic signal at the intersection of Telegraph Road and College Drive, widening Telegraph Road adjacent to four properties between Mills Road and Ashwood Avenue to allow the installation of bike lanes, improved bike and skateboard facilities on campus, and the installation of a new pedestrian crossing at Telegraph Road and Glen Ellen Drive. The City and the Ventura Unified School District (VUSD), as well as the City's Bike Master Plan, identify the area around the school for high priority bicycle and pedestrian routes.

This project also serves as a major traffic safety improvement project. This area of Telegraph Road has experienced severe traffic collisions in the past since the existing curbline along the north side moves out into the roadway adjacent to four properties. This project will align the curb lines along the north side of Telegraph Road so that there is a consistent curb line.

On April 11, 2019, one construction bid was received for the Anacapa Middle School Safe Routes to School. The bidder, Toro Enterprises, Inc., of Oxnard, submitted a bid in the amount of $1,913,525.20 which is 8. 7% above the engineer's construction cost estimate of $1,760,000. Although there was only one construction bid received, the bid received was within 10% of the engineer's cost estimate so staff feels comfortable awarding the project to Toro Enterprises, Inc. In addition, this contractor has performed well on several other recent construction projects within the city.

Pursuant to California Code of Regulations Article 19, Section 15301 c, the proposed project qualifies for a Class 1 Categorical Exemption from CEQA because it is considered to be repair, maintenance or minor alteration of existing public facilities involving negligible or no expansion of an existing use. Engineering staff has filed a notice of exemption with the County.

Public Engagement

All residents and businesses that may be impacted by the work prior to the start of construction will be mailed a postcard with project information, including contact phone numbers. City staff will reduce impacts to businesses as much as possible. Additionally, notification of the project will be posted on the City's website that includes the construction start date, a brief description of the project, and a City representative(s) contact phone number(s) during construction. Engineering will also be working closely with the Public Works Communications Outreach Specialist to determine other appropriate public outreach and notification opportunities, which may also include an electronic message board.

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Administrative Report May 6, 2019 Page3

IMPACTS

Fiscal Impacts:

The total cost of this contract shall not exceed $2,104,878, which includes a contingency amount of $191,353. The current total estimated project cost to construct the capital project is $2,824,281 which includes administration, design, construction management, inspection, construction, purchase of new right of way and temporary construction easements, and a construction contingency of 10%. Current project appropriations are $1,157,339, which includes $621,300 from a Federal Safe Routes to School Grant and $536,039 from Gas Tax funds (2106/2107). Therefore, an increase of $1,666,942 in appropriations from available Gas Tax fund balance is needed to complete this project. The additional project funding is needed due to escalation in construction costs and the added scope of work which includes repaving Telegraph Road between Mills Road and Ashwood Drive.

ALTERNATIVES

The City Council could choose to not to award this project to complete the improvements. This would postpone the improvements and the roadway surface would continue to degrade resulting in more significant and costly repairs.

Prepared by Jeff Hereford, Principal Transportation Engineer, for:

~~ Interim Public Works Director

Reviewed as to fiscal impacts 'e;6 ~~

Interim Finance and Technology Director

FORW ED TO THE CITY COUNCIL

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Administrative Report May 6, 2019

Page4

ATTACHMENTS

A Project Location Map B Project Bid Abstract

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ATIACHMENT A

PROJECT LOCATION MAP

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0123456789 ATTACHMENT A

CITY OF SAN BUENAVENTURA

8 SEP 2015 This map is a product of the City of San Buenaventura, California. Although reasonable effort& have been made to ensure the accuracy of this map, the City of San Buenaventura cannot guarantee its accuracy. 1" 1000'

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ATTACHMENT B

BID ABSTRACT

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ATIACHMENTB

City of San Buenaventura 1

Anacapa Middle School Safe Routes to School Toro Enterprises, Inc.

91032 2101 East Ventura Boulevard,

2016-032 Engineer's Estimate Oxnard, CA 93036

2016-D-032 805-483-451 5

Bids Received: 4/11/2019 Lie# 710580

Item Description Qty. Unit No. Unit Cost ($) Total($) Unit Cost ($) Total ($)

1 Miscellaneous Removal and Disposal of Material/Equipment

I LS 36,000.00 36,000.00 121,000.00 121 ,000.00

2 Traffic Control I LS 185,000.00 185,000.00 215,000.00 215,000.00

3 Storm Water Pollutin Control Plan I LS 10,820.50 10,820.50 4,000.00 4,000.00

4 Adjustabel Water Valve Cover 20 EA 900.00 18,000.00 900.00 18,000.00

5 Adjust Sewer Manhole Cover 9 EA 1,200.00 10,800.00 1,350.00 12,150.00

6 Adjust Sotrm Drain Manhole Cover 2 EA 900.00 1,800.00 1,690.00 3,380.00

7 Remove and Replace Water Meter Box 4 EA 650.00 2,600.00 780.00 3,120.00

8 3-Inch Cold Milling 208,000 SF 0.30 62,400.00 0.42 87,360.00

9 I-Inch Additional Cold Milling 20,000 SF 0.26 5,200.00 0.37 7,400.00

10 Asphalt Concrete -Roadway Widening 385 TN 130.00 50,050.00 198 .00 76,230.00

11 ARHM - Street Resurfacing 2,512 TN 113 .00 283,856.00 123.00 308,976.00

12 Full Depth Pavement Repair 755 TN 140.00 105,700.00 180.00 135,900.00

13 Type I Slurry Seal 5300 SF 4.50 23,850.00 1.40 7,420.00

14 8-Inch Wide Reinforced Concrete Retaining

158 LF 225 .00 35,550.00 430.00 67,940.00 Wall

15 IO-Inch Wide Reinforced Concrete Retaining Wall

85 LF 250.00 21,250.00 493 .00 41,905.00

16 Guardrail 85 LF 135.00 11,475.00 241.00 20,485.00

17 Skate Board Detereent 15 EA 50.00 750.00 215.00 3,225.00

18 AC Berm 185 LF 35 .00 6,475.00 25.00 4,625.00

19 Curb, Type A, 6-Inch Curb Face 37 LF 60.00 2,220.00 43.00 1,591.00

20 Curb & Gutter, Type A, 8-Inch Curb Face 520 LF 65 .00 33,800.00 46 .00 23,920.00

21 Extended Curb at Back of Curb Ramp 34 LF 55.00 1,870.00 47.00 1,598.00

22 Extended Curb and Cutte at Sidewalk

25 LF Interface 55.00 1,375.00 76 .00 1,900.00

23 Curb Ramp, Type A88A, Case A I EA 7,500.00 7,500.00 9,000.00 9,000.00

24 Curb Ramp, Type A88A, Case A, with 6' Ramp Width

I EA 7,500.00 7,500.00 7,000.00 7,000.00

25 Curb Ramp, Type ASSA, Case C, With Concrete Spandrel

3 EA 12,000.00 36,000.00 10,700.00 32,100.00

26 Curb Ramp, Type A88A, Case C 3 EA 7,500.00 22,500.00 8,500.00 25,500.00

27 Detectable Warning Surface 3 EA 500.00 1,500.00 730.00 2,190.00

28 Curb Extension with Spandrel I LS 12,000.00 12,000.00 10,400 .00 10,400.00

29 Curb Extension South of SCL I LS 12,000.00 12,000.00 5,900.00 5,900.00

30 Median with Pedestrian Accessible Cut-Through

I LS 12,000.00 12,000.00 16,900.00 16,900.00

31 Concrete Pavers 272 SF 30.00 8,160.00 30.00 8,160.00

32 Walkway at Access Ramp 570 SF 15.00 8,550.00 21.00 11,970.00

33 Retaining Walls at Access Ramp Retaining

140 LF 300.00 42,000.00 479.00 67,060.00 Walls

34 Longitudinal Gutter 153 SF 55.00 8,415 .00 30.00 4,590.00

35 Handrail at Access Ramp 195 LF 125 .00 24,375.00 200.00 39,000.00

36 Chain Link Fence I LS 3,000.00 3,000.00 4,400.00 4,400.00

37 Sidewalk 3,610 SF 12.00 43 ,320.00 7.20 25,992.00

38 18-Inch Wide Sidewalk Drain 10 LF 350.00 3,500.00 765.00 7,650.00

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ATIACHMENTB

City of San Buenaventura 1

Anacapa Middle School Safe Routes to School Toro Enterprises, Inc.

91032 2 10 1 East Ventura Boulevard,

2016-032 Engineer's Estimate Oxnard, CA 93036

2016-D-032 805-483-451 5

Bids Received: 4/11/2019 Lie# 710580

Item Description Qty. Unit

No. Unit Cost ($) Total($) Unit Cost ($) Total ($)

39 2.5 Feet Wide Sidewalk Drain 11 LF 350.00 3,850.00 850.00 9,350.00

40 Co=ercial Driveway 2,208 SF 25 .00 55,200.00 10.00 22,080.00

41 Subgrade Overexcavation 657 CY 45.00 29,565.00 36.00 23,652.00

42 Survey ofSubgrade Excavation I LS 2,800.00 2,800.00 1,100.00 1,100.00

43 Yellow Curb 60 LF 2.00 120.00 2.22 133 .20

44 Red Curb 200 LF 2.00 400.00 2.22 444.00

45 Detail 9 4,800 LF 1.00 4,800.00 0.60 2,880.00

46 Detail22 450 LF 1.25 562.50 2.22 999.00

47 Detail 25 1,600 LF 1.25 2,000.00 1.65 2,640.00

48 Detail 27B 3,700 LF 1.25 4,625 .00 1.40 5, 180.00

49 Detail 32 1,200 LF 3.00 3,600.00 2.22 2,664.00

50 Detail 38 1,070 LF 175 1,872.50 1.95 2,086.50

51 Detail 39 4,300 LF 1.00 4,300.00 1.05 4,515.00

52 Detail 39A 2,750 LF 0.75 2,062.50 1.05 2,887.50

53 12' Limit Line 740 LF 4.00 2,960.00 3.30 2,442 .00

54 Pavement Legends 1,000 SF 4.00 4,000.00 5.55 5,550.00

55 Green Markings and Bike Box 930 SF 6.00 5,580.00 11.00 10,230.00

56 18"Xl 8" Storm Drain Drop Inlet 1 EA 3,500.00 3,500.00 4,225.00 4,225 .00

57 36"X36" Storm Drain Drop Inlet 1 EA 4,500 .00 4,500.00 6,225 .00 6,225 .00

58 Concrete Block Column 2 EA 9,500.00 19,000.00 4,700.00 9,400.00

59 Electrical Pull Box 2 EA 4,500 .00 9,000.00 8,100.00 16,200.00

60 Waste Diversion 1 LS 2,000.00 2,000.00 750.00 750.00

61 Traffic Signal System 1 LS 300,000.00 300,000.00 217,300.00 217,300.00

62 Traffic Pull Boxes 6 EA 950.00 5,700.00 830.00 4,980.00

63 Traffic Loop Detectors 6 EA 340.00 2,040.00 690.00 4,140.00

64 Video Detection I LS 50,000.00 50,000.00 37,600.00 37,600.00

65 Bicycle Counter W/Pull Box 2 EA 11,000.00 22,000.00 9,600.00 19,200.00

66 Rectangular Rapid Flashing Beacon 3 EA 14,000.00 42,000.00 13,300.00 39,900.00

67 Traffic Signs 2 EA 100 .00 200.00 330.00 660.00

68 Traffic Signs with New Post 10 EA 180.00 1,800.00 480.00 4,800.00

69 Remove Sign and Post 4 EA 100.00 400.00 221.00 884.00

70 Record of Construction Changes 1 LS 1,000.00 1,000.00 1,000.00 1,000.00

71 Adjust Survey Monument 3 EA 1,800.00 5,400.00 830.00 2,490.00

72 Release of Contract 1 LS 1.00 1.00 1.00 1.00

Base Bid Total ($) 1,760,000.00 1,913,525.20