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Home My WebLink AboutCC AG PKT 2012-04-23 #A yii-1 "Si AGENDA STAFF REPORT = - 94PFORt3 DATE: April 23, 2012 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby P.E., Assistant City Manager/Public Works SUBJECT: LAMPSON AVENUE MEDIAN IMPROVEMENT PROJECT NO. ST1108 SUMMARY OF REQUEST: It was requested by Council Member Miller to agendize the Lampson Avenue median project for Council discussion. BACKGROUND AND ANALYSIS: In 2005 the City Council directed staff to design and search for funding to improve medians within the City of Seal Beach. The two medians targeted were Seal Beach Boulevard between Pacific Coast Highway and Bolsa Avenue; and Lampson Avenue between Seal Beach Boulevard and the eastern city limit. The project was designed and in 2009 the City was successful in securing grant funding through the American Reinvestment and Recovery Act (ARRA), or more commonly referred to as stimulus funds. The City was able to secure $388,000 for Seal Beach Boulevard and $500,000 for Lampson Avenue. These stimulus funds were secured with a block of projects that were lobbied by the Orange County Transportation Authority (OCTA) and were administered by Caltrans. The Seal Beach Boulevard medians were constructed in the Fall of 2011 and were accepted as complete by the City Council on February 13, 2012. The Lampson Avenue medians had a deadline to award construction on September 30, 2011. The area has been experiencing daily traffic fluctuations due to the West County Connectors project that has been in construction for the past two years. Additionally, in the Fall of 2011 Seal Beach Boulevard was under construction with a project to realign the street for the new bridge. Seal Beach Boulevard was experiencing significant traffic due to that construction. With these factors in place the Lampson Avenue median project was bid and the contract documents stated that the contractor could not start construction until the Seal Beach Boulevard realignment project is completed. Agenda Item A On September 26, 2011 the project was brought forward to the City Council for award. When the bids were opened, the construction cost was higher than the grant amount. Typically in this situation, staff would have requested that the bids be rejected, and the project would be reduced to match the budget and then rebid. Due to the timing of the grant the project could not go through this process. Staffs recommendation at that time was to award a contract and reduce the scope to utilize all existing funding (grant and local), but keep the project under budget. • The direction of the City Council on September 26, 2011 was to reject the bids and release the $500,000 grant back to Caltrans. Council Member Miller requested this action due to fatigue of the community in regards to the numerous construction projects. In addition to the $500,000 in grant funds, the City budgeted $357,000 in General Fund matching contribution. Additional direction from the City Council was to re-scope the project and return with a reduced project for consideration utilizing a portion of the $357,000. Staff has had several meetings with Council Member Miller and he is requesting that the project proceed as follows: • Fill in smaller bare areas with plant material that matches the existing plant material. • Plant larger bare areas with a new plant palette that will flourish in the soil conditions present. • Replant the tract entries per the approved plans. • Resurface a 50-foot portion of Lampson Avenue that has trenching from the Lampson Well project. The cost for these improvements has been estimated. A summary of the cost is as follows: Action Cost Redesign Plans $10,000 Construction $175,000 Construction Management $7,500 Materials Testing $7,500 Total $200,000 In addition to the planting, the construction includes replacement of soil in the larger bare areas, miscellaneous upgrades to the irrigation system, and planting of 25 trees throughout the medians. If the City Council approves this project per Council Member Miller's request, options for delivery of the project include: • Approval of funding and beginning of design. If the project is redesigned following Council approval the project can be bid with construction beginning as early as this summer; Page 2 • Fund this project in the Capital Improvement Program for FY 2012-13; or • Analysis of this project within the upcoming budget cycle. The West County Connectors Project will be in construction for the next two years. If this project is approved by Council, the timing of the construction will be coordinated with the West County Connectors project. ENVIRONMENTAL IMPACT: In that the grant is for federal funds, the City was required to obtain California Environmental Quality Act (CEQA) and National Environmental Protection Act (NEPA) compliance. In December 2010, both CEQA and NEPA compliance documents were approved. LEGAL ANALYSIS: The City Attorney has reviewed the staff report and approves as to form. FINANCIAL IMPACT: In the approved FY 2011-12 Budget, the Council approved $857,000 for this project, including $500,000 of grant funds and $357,000 of General Funds (matching contribution). The $500,000 in grant funding has been released to Caltrans. On February 27, 2012 the City Council approved expenditure of $40,000 towards analysis of the widening of the 1-405 Freeway. After this expenditure in addition to previous design costs, the general fund match to this project is reduced to $308,133. The $308,133 was reallocated to the Street Improvement assigned fund balance, which is designated for Citywide Street Improvements. RECOMMENDATION: It is recommended that the City Council provide direction regarding Lampson Avenue Median Project No. ST1108. SUBMITTED BY: NOTED AND APPROVED: /(*i Aft , -AI , Sean P. Crumby, P.E. 1 Ji R. Ingram, Ci anager Assistant City Manager/Public Works Page 3