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File #: 16-351    Version: 1 Name:
Type: Staff Report Status: Passed
File created: 5/10/2016 In control: City Council
On agenda: 6/1/2016 Final action: 6/1/2016
Attachments: 1. Resolution - Sidewalk Replacement Project, 2. Exhibit A to Reso - Scorecard, 3. Exhibit B to Reso -Notice of Completion, 4. Funding Closout Statement, 5. Project Location Map

CITY COUNCIL STAFF REPORT                       

MEETING DATE: June 1, 2016


PREPARED BY:                     David Gittleson, Associate Engineer/Public Works Engineering                                           

APPROVED BY:                     City Manager                                          








Adopt resolution:

1.                     Appropriating $13,977 from CIP # 519000-Pavement Rehabilitation Program Funds (308);

2.                     Accepting as complete the Sidewalk Replacement Project in the final amount of $229,950.60;

3.                     Authorizing the Public Works Director to sign the attached Notice of Completion; and

4.                     Directing the City Clerk to file said Notice of Completion with the County Recorder's Office.





Ongoing Priorities

Enhancing public safety

Maintaining fiscal responsibility


2016 Focus Areas

Planning Our Community

Developing Our Community


On September 16, 2015, City Council awarded the contract for the Sidewalk Replacement project to Golden Bay Construction, Inc. in the amount of $198,888.  In addition, City Council approved contingency funds not to exceed an amount of $31,112 for a total authorized project amount of $230,000.    


The scope of work for this project included replacing damaged or lifted sidewalks and curbs/gutters at various locations in the City.  Where required, root removal and/or the removal and replacement of street trees was performed to prevent future damage to the new sidewalks. The primary neighborhoods addressed in this project were Jackson Oaks Meadows and the Nordstrom school area.  In addition to the repair work, a new sidewalk was installed along Sanchez Drive. This location is outside the 3/4 mile radius from a school required for utilizing School Pedestrian Safety Funds (355), thus Pavement Rehabilitation Program Funds (308) are to be used. It was originally estimated that $14,000 would cover the cost of this new sidewalk. However, the actual cost was $27,977, which included new sidewalk added along Old Monterey Road where there was a section missing.  A location map for the project work areas is attached. 


The Contractor was required to have an arborist present at locations where street trees appear to be causing damage. The arborist provided a recommendation at each location to either save the tree with some amount of root trimming or completely remove and replace the tree. Where street trees were designated to be removed and replaced with new trees, staff coordinated with the adjacent home owners to ensure that the newly planted trees will be cared for properly and were installed in the correct location.  Prior to removal, tree removal notices were placed on the trees for ten days as required, but no complaints were received.  Subsequently, the trees were removed and replaced. The new street trees comply with the City's street tree master list to ensure the correct tree types are planted, thereby minimizing sidewalk damage in the future.  In a few cases, the City acquired right of entry agreements with residents to remove privately owned trees that were lifting the sidewalks. New trees were replanted for those owners.


One contract change order was issued to increase the project duration and utilize the contingency funds to maximize the repair areas using the low bid unit prices.  The project duration was extended due to unusual wet conditions, increased time for tree removal notices, and additional time needed to complete the contingency work.  The work was completed per the contract documents and no claims have been filed, thus staff recommends accepting the project.



COMMUNITY ENGAGEMENT:                     Inform

Staff informed the affected residents regarding the repair of sidewalks/curbs/gutters two weeks prior to commencing with construction. In addition, "no parking" barricades were installed 48 hours in advance to allow construction access to the damaged areas.  The contractor had a five day maximum work window per repair site.  However, tree removal and replacement at any given site could extend the duration due to the ten (10) day tree posting removal requirement. Trees were only removed if absolutely necessary.






On September 16, 2015, City Council awarded a contract to Golden Bay Construction for $198,888 to repair sidewalks at various locations in the City.



This project was initially funded by the School Pedestrian Safety Fund (355) for a budgeted amount of $230,000 for all sidewalk repairs located within a 3/4 mile radius of a public school. In addition, the project was funded from CIP #519000-Pavement Rehabilitation Program (308) in the amount of $14,000 for installation of new sidewalks outside the 3/4 mile limit Street Funds from the General Fund.


The awarded base contract amount was $198,888.  During the project, one contract change order totaling $31,062.60 was authorized to increase the quantities and extend the project duration.  Thus, the final contract amount is $229,950.60 ($198,888+$31,062.60). 


The actual cost to install the new sidewalk outside the 3/4 mile radius was $27,977. An additional $13,977 ($27,977 minus the $14,000 originally budgeted) is recommended to be appropriated from CIP #519000-Pavement Rehabilitation Program Funds (308) to pay for this work.  Thus, the School Pedestrian Safety Fund (355) will pay for $201,973.60 of the contract and CIP #519000 - Pavement Rehabilitation Program Funds (308) will pay for the remaining $27,977 contract work.


Previously Approved School Pedestrian Safety Fund (305)


Previously Approved CIP #51900 Pavement Rehab Fund (308)


Recommended Appropriation of CIP #51900 Pavement Rehab Fund (308)


Final Contract Payment




CEQA (California Environmental Quality Act): 

Categorical Exemption


Per Section 15302 of the CEQA Guidelines setting forth a categorical exemption for the repair, maintenance or minor alteration of existing City facilities involving negligible or no expansion of use of those facilities.




Exhibit A to Reso - Scorecard

Exhibit B to Reso - Notice of Completion

Funding Closeout Statement

Project Location Map