PREPARED BY: JIMMIE ZHOU DATE OF MEETING: 03/03/2025
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO (1) APPROPRIATING $100,000 FROM ROAD MAINTENANCE AND REHABILITATION ACCOUNT (RMRA) FUNDS TO THE SUTTER AVENUE URBAN GREENING PROJECT (“PROJECT”, CIP 0300); (2) INCREASING THE CONTRACT AMOUNT WITH KEREX ENGINEERING INC. BY $100,000 FOR A TOTAL AUTHORIZATION OF $4,534,652 INCLUDING CONTINGENCY AND (3) AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER WITH KEREX ENGINEERING INC. TO PERFORM ADDITIONAL GRINDING AND REPAVING PAVEMENT RESTORATION WORK
CEQA: The Sutter Green Project was assessed and determined to be Categorically Exempt from environmental review under Section 15304(b)&(f), 15301(b)&(c), and 15302(c) of the CEQA Regulations. The CEQA Notice of Exemption (NOE) was originally filed at the Contra Costa County Clerk’s Office on January 31, 2022, and a revised NOE was filed on March 13, 2024.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY 2023-2025 Council Priority Workplan Compliance Statements:
Major Policy Goal: Build a Healthy Community - 109 Develop Public Facilities for Active Living is an adopted policy item contained in the FY 2023-25 Adopted City Council Priority Workplan, updated May 1, 2023.
BACKGROUND
The Sutter Avenue Urban Greening Project (“Project”) aims to reduce localized urban flooding, improve water quality of storm runoff to the San Francisco Bay, and calm traffic on the street. The Project is located on Sutter Avenue between Rumrill Boulevard and 17th Street and on 14th Street between Sutter Avenue and Bush Avenue. Other project goals include urban greening, sequestering carbon through tree planting, and improving pedestrian accessibility.
After advertising the notice inviting bids on February 29, 2024 and publicly opening bids on March 21, 2024, the City of San Pablo reviewed all the bids received, and awarded Kerex Engineering Inc., the lowest responsive and responsible bidder, a contract for the construction of the Sutter Avenue Urban Greening Project on May 20, 2024. The contract amount was $3,856,219 (base bid) with a 15% contingency for a total of $4,434,652.
Construction started on June 10, 2024 and has achieved substantial completion with functional stormwater facilities by January 31, 2025. Remaining work on the Project, including tree planting, pavement restoration, and striping, is expected to be completed in March 2025, weather permitting.
During construction, the Project encountered various unforeseen challenges such as unusually high levels of ground water in summer, multiple utility conflicts and delays associated with PG&E (gas and electric), EBMUD (water) and WCWD (sewer), unstable trench conditions and design challenges due to various site constraints. As a result, extra work through multiple contract change orders (CCO) was required to allow the Project to progress towards completion. Previously approved CCOs for the required extra work have consumed most of the Project’s contingency fund.
Prior to work on the Sutter Avenue Urban Greening Project, EBMUD grinded and repaved the southern half of Sutter Avenue as a part of their pipeline relocation project. The service life of a repaved roadway is approximately fifteen years. Due to the extensive trenching work from the City’s Sutter Avenue Urban Greening Project, staff is proposing to grind and repave the northern half of Sutter Ave. This recommendation requires an additional $100K authorization from Road Maintenance and Rehabilitation Account (RMRA) funds, which are dedicated for roadway maintenance. This option will synchronize and extend the service life for both sides of Sutter Avenue.
In addition, recent construction activities on Rumrill Boulevard and Sutter Avenue have caused significant disruption to nearby residents. The recommended grind and pave will likely push back any required maintenance further into the future and minimize the potential disruption caused by future construction activity.
|
Approved and Tentative CCOs To-Date |
$ 504,026.00 |
|
Current Approved Contingency |
$ 578,423.85 |
|
Current Available Contingency |
$ 74,397.85 |
|
Proposed Grind and Repave CCO |
$ 167,873.00 |
|
Proposed Additional RMRA Funded |
$ 100,000.00 |
|
Remaining Contingency After |
$ 6,524.85 |
To proceed with the work as recommended, staff is requesting City Council to:
• Appropriate $100,000 from RMRA Funds to the Sutter Avenue Urban Greening Project;
• Increase the authorized contract amount with Kerex Engineering Inc. to $4,534,652 (including contingency); and
• Authorize the City Manager to execute the change order with Kerex Engineering Inc. to perform the grinding and repaving pavement restoration work.
FISCAL IMPACT
The fiscal impact is outlined in the table below.
|
Proposed Actions |
|
ACTION |
FROM: Account Code |
TO: Account Code |
AMOUNT |
|
Transfer |
221-0000-49999-SB1-225 (SB1 RMRA) |
320-0000-39999-SB1-225 |
$ 100,000 |
|
Appropriate |
320-0000-39999-SB1-225 |
320-0300-43604-SB1-225 |
$100,000 |
ATTACHMENTS:
Att A. - Resolution