HomeMy WebLinkAbout4.08 Delegation of Authority During Council Recess – Annual Street Resurfacing, Alamo Creek Park Fence Replacement, and Agreement with All City Management Services, Inc.r
DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
DATE: .Line 20, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
Agenda Item 4.8
SU ELECT : Delegation of Authority During Council Recess - Annual Street Resurfacing,
Alamo Creek Park Fence Replacement, and Agreement with All City
Management Services, Inc.
Prepared by: Laurie Sucgang, City Engineer, and Raelyn Miranda,
Administrative Aide
EXECUTIVE SUMMARY:
The City Council will consider delegating authority to the City Manager to approve the plans and
specifications and award contracts for the Annual Street Resurfacing Projects (2023 Slurry Seal
and 2023 Overlay) and the Alamo Creek Park and Assessment District Fence Project during the
City Council recess between June 21, 2023 and August 14, 2023. The City Council will also
consider delegating authority to the City Manager to approve an agreement with All City
Management Services, Inc. during the City Council recess. Actions taken during the City Council
recess will be reported to the City Council at the August 15, 2023 regularly scheduled meeting.
STAFF RECOMMENDATION:
Take the following actions 1) Adopt the Resolution Delegating Authority to the City Manager to
Approve the Plans and Specifications and to Award Construction Contracts for Annual Street
Resurfacing Projects (2023 Slurry Seal and 2023 Overlay), CIP No. ST0117; 2) Adopt the
Resolution Delegating Authority to the City Manager to Approve the Plans and Specifications and
to Award a Construction Contract for the Alamo Creek Park and Assessment District Fence
Replacement Project, CIP No. PK0122; and 3) Adopt the Resolution Delegating Authority to the
City Manager to Approve an Agreement Between the City of Dublin and All City Management
Services, Inc.
FINANCIAL IMPACT:
The estimated construction contract cost for the Annual Street Resurfacing Projects, 2023 Slurry
Seal and 2023 Overlay, is $800,000-$900,000 and $1.2 million-$1.4 million, respectively, and the
estimated cost for the Alamo Creek Park Fence Replacement Project is $400,000-$500,000.
Sufficient funds are available in the adopted 2022-2027 Capital Improvement Program (CIP)
Page 1 of 4
291
Update for CIP Nos. ST0117, PK0123, and PK0122, as well as the Fiscal Year 2023-24 Operating
Budget for the Public Works Department, in addition to any funds remaining from Fiscal Year
2022-23 when the fiscal year books are closed. Any contract award is limited to the available
budgeted funds.
The compensation in the proposed agreement with All City Management Services, Inc. for crossing
guard services in the new school year is not to exceed $800,000, which includes a contingency
amount if there needs to be a modification to the hours and location site. The Dublin Unified
School District will reimburse the City for the cost of a total of six sites and the City will be
responsible for the remaining eleven sites. Sufficient funds are available in the adopted Fiscal Year
2023-24 budget for this contract.
DESCRIPTION:
Delegation of Authority
Dublin Municipal Code Chapter 2.36 Contracts and Purchasing requires that the City Council
approve any contracts for public projects that exceed $100,000. However, Dublin Municipal Code
Section 2.04.190, states: "It shall be the duty of the City Manager to perform such other duties and
exercise such other powers as may be delegated from time to time by ordinance or other official
action of the City Council." Therefore, Staff recommends that the City Council exercise its authority
and approve a resolution to delegate its approval to the City Manager during the City Council
recess, provided the compensation amounts are within the budget already approved by the City
Council and that all other competitive bidding procedures are satisfied, as appropriate.
If the City Council delegates authority, a report summarizing actions that occurred during the City
Council recess will be included in the agenda for the August 15, 2023 City Council meeting.
Annual Street Resurfacing
This year's Annual Street Resurfacing, CIP No. ST0117, consists of two projects 1) 2023 Slurry Seal
and 2) 2023 Overlay.
The 2023 Slurry Seal Project will include localized repair of failed asphalt concrete pavement,
slurry seal, and pavement delineation on the following street segments: Alegre Drive, Amarillo
Court, Amarillo Road, Barn Hollow Court, Bay Laurel Court, Bay Laurel Street, Betlen Drive,
Buckeye Court, Calle Verde Road, Casa Linda Court, Castle Court, Castle Drive, Circle Way, Corto
Court, Cresta Lane, Dillon Way, Estrella Court, Hansen Drive, Kingston Place, Kolb Place, Ladera
Court, Ladera Drive, Las Palmas Court, Las Palmas Way, Luna Court, Mancini Court, Manzanita
Lane, Mape Way, Meadow Court, Peppertree Road, Prow Way, Rampart Drive, Reilly Court, San
Sabana Court, San Sabana Road, Shadow Drive, Shadow Place, Silvergate Drive, Tina Place, and two
segments along Tamarack Drive, between Village Parkway and Burnham Way and between
Doreen Street and Brighton Drive.
The 2023 Overlay Project will include pavement overlays of John Monego Court and Sierra Lane;
the Alamo Creek Trail pedestrian pathway along Persimmon Drive between Gleason Drive and
Central Parkway; localized pavement repairs on Dublin Boulevard, west of Silvergate Drive, as
well as on Village Parkway, north of Amador Valley Boulevard; and localized pavement repairs in
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292
the Shannon Community Center parking lot, which will also address the fire damaged pavement.
The 2023 Slurry Seal Project is currently out to bid at the time of the writing of this Staff Report,
and the 2023 Overlay Project will be advertised in the coming weeks. Barring unforeseen
circumstances, such as bid protests, it is anticipated that both projects will be scheduled to
receive, open, and read aloud bids, and award and execute contracts during the City Council
recess. The City Council delegation of authority to the City Manager will allow the projects to
continue progressing towards construction without having to wait until the City Council meeting
of August 15, 2023. Bid results, references, and necessary licenses will be reviewed by Staff who
will then recommend that the City Manager award the construction contracts to the lowest
responsive, responsible bidders.
These projects are exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines.
Alamo Creek Park and Assessment District Fence Replacement
The Alamo Creek Park and Assessment District Fence Replacement Project, CIP No. PK0422,
includes the removal and disposal of existing ornamental metal fencing that has reached the end
of its service life at Alamo Creek Park and along Fall Creek Road, Dougherty Road, and Wildwood
Road, and replacement with new six -foot -high vinyl coated chain link fencing. The project also
includes patching, painting, and replacement of the decorative metal fencing on the concrete
masonry monument sign and culvert walls with new decorative metal fencing in Alamo Creek
Park.
The project will be advertised in the coming weeks and barring unforeseen circumstances, such as
bid protests, it is anticipated that the project will be scheduled to receive, open, and read aloud
bids, and award and execute a contract during the City Council recess. The City Council delegation
of authority to the City Manager will allow the project to continue progressing towards
construction without having to wait until the meeting of August 15, 2023. Bid results, references,
and necessary licenses will be reviewed by Staff who will then recommend that the City Manager
award the construction contract to the lowest responsive, responsible bidder.
This project is exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines.
All City Management Services. Inc. Agreement
The current agreement with All City Management Services, Inc. for crossing guards in designated
school zones will expire on June 30, 2023. Staff desires to enter into a new two-year agreement
with All City Management Services, Inc. prior to the beginning of the 2023-2024 school year,
which occurs during the City Council recess. Staff recommends delegating authority to the City
Manager to approve the agreement.
There will be 17 locations for the crossing guards with exact sites still to be determined, but which
will include areas around the elementary schools, Fallon Middle School, and Cotton Wood Creek K-
8 School.
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293
STRATEGIC PLAN INITIATIVE:
Strategy 3: Infrastructure Maintenance and Reinvestment
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Delegating Authority to the City Manager to Approve the Plans and Specifications
and to Award Construction Contracts for the Annual Street Resurfacing Projects (2023 Slurry
Seal and 2023 Overlay), CIP No. ST0117
2) Resolution Delegating Authority to the City Manager to Approve the Plans and Specifications
and to Award a Construction Contract for the Alamo Creek Park and Assessment District Fence
Replacement Project, CIP No. PK0122
3) Resolution Delegating Authority to the City Manager to Approve an Agreement Between the
City of Dublin and All City Management Services, Inc.
4) CIP No. ST0117 - Annual Street Resurfacing
5) CIP No. PK0123 - Persimmon Drive Pedestrian Path Rehabilitation
6) CIP No. PK0122 - Alamo Creek Park and Assessment District Fence Replacement
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294
Attachment I
RESOLUTION NO. XX - 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
DELEGATING AUTHORITY TO THE CITY MANAGER TO APPROVE THE PLANS AND
SPECIFICATIONS AND TO AWARD CONSTRUCTION CONTRACTS FOR THE ANNUAL
STREET RESURFACING PROJECTS (2023 SLURRY SEAL AND 2023 OVERLAY), CIP NO.
ST0117
WHEREAS, the design team prepared the plans and specifications for the Annual Street
Resurfacing Projects (2023 Slurry Seal and 2023 Overlay), CIP No. ST0117, ("Projects") which
plans and specifications are hereby expressly referred to for a description of said work and for all
particulars relative to the proceedings under the request for bids; and
WHEREAS, the City Council will be in recess from June 21, 2023 through August 14, 2023;
and
WHEREAS, Staff is aware of specific actions that will be needed for the Projects during
the City Council recess; and
WHEREAS, the City Council will be exercising authority pursuant to Section 2.04.190 of
the Dublin Municipal Code to delegate its authority in Sections 2.36.160 and 2.36.090 of the Dublin
Municipal Code to the City Manager, provided the bids come in within the budget pre -approved
by the City Council and that all other competitive bidding procedures are satisfied.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby authorize the City Manager or designee to approve the plans and specifications for the
Projects.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to consider, approve, award, and execute the contracts
and other associated administrative matters needed for the Projects within existing budgetary
appropriations during the City Council's scheduled recess.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to approve the Projects' Contract Change Orders based
on the appropriated funds designated for the Projects up to the contingency amounts of $100,000
for the 2023 Slurry Seal Project and $150,000 for the 2023 Overlay Project.
BE IT FURTHER RESOLVED that the City Manager shall report to the City Council
regarding the actions taken under this resolution at the August 15, 2023 City Council meeting.
{Signatures on the following page}
Reso. No. XX-23, Item X.X, Adopted 06/20/23 Page 1 of 2
295
PASSED, APPROVED AND ADOPTED this 20th day of June 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 2 of 2
296
Attachment 2
RESOLUTION NO. XX - 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
DELEGATING AUTHORITY TO THE CITY MANAGER TO APPROVE THE PLANS AND
SPECIFICATIONS AND TO AWARD A CONSTRUCTION CONTRACT FOR THE ALAMO
CREEK PARK AND ASSESSMENT DISTRICT FENCE REPLACEMENT PROJECT, CIP NO.
PK0122
WHEREAS, the design team prepared the plans and specifications for the Alamo Creek
Park and Assessment District Fence Replacement Project, CIP No. PK0122, ("Project") which
plans and specifications are hereby expressly referred to for a description of said work and for all
particulars relative to the proceedings under the request for bids; and
WHEREAS, the City Council will be in recess from June 21, 2023 through August 14, 2023;
and
WHEREAS, Staff is aware of specific actions that will be needed for the Project during the
City Council recess; and
WHEREAS, the City Council will be exercising authority pursuant to Section 2.04.190 of
the Dublin Municipal Code to delegate its authority in Sections 2.36.160 and 2.36.090 of the Dublin
Municipal Code to the City Manager, provided the bids come in within the budget pre -approved
by the City Council and that all other competitive bidding procedures are satisfied.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby authorize the City Manager or designee to approve the plans and specifications for the
Project.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to consider, approve, award, and execute the contract
and other associated administrative matters needed for the Project within existing budgetary
appropriations during the City Council's scheduled recess.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to approve the Project Contract Change Orders based
on the appropriated funds designated for the Project up to the contingency amount of $50,000.
BE IT FURTHER RESOLVED that the City Manager shall report to the City Council
regarding the actions taken under this resolution at the August 15, 2023 City Council meeting.
{Signatures on the following page}
Reso. No. XX-23, Item X.X, Adopted 06/20/23 Page 1 of 2
297
PASSED, APPROVED AND ADOPTED this 20th day of June 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 2 of 2
298
Attachment 3
RESOLUTION NO. XX — 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
DELEGATING AUTHORITY TO THE CITY MANAGER TO APPROVE AN AGREEMENT
BETWEEN THE CITY OF DUBLIN AND ALL CITY MANAGEMENT SERVICES, INC.
WHEREAS, the City of Dublin desires to enter into an agreement with All City Management
Services, Inc. to provide crossing guards in designated school zones; and
WHEREAS, Dublin Unified School District requested 17 location sites; and
WHEREAS, the City Council will be exercising authority pursuant to Section 2.04.190 of
the Dublin Municipal Code to delegate its authority in Sections 2.36.160 and 2.36.090 of the Dublin
Municipal Code to the City Manager, provided the compensation amount is within the budget pre -
approved by the City Council.
NOW, THEREFORE, BE IT RESOLVED City Council of the City of Dublin does hereby
authorize the City Manager or designee to approve and execute an agreement with All City
Management Services, Inc. for a period of two years and for a compensation amount not to
exceed $800,000, inclusive of contingency.
BE IT FURTHER RESOLVED that the City Manager shall report to the City Council
regarding the actions taken under this resolution at the August 15, 2023 City Council meeting.
PASSED, APPROVED AND ADOPTED this 20th day of June 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-23, Item X.X, Adopted 06/20/2023 Page 1 of 1 299
Attachment 4
Number
ANNUAL STREET RESURFACING Progra
REETS
PROJECT DESCRIPTION
This project provides for the design and construction of a variety of pavement resurfacing treatments, from slurry seal to major rehabilitation and reconstruction of
streets and resurfacing of bridge decks. The project also includes installation of new or upgrades of existing ADA curb ramps on roads that are reconstructed or receive
an asphalt concrete overlay. Streets are selected for improvements based on the City's Pavement Management System to optimize the pavement condition in relation to
available budget. The City owns and maintains approximately 148 centerline miles of streets.
The Metropolitan Transportation Commission groups Pavement Condition Index (PCI) ratings into the following categories: 80-100 Very Good -Excellent; 70-79
Good, 60-69 Fair, 50-59 At Risk, 25-49 Poor, and 0-24 Failed. The City of Dublin is rated very good with a three-year moving average PCI of 82.
This annual Resurfacing Program is primarily funded by Alameda County Transportation Commission Measure B/BB funds, SB-1, and Gas Tax. This program
protects the substantial investment the City has in the public street system.
ANNUAL OPERATING IMPACT: None
MANAGING DEPARTMENT: Public Works
2022-2027 CAPITAL IMPROVEMENT PROGRAM
ESTIMATED COSTS
PRIOR 2022-2023
YEARS BUDGET 2023-2024 2024-2025 2025-2026
FUTURE
2026-2027 YEARS
TOTALS
9100
9200
9400
1 9500
TOTAL
Salaries & Benefits
Contract Services
Improvements
Miscellaneous
$142,884
$1,484,397
$7,796,520
$9,022
$48,991
$684,947
$3,023,727
$40,169
$35,360
$340,000
$1,917,401
$7,120
$9,432,823 $3,797,834
$2,299,881
$35,360 $35,360
$340,000 $360,000
$1,917,401 $2,170,601
$7,1201 $8,000
$2,299,881 $2,573,961
MN-
$35,360
$360,000
$2,170,601
$8,000
$2,573,961
$333,315
$3,569,344
$18,996,251
$79,431
$22,978,341
FUNDING SOURCE
PRIOR
YEARS
2022-2023
BUDGET
2025-2026
FUTURE
2026-2027 YEARS
TOTALS
1001 General Fund
2201 State Gas Tax
Measure B Sales Tax - Local Streets
2204 Fund
Measure B Sales Tax - Bike &
2205 Pedestrian Fund
Measure BB Sales Tax - Local
2214 Streets Fund
$467,999
$3,456,188 $1,232,833 $600,920 $725,920 $800,000
$1,484,999 $300,000
$300,000
$1,806,020 $450,000 $575,000 $450,000 $650,000
$800,000
$650,000
$467,999
$7,615,861
$1,784,999
$300,000
$4,581,020
UNDING SOURCE
PRIOR
YEARS
2022-2023
BUDGET
2023-2024
2024-2025
2025-2026
2026-2027
FUTURE
YEARS
TOTALS
Measure BB Sales Tax - Bike &
2215 Pedestrian Fund
2216 Measure B Grants
$304,500
$82,500
$304,500
$82,500
Road Maint. & Rehab. Account
2220 (RMRA) $1,374,977 $1,764,661 $1,123,961 $1,123,961 $1,123,961 $1,123,961 $7,635,482
2304 Local Recycling Programs $155,640 $4,360 $160,000
4309 Mitigation Contributions $45,980 $45,980
TOTAL $9,432,823 $3,797,834 $2,299,881 $2,299,881 $2,573,961 $2,573,961 $22,978,341
ANNUAL OPERATING IMPACT
Attachment 5
Number PK0123 PERSIMMON DRIVE PEDESTRIAN PATH REHABILITATION Program
PROJECT DESCRIPTION
This project will provide for removal and replacement of approximately 1,250 linear feet of asphalt pathway along Persimmon Drive between Gleason Drive and
Central Parkway. The asphalt concrete surface has experienced distress due to soil expansion, the encroachment of tree roots, and some slope creep along the
adjacent Tassajara Creek bank.
ANNUAL OPERATING IMPACT: None
MANAGING DEPARTMENT: Public Works
2022-2027 CAPITAL IMPROVEMENT PROGRAM
RKS
STIMATED COSTS
PRIOR
YEARS
2022-2023
BUDGET
2023-2024
2024-2025
2025-2026
2026-2027
FUTURE
YEARS
TOTALS
9100 Salaries & Benefits
9200 Contract Services
9400 Improvements
$15,080
$29,920
$150,000
$15,080
$29,920
$150,000
$195,000
$195,000
FUNDING SOURCE
2704
Landscape District Santa
Rita 1997-1
PRIOR 2022-2023
YEARS BUDGET
$195,0001
2023-2024 2024-2025 2025-2026 2026-2027
FUTURE
YEARS TOTALS
$195,000
TOTAL
$195,000
$195,000
ANNUAL OPERATING IMPACT
Attachment 6
Number PK0122 ALAMO CREEK PARK AND ASSESSMENT DISTRICT - FENCE REPLACEMENT Program Parks
PROJECT DESCRIPTION
This project provides for the design and construction of replacement fencing at Alamo Creek Park and for replacement and repair of fencing within the Dougherty
Road Landscape and Lighting District No. 1986-1. Most of the existing tubular steel fencing has reached the end of its service life and needs to be replaced or
repaired. The project will include replacement of the tubular steel fencing within Alamo Creek Park. In addition to the park fencing, the existing decorative concrete
masonry walls within the park, which include integrated tubular steel fence elements, will be evaluated, repaired as needed, and repainted.
The project will also include evaluation and select replacement or repair of the tubular steel fencing that is maintained by the Dougherty Road Landscape and
Lighting District No. 1986-1. The subject fencing is located along Fall Creek Road, Wildwood Road, and Willow Creek Drive. Funding for this portion of the
project is provided from funding reserves that were collected from District No. 1986-1.
ANNUAL OPERATING IMPACT: None
MANAGING DEPARTMENT: Public Works
2022-2027 CAPITAL IMPROVEMENT PROGRAM
ESTIMATED COSTS
PRIOR
YEARS
2022-2023
BUDGET
2023-2024
2024-2025
2025-2026
FUTURE
2026-2027 YEARS
TOTALS
9100 Salaries & Benefits
9200 Contract Services
9400 Improvements
9500 Miscellaneous
$10,021
$2,911 $38,689
$43,730
$747,500
$7,149
$41,600
$53,751
$747,500
$7,149
TOTAL
$12,932 $837,068
$850,011
UNDING SOURCE
PRIOR
YEARS
2022-2023
BUDGET
f
2023-2024 2024-2025 2025-2026 2026-2027
FUTURE
YEARS TOTALS
1001 General Fund
Landscape District
2703 Dougherty 1986-1
TOTAL
$3,233 $446,767
$9,699 $390,301
$450,000
$400,000
$850,000
ANNUAL OPERATING IMPACT