HomeMy WebLinkAbout041823-06.4ADMINISTRATIVE STAFF REPORT 6.4
TO: Mayor and Town Council April 18, 2023
SUBJECT: Resolution No. 25-2023, awarding a construction contract and transferring
funds from CIP No. A-330 Town -Wide Storm Drain System Management
to CIP No. A-614 Westridge Trash Rack Modification
BACKGROUND
The Town's Capital Improvement Program includes trash rack improvements at
Starview Drive, Loch Lomond Way, and Westridge Drive, CIP Nos. A-608, A-613, and A-
614 respectively. The project will mitigate impacts from sediment and debris during
flood events by upgrading existing storm drainage systems.
This project is funded in part by the Hazard Mitigation Grant Program (HMGP), a federal
grant program administered by FEMA.
DISCUSSION
Five bids were received and opened on March 28, 2023. The lowest responsive bid was
submitted by Ella of Alamo, California, with a bid of $747,000. Bid results are
summarized in Attachment C. The Engineer's estimate was $787,130.
The work is scheduled to begin in spring 2023 and be completed later in summer 2023.
This project is considered a minor alteration to existing facilities and is therefore
categorically exempt from the requirements of the California Environmental Quality Act
(CEQA) according to Guidelines Section 15301 (Class 1).
PUBLIC CONTACT
Posting of the meeting agenda serves as notice to the general public. Before construction
begins, residents within close proximity to the project will be notified by the contractor
in writing.
FISCAL IMPACT
The low bid amount of $747,000, plus a 15% contingency amount of $113,000 yields a total
construction budget of $860,000. A transfer from CIP No. A-330 Town -Wide Storm Drain
System Management in the amount of $165,000 is needed to fully fund the project.
RECOMMENDATION
Adopt Resolution No. 25-2023, awarding a construction contract and transferring funds
from CIP No. A-330 Town -Wide Storm Drain System Management to CIP No. A-614
Westridge Trash Rack Modification.
Prepared by:
Steven Jones, P.E.
City Engineer
Reviewed by:
4ww-ri�c�
Diane J. Friedmann
Deputy Town Manager
Attachments: A - Resolution No. 25-2023
B - CIP Pages No. A-608, A-613 & A-614
C - Bid Results Summary
Award of Construction Contract 2 April 18, 2023
Trash Rack Improvements
CIP No. A-608, A-613 & A-614
DocuSign Envelope ID: CA706145-6458-4510-9FDE-B6EBE34700A8
RESOLUTION NO. 25-2023
AWARDING A CONSTRUCTION CONTRACT AND TRANSFERRING FUNDS
FROM CIP NO. A-330 TOWN -WIDE STORM DRAIN SYSTEM MANAGEMENT
TO CIP NO. A-614 WESTRIDGE TRASH RACK MODIFICATION
WHEREAS, the Danville Town Council has previously approved funding in the Capital
Improvement Program for Starview Drive Storm Drain Trash Rack, Loch Lomond Way
Trash Rack, and Westridge Trash Rack Modification, CIP Nos. A-608, A-613, and A-614
respectively; and
WHEREAS, the funding includes a grant from the Hazard Mitigation Grant Program
(HGMP), a federal grant program administered by FEMA; and
WHEREAS, CalOES, acting on behalf of the Town, has determined that the project is
Categorically Excluded from requirements of the California Environmental Quality Act
(CEQA); and
WHEREAS, bids were solicited from contractors for the project; and
WHEREAS, the City Clerk of this Town did, in open session on the 28th day of March,
2023, publicly open and read aloud the sealed bids received as required by law; and
WHEREAS, of the five bids received, the lowest responsive bid was submitted by Ella of
Alamo, California, and the City Engineer recommends awarding a construction contract
for the project to said contractor; now, therefore, be it
RESOLVED, by the Danville Town Council, that funds in the amount of $165,000 be
transferred from Town -Wide Storm Drain System Management (CIP No. A-330) to
Westridge Trash Rack Modification (CIP A-614) to fund construction of the project; and,
be it further
RESOLVED, by the Danville Town Council, that the Town award a construction contract
for Starview Drive Storm Drain Trash Rack, Loch Lomond Way Trash Rack, and
Westridge Trash Rack Modification, CIP Nos. A-608, A-613, and A-614 respectively, to
Ella of Alamo, California; and, be it further
RESOLVED, by the Danville Town Council, that the Town Manager be and hereby is
authorized to execute, on behalf of the Town, a written contract with Ella of Alamo,
California for $747,000 and authorize use of a 15% contingency not -to -exceed $113,000 for
a total construction budget of $860,000 for work in connection therewith, and the City
Clerk is hereby directed to attest same and affix thereto the official seal of the Town; and,
be it further
ATTACHMENT A
DocuSign Envelope ID: CA706145-6458-4510-9FDE-B6EBE34700A8
RESOLVED, that staff shall within five (5) days of the adoption of this resolution,
transmit an Extract of Public Works contract award to the Department of Industrial
Relations, Division of Apprenticeship Standards, P.O. Box 420603, San Francisco, CA
94142. (Note: Should a finding of any discrepancy regarding this ratio of apprentices to
journeymen be made, the Town shall notify the Division of Apprenticeship Standards of
such findings.)
APPROVED by the Danville Town Council at a regular meeting on April 18, 2023, by the
following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
MAYOR
APPROVED AS TO FORM: ATTEST:
DocuSigneed by:
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40ADBF4BF
CITY ATTORNEY
CITY CLERK
PAGE 2 OF RESOLUTION NO. 25-2023
STARVIEW DRIVE STORM DRAIN TRASH RACK
CIP No: A-608 I STATUS: In Design I GREEN PROJECT: No I PRIORITY: 1/2 PROJECT MANAGER: NNS
PROJECT DESCRIPTION AND LOCATION:
The existing drainage system receives forest debris during major storm
events that cause the system to clog at the trash rack entrance causing
flooding downstream.
To prevent clogging a larger and more extensive trash rack is needed to
replace the existing trash rack.
The proposed trash rack will be approximately 6' wide by 20' long by 6' tall
and will consist of large galvanized iron bars with approximately 10" gaps.
Large debris, logs, and rocks will be filtered from the stream flow. The
increased trash rack area will minimize clogging and allow for easier
cleaning, both during and after the storm event.
A grant for this project has been secured for Hazard Mitigation Grant
Program (HMGP) funding.
Construction phase anticipated fall 2022
DESCRIPTION OF MODIFICATIONS:
Updated description.
PROJECT COST ESTIMATE
.........................................................................................................................................................................
PRINTED ON:
5/24/2022.
Expenditure Category
Prior Years
2022/23
2023/24
2024/25
2025/26
2026/27
Total
Design/Plan Review
$10,000
$0
$0
$0
$0
$0
$10,000
Construction
$131,000
$0
$0
$0
$0
$0
$131,000
Inspection & Admin.
$3,000
$0
$0
$0
$0
$0
$3,000
Total Cost Estimate:
$144,000
$0
$0
$0
$0
$0
$144,000
Total Expenditure:
$9,760
Unexpended: $134,240
on 4-27-2022
..P ROLE CT. A PP RO PR I ATIO N. AND. F.UN DIN.G.........................................................................................
Funding Source(s)
Prior Years
2022/23 2023/24
2024/25
2025/26
2026/27
Total
CIP Gen Purpose Rev
$83,000
$0 $0
$0
$0
$0
$83,000
Grant
$61,000
$0 $0
$0
$0
$0
$61,000
Total Funding:
$144,000
$0 $0
$0
$0
$0
$144,000
RATIONALE FOR PROPOSED PROJECT: EXPECTED IMPACT ON OPERATING BUDGET:
Excessive debris and silt contribute to flooding on Danville streets. Additional worker hours required to maintain per year: 25
Additional Town direct operating costs per year: $1,500
CI P49 www.danville.ca.gov
ATTACHMENT
I �.�•si
LOCH LOMOND WAY TRASH RACK
CIP No: A-613 I STATUS: In Design
GREEN PRO]ECT:No I PRIORITY: 1
. PR0]ECT.COST ESTIMATE..._..
Expenditure Category
Prior Years
Design
$10,000
Construction
$120,000
Total Cost Estimate:
$130,000
Total Expenditure:
$9,965
PROJECT MANAGER: NNS
PROJECT DESCRIPTION AND LOCATION:
Excessive silt and debris from major storm events clog and overflow the
storm drain inlet at the end of Loch Lomond Way.
Modification and replacement of the existing inlet and pipe is needed to
mitigate the debris collection and subsequent overflow of the drainage
system.
A grant for this project has been secured for Hazard Mitigation Grant
Program (HMGP) funding.
Construction phase anticipated fall 2022
DESCRIPTION OF MODIFICATIONS:
Updated description.
2022/23 2023/24 2024/25 2025/26
$0 $0 $0 $0
$0 $0 $0 $0
$0 $0 $0 $0
Unexpended: $120,035 on 4-27-2022
__ PRINTED0N:.....
5/24/2022________
2026/27
Total
$0
$10,000
$0
$120,000
$0
$130,000
--PROIECT.APPROPRIATIQKAND. FUNDIN-C..............................................................................................
Funding Source(s)
Prior Years
2022/23 2023/24
2024/25
2025/26
2026/27
Total
CIP Gen Purpose Rev
$104,000
$0 $0
$0
$0
$0
$104,000
Grant
$26,000
$0 $0
$0
$0
$0
$26,000
Total Funding:
$130,000
$0 $0
$0
$0
$0
$130,000
RATIONALE FOR PROPOSED PROJECT: EXPECTED IMPACT ON OPERATING BUDGET:
Excessive silt and debris cause downstream damage. Additional worker hours required to maintain per year: 0
Additional Town direct operating costs per year: $0
WESTRIDGE TRASH RACK MODIFICATION
CIP No: A-614 I STATUS: In Design I GREEN PROJECT: No I PRIORITY: 1/2 PROJECT MANAGER: SJ
PROJECT DESCRIPTION AND LOCATION:
The storm water from the Las Trampas area has been a significant
maintenance issue for 30 years. Every 8 to 10 years there is a major
storm event that floods the residential area.
The major cause of the flooding is the inability of the storm drain system to
manage the tremendous amount of debris that accumulates within the
trash rack system installed by the Town.
This project provides a final safety measure to capture storm water that
bypasses the trash rack system during major storm events.
Installation of additional catch basins on Westridge Avenue, and an
additional flood control wall and inlet system can prevent future flooding.
A grant for this project has been secured for Hazard Mitigation Grant
Program (HMGP) funding.
Construction phase anticipated fall 2022.
DESCRIPTION OF MODIFICATIONS:
Updated description.
PROJECT COST ESTIMATE
.........................................................................................................................................................................
PRINTED ON:
5/24/2022.
Expenditure Category
Prior Years
2022/23
2023/24
2024/25
2025/26
2026/27
Total
Design/Plan Review
$10,000
$0
$0
$0
$0
$0
$10,000
Construction
$275,000
$0
$0
$0
$0
$0
$275,000
Inspection & Admin.
$5,000
$0
$0
$0
$0
$0
$5,000
Total Cost Estimate:
$290,000
$0
$0
$0
$0
$0
$290,000
Total Expenditure:
$9,690
Unexpended: $280,310
on 4-27-2022
..PROIECT.APPrtQPRIATIQM.AND.F.UNDIN.G ..........................................................................................
Funding Source(s)
Prior Years
2022/23 2023/24
2024/25
2025/26
2026/27
Total
CIP Gen Purpose Rev
$207,800
$0 $0
$0
$0
$0
$207,800
Grant
$82,200
$0 $0
$0
$0
$0
$82,200
Total Funding:
$290,000
$0 $0
$0
$0
$0
$290,000
RATIONALE FOR PROPOSED PROJECT: EXPECTED IMPACT ON OPERATING BUDGET:
Prevent future flooding of the residential area during major storm Additional worker hours required to maintain per year: 0
events. Additional Town direct operating costs per year: $0
PROJECT: Various Storm Drainage Improvements,
Contract No. A-608, A-613 & A-614
BID OPENING: March 28, 2023, at 2:00 p.m. PST
Please direct all questions regarding this bid opening to
Steven Jones, P.E., City Engineer, 925-314-3339
sjones@danville.ca.gov
OFFICIAL BID RESULTS
CONTRACTOR
BID AMOUNT
Ella
$747,000.00
Kerex Engineering Inc.
$894,739.50
Con -guest Contractors Inc.
$917,260.99
McGuire & Hester
$1,184,524.24
Jim Freethy Excavating Inc.
$1,239,888.40
Bid results will be posted on the Town website at www.danville.ca.gov/bids.
I, Kristine Meidberg, Acting City Clerk for the Town of Danville, do hereby affirm that
the bids received were not opened prior to the time of the public bid opening.
ATTACHMENT C