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Home My WebLink AboutPW Freitas Las Gallinas Intersection Impr. ProjectCITY of Agenda Item No: 3.f Meeting Date: June 6, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Kevin McGowan City Manager Approval: bs- Interim Director of Public Works (JS) File No.: 18.01.73 TOPIC: FREITAS AND LAS GALLINAS INTERSECTION IMPROVEMENT PROJECT SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL REJECTING ALL BIDS FOR THE FREITAS AND LAS GALLINAS INTERSECTION IMPROVEMENT PROJECT, CITY PROJECT NO. 11171, (BID OPENING TUESDAY APRIL 26, 2016), AND AUTHORIZING THE CITY CLERK TO CALL FOR BIDS RECOMMENDATION: Staff recommends that the City Council adopt the resolution to reject all bids. BACKGROUND: Staff has analyzed the intersection of Manuel T. Freitas Parkway and Las Gallinas Avenue and recommended it for intersection improvements and modifications. This intersection currently experiences excessive delay from several of its approaches. The high number of vehicle trips from US 101 to Terra Linda High School, Vallecito Elementary School, Kaiser Hospital Emergency Room, as well as nearby residential and commercial areas causes the queue on westbound Manuel T. Freitas Parkway to extend beyond the available turn pocket for much of the day. In addition, due to the current geometry of the intersection, the eastbound and westbound protected left turn phases are unable to operate simultaneously and must utilize a lead/lag operation further adding to delay and intersection congestion. The City recently installed Class II bicycle lanes on Las Gallinas Avenue. These lanes terminate 180 feet south of the intersection with Manuel T. Freitas Parkway and start up again approximately 220 feet north of the intersection, resulting in a 400 foot gap on this heavily travelled bike route. In addition, the Class 11 bike lanes on Freitas Parkway end approximately 400 feet west of the intersection with Las Gallinas Avenue. Upgrades to the traffic signal system and signal operations, and improvements to intersection geometry, were recommended in San Rafael General Plan 2020 (adopted in November, 2004). Intersection improvements include: • Widening the intersection: ■ to allow concurrent, protected left turns from Las Gallinas Avenue and Freitas Parkway FOR CITY CLERK ONLY File No.: 4-1-680 Council Meeting: 06/06/2016 Disposition: Resolution 14128 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 2 ■ to extend the bike lanes and close the gap on Las Gallinas Avenue approaching the intersection ■ to extend the bike lanes on Freitas Parkway to the intersection at Las Gallinas Avenue • Structural modifications to widen the intersection and extend the eastbound and westbound queue pockets to accommodate existing and future traffic volumes • Removal of existing channelizing ("pork chop") islands • Reduction of curb return radii on various corners of the intersection • Traffic Signal Modification/Replacement to install an 8 -phase system with video detection and a CCTV traffic monitoring camera • Storm drain system modifications The Initial Study/Mitigated Negative Declaration was prepared and made available for public review in accordance with the CEQA Guidelines and the City of San Rafael Environmental Assessment Procedures Manual. On March 21, 2016, the City Council accepted the resolution adopting the Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program. The project was advertised on April 4, 2016, and the following sealed bids were publicly opened and read aloud on April 26, 2016, at 10:30 AM. The engineer's estimate for the advertised project was $2,400,000. NAME OF BIDDER AMOUNT Thompson Builders $2,364,952.00 Ghilotti Brothers, Inc. $3,080,611.00 ANALYSIS: Thompson Builders bid has been reviewed by Public Works staff and found to contain many errors and to be non-responsive. The base bid proposal contained one major material clerical mistake for the mobilization bid item and failed to adhere to the requirements of the alternate bid item number one, which renders the bid non-responsive. On April 29, Thompson Builders requested relief from their bid in accordance with Public Contact Code Section 5103. Due to the lack of bids received, staff does not recommended awarding the construction contract to the next low bidder (Ghilotti Brothers), whose bid is $715,659.0 higher than the lowest bid. Although staff does not anticipate a significant cost reduction; readvertising the project could generate a larger pool of bidders based on when the project is bid. Staff requests authorization to rebid the project in January, 2017. Rebidding this project immediately would push the completion of construction well into the winter. That schedule would conflict with the City's holiday moratorium in the vicinity of Northgate Mall, which prohibits construction between Thanksgiving and the New Year. Rebidding this project in January, 2017 would enable Las Gallinas Sanitary District to complete their sewer upgrades at this intersection this year and avoid the additional cost of phasing the City's paving activities. PUBLIC OUTREACH: Public Outreach included but was not limited to providing notification of the intent to adopt a mitigated negative declaration to property owners, residents and business within 300 feet of Manuel T. Freitas Parkway between Las Gallinas and Los Gamos Street. The following actions were taken to ensure adequate notification: • Marin County Public Coordination meeting on October 15, 2014 • Presentation to the Bicycle and Pedestrian Committee (BPAC) on January 15, 2015 • Presentation to the Terra Linda Home Owners Association on January 15, 2015 • Sidewalk Intercept presentation at Northgate Mall on Saturday January 24, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 • Sidewalk Intercept presentation at Northgate Mall on Tuesday February 10, 2015 • Presentation to the Santa Margarita and North San Rafael Neighborhood Associations and North San Rafael Coalition of residents on March 18, 2015 FISCAL IMPACT: At this time there is no fiscal impact for rejecting the bids. Funding Source Funding Source Traffic Mitigation Funds, #246 Total Available Funds Expenses Category -Eden Expense Code Design -01 Design -01 Miscellaneous -07 Equipment Purchase -07 Equipment Purchase -07 Total Expenses Amount Note(s) $311,931.06 $311,931.06 Amount I Note(s) CSW/Stuber-Stroeh (WRA Associates, sub - $252,282.00 consultant) Environmental Permits (Fish and Wildlife, $34,292.33 Regional Water Quality Control Board) $500.00 Document reproduction $501.62 Backup batteries Econolite Control Products, Inc. (traffic signal $24,355.11 equipment) $311,931.06 OPTIONS: 1. Adopt the resolution rejecting all bids and re -advertising the project. If this option is chosen, the project will be re -advertised in January of 2017. 2. Award the contract to Ghilotti Brothers, Inc. If this option is chosen, construction will commence as soon as possible. 3. Do not award the contract and direct staff to stop work on the project. ACTION REQUIRED: Adopt the resolution rejecting all bids and authorizing the City Clerk to re - advertise the project. ATTACHMENTS: 1. Resolution RESOLUTION NO. 14128 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL REJECTING ALL BIDS FOR THE FREITAS AND LAS GALLINAS INTERSECTION IMPROVEMENT PROJECT, CITY PROJECT NO. 11171, (BID OPENING TUESDAY APRIL 26, 2016), AND AUTHORIZING THE CITY CLERK TO CALL FOR BIDS WHEREAS, on the 26a' day of April, 2016, pursuant to due and legal notice published in the manner provided by law, inviting sealed bids or proposals for the work hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly open, examine, and declare all sealed bids or proposals for doing the following work in said City, to wit: "Freitas and Las Gallinas Intersection Improvement Project" City Project No. 11171 in accordance with the plans and specifications therefore on file in the office of said City Clerk; and WHEREAS, only two bids were received and were separated by $715,659; and WHEREAS, the low bid of Thompson Builders contained one major clerical mistake and failed to adhere to the requirements of the alternate bid item number one, which renders the bid non-responsive; and WHEREAS, the San Rafael Municipal Code Section 11.50. 100 states that the awarding authority has the sole discretion to reject all bids. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San Rafael that all bids received for the Freitas and Las Gallinas Intersection Improvement Project, City Project No. 11171, are hereby rejected in accordance with the San Rafael Municipal Code Section 11.50.100; 1 project. BE IT FURTHER RESOLVED, that the City Clerk is authorized to call for bids on said I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 6th day of June, 2016 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None �A A-- ESTHER C. BEIRNE, City Clerk 2 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 6/6/2016 From: Kevin McGowan Department: Public Works Date: 5/11/2016 Topic: FREITAS AND LAS GALINAS INTERSECTION IMPROVEMENT PROJECT Subject: REPORT ON BID OPENING FOR THE FREITAS AND LAS GALLINAS INTERSECTION IMPROVEMENT PROJECT, CITY PROJECT NO. 11171, (BID OPENING HELD TUESDAY APRIL 26, 2016) AND RESOLUTION REJECTING ALL BIDS, AND AUTHORIZING CITY CLERK TO CALL FOR BIDS Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: Approved -Van Bach ® City Attorney Remarks: LG -Approved 5/26/16 with minor revisions. ® Author, review and accept City Attorney / Finance changes Remarks: Staff Report - Header Modified to match Reso (KM 5-26-16) ® City Manager Remarks: