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Home My WebLink AboutAgenda Report - March 7, 2018 C-03TM CITY OF LODI COUNCIL COMMUNICATION AGENDA ITEM C-3 AGENDA TITLE: Approve Plans and Specifications and Authorize Advertisement for Bids for Lockeford Street Improvement Project, Adopt Resolution Authorizing City Manager to Award Contract for Lockeford Street Improvement Project, to the Lowest Responsive Bidder (Not to Exceed $3,300,000), Authorizing the City Manager to Carry Forward Unspent Budget Authority for this Project, up to $3,300,000 Until Project Completion, and Appropriating Funds ($2,900,000) MEETING DATE: March 7, 2018 PREPARED BY: Public Works Director RECOMMENDED ACTION: Approve plans and specifications and authorize advertisement for bids for Lockeford Street Improvement Project, adopt resolution authorizing City Manager to award contract for Lockeford Street Improvement Project to the lowest responsive bidder, in an amount not to exceed $3,300,000, authorizing the City Manager to carry forward unspent budget authority for this project, up to $3,300,000, until project completion, and appropriating funds in the amount of $2,900,000. BACKGROUND INFORMATION: This project consists of reconstructing East Lockeford Street from the Union Pacific Railroad (UPRR) tracks to Cherokee Lane, as shown on Exhibit A. The project will provide for bike lanes, a two- way left turn lane, a traffic signal at Stockton Street, sidewalk along both sides of the street, and improved lighting. The project will also be removing the railroad crossing "humps" in Stockton Street and Washington Street and will be replacing the 70 -year old water main in Lockeford Street. This project will not be removing any trees and will maintain access to the local businesses and residents within the limits of work. Photos of the existing street are included in Exhibit B. This project will be receiving federal funding from the Regional Surface Transportation Program (RSTP) and the Congestion Mitigation and Air Quality Improvement Program (CMAQ). Since this project is receiving federal funding, the Department of Transportation (Caltrans) is responsible for the approval of the environmental documents. The Caltrans environmental approval process is taking much longer than anticipated, which may impact the potential of having the street open for the 2018 Grape Festival (mid-September). Staff intends to schedule the project so that the street is paved for the 2018 Grape Festival. In order to accomplish this, construction must start no later than early May 2018. Under normal circumstances, there are a number of procedural and contractual steps that must take place between the time bids are received and issuing the Notice to Proceed. These steps include a Council action awarding the contract, obtaining Caltrans approvals, sending and receiving all contract documents back from contractor (contract, insurance, bonds, etc.), holding a pre -construction meeting, and allowing the contractor time to schedule and mobilize their crew. This process usually takes between six and eight weeks. APPROVED: ►1 en K:\WP\PROJECTS\STREETS\Lockeford St\Widening Project\CPSA-CM Award.doc auer, City Manager 2/21/2018 Approve Plans and Specifications and Authorize Advertisement for Bids for Lockeford Street Improvement Project, Adopt Resolution Authorizing City Manager to Award Contract for Lockeford Street Improvement Project, to the Lowest Responsive Bidder (Not to Exceed $3,300,000), Authorizing the City Manager to Carry Forward Unspent Budget Authority for this Project, up to $3,300,000 Until Project Completion, and Appropriating Funds ($2,900,000) March 7, 2018 Page 2 By authorizing the City Manager to award the construction contract, the Notice to Proceed could be issued approximately three weeks earlier, increasing the chances of starting construction in May of 2018. Staff will be closely monitoring the project schedule over the next month. If further Caltrans delays result in the project not being able to start in early May, the project will be postponed so that construction will not start until after the 2018 Grape Festival. This postponement may add costs as well as potential weather delays to the project. The Public Works Department recommends that Council approve the plans and specifications and authorize advertisement for bids for the project upon receipt of authorization from Caltrans. It is also recommended that Council authorize the City Manager to award the contract to the lowest responsive bidder (in an amount not to exceed $3,300,000), upon receipt of authorization from Caltrans, in order to expedite the start of work. The plans and specifications are on file in the Public Works Department. The tentative planned bid opening will be in April 2018. FISCAL IMPACT: FUNDING AVAILABLE: There will be a slight increase in long-term maintenance associated with the traffic signal and street lights, and a short-term decrease in street and water maintenance costs. Water Fund (56100000): $ 400,000 Requested appropriation: RSTP Grant (30799000) CMAQ Grant (30799000) TDA Streets (30599000) Gas Tax (30299000) Storm Fund (23199000) TOTAL: 04,4,- )6, - Andrew Keys Deputy City Manager/Internal Services Director Prepared by Sean Nathan, Senior Civil Engineer CES/SN/tdb Attachments cc: Deputy Public Works Director / City Engineer $1,526,018 $ 276,000 $ 600,000 $ 397,982 $ 100,000 $3,300,000 Charles E. Swimley, Jr. Public Works Director K:\WP\PROJECTS\STREETS\Lockeford St\Widening Project \CPSA-CM Award.doc 2/21/2018 Exhibit A *. ff; 1 ihe 019 1I - ;Turner Rd. HWY Ke tleman-Ln. Li -1-111t1 N Lawrence SAV.,–� a ro ca Lawrence Park s 0 0.25 0.5 1 Miles l I I J L 1 1 1 1 1 1 1 1 1 1 1 1 Murray St Grape Festival Grounds L c eford St. Railroad Av. 1 1 1 PROJECT LOCATION NM • u1■1 I• Locust St. �? lTT T11ii-I I I c- . Nkl s o 200 400 800 Feet Exhibit B Lockeford Street at Main Street (Looking East) Lockeford Street at Main Street (Looking West) Lockeford Street at Stockton Street (Looking West) r 401 t � 1;. Lockeford Street at Washing Street (Looking West) Page 2 Lockeford Street at Grape Festival (Looking West) Lockeford Street at Grape Festival (Looking East) Page 3 Lockeford Street at Cherokee Lane (Looking West) Page 4 RESOLUTION NO. 2018-25 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO AWARD THE CONTRACT FOR THE LOCKEFORD STREET IMPROVEMENT PROJECT TO THE LOWEST RESPONSIVE BIDDER; AND FURTHER APPROPRIATING FUNDS WHEREAS, this project consists of reconstructing East Lockeford Street from the Union Pacific Railroad (UPRR) tracks to Cherokee Lane; providing for bike lanes, a two-way left -turn lane, a traffic signal at Stockton Street, sidewalk along both sides of the street, and improved lighting; removing the railroad crossing "humps" in Stockton Street and Washington Street; and replacing the 70 -year old water main in Lockeford Street; and WHEREAS, this project will not be removing any trees and will maintain access to the local businesses and residents within the limits of work; and WHEREAS, staff intends to schedule the project so that the street is paved for the 2018 Grape Festival; and WHEREAS, under normal circumstances, there are a number of procedural and contractual steps that must take place between the time bids are received and issuing the Notice to Proceed, including a Council action awarding the contract, obtaining Caltrans approvals, sending and receiving all contract documents back from contractor (contract, insurance, bonds, etc.), holding a pre -construction meeting, and allowing the contractor time to schedule and mobilize their crew, normally taking between six and eight weeks; and WHEREAS, by authorizing the City Manager to award the construction contract, the Notice to Proceed could be issued approximately three weeks earlier, increasing the chances of starting construction in May 2018 and completing the project in time for the 2018 Grape Festival; and WHEREAS, staff recommends adopting a resolution authorizing the City Manager to award the contract for the Lockeford Street Improvement Project to the lowest responsive bidder, in an amount not to exceed $3,300,000; and WHEREAS, staff further recommends appropriating funds in the amount of $1,526,018, from Regional Surface Transportation Program (RSTP) Grant fund balance (30799000), $276,000 from Congestion Mitigation and Air Quality Improvement Program (CMAQ) Grant fund balance (30799000), $600,000 from Transportation Development Act (TDA) Streets fund balance (30599000), $397,982 from Gas Tax fund balance (30299000), and $100,000 from Storm Fund fund balance (23199000) for Fiscal Year 2017/18. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to award the contract for the Lockeford Street Improvement Project to the lowest responsive bidder, in an amount not to exceed $3,300,000; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to continue budget authority up to the full amount of the $3,300,000 for this project from fiscal year to fiscal year until such point as the project is complete and is accepted by Council. At such time, all unspent budget authority will return to the fund for re -appropriation by the City Council; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize an appropriation for Lockeford Street Improvement Project, in the amount of $2,900,000, as set forth above; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute the contract on behalf of the City of Lodi. Dated: March 7, 2018 I hereby certify that Resolution No. 2018-25 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 7, 2018, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Johnson, Kuehne, Mounce, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None lVNIFEF) . FERRAIOLO ity Clerk 2018-25