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HomeMy WebLinkAboutTC Agenda 2018-03-29 TOWN OF TIBURON Tiburon Town Council Tiburon Town Hall March 29,2018 1505 Tiburon Boulevard - _ = Special Meeting Tiburon, CA 94920 8:30 a.m. TIBURON TOWN COUNCIL AGENDA CALL TO ORDER AND ROLL CALL Councilmember Fredericks,Councilmember Thier,Councilmember Welner,Vice Mayor Kulik,Mayor Fraser ANNOUNCEMENT OF ACTION TAKEN IN CLOSED SESSION IF ANY ORAL COMMUNICATIONS Persons wishing to address the Town Council on subjects not on the agenda may do so at this time. Please note however, that the Town Council is not able to undertake extended discussion or action on items not on the agenda. Matters requiring action will be referred to the appropriate Commission,Board, Committee or staff for consideration or placed on a future Town Council meeting agenda. Please limit your comments to three(3)minutes. ACTION ITEMS AI-1. Hawthorne Design Contract Award - Authorize Town Manager to execute contract with Harris and Associates for completing Plans and Specifications for Hawthorne Undergrounding project,and authorize related budget amendment(Department of Public Works) ADJOURNMENT GENERAL PUBLIC INFORMATION ASSISTANCE FOR PEOPLE WITH DISABILITIES In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting,please contact the Town Clerk at (415) 435- 7377. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. AVAILABILITY OF INFORMATION Copies of all agenda reports and supporting data are available for viewing and inspection at Town Hall and at the Belvedere-Tiburon Library located adjacent to Town Hall. Agendas and minutes are posted on the Town's website, www.townoftiburon.org. Upon request, the Town will provide written agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services, to enable individuals with disabilities to participate in public meetings. Please send a written request, including your name, mailing address,phone number and brief description of the requested materials and preferred alternative format or auxiliary aid or service at least 5 days before the meeting. Requests should be sent to the Office of the Town Clerk at the above address. PUBLIC HEARINGS Public Hearings provide the general public and interested parties an opportunity to provide testimony on these items. If you challenge any proposed action(s) in court, you may be limited to raising only those issues you or someone else raised at the Public Hearing(s) described later in this agenda, or in written correspondence delivered to the Town Council at,or prior to,the Public Hearing(s). TIMING OF ITEMS ON AGENDA While the Town Council attempts to hear all items in order as stated on the agenda, it reserves the right to take items out of order. No set times are assigned to items appearing on the Town Council agenda. TOWN OF TIBURON Town Council Special Meeting c � - 1505 Tiburon Boulevard March 29, 2018 AI - I Tiburon,CA 94920 Agenda Item: STAFF REPORT To: Mayor and Members of Town Council From: Department of Public Works Subject: AwarA of Design Contract for Hawthorne Undergrounding District to Harris & Aisoates Reviewed By: BACKGROUND In 2016, property owners on portions of Rock Hill Drive, Hawthorne Drive, Hilary Drive, Hilary Court, Mira Vista Court, Del Mar Drive, Palmer Court and Tiburon Boulevard submitted petitions to form a utility undergrounding district (The District). On January 4, 2017, the Town Council unanimously passed Resolution No. 01-2017 which indicated the Town's intent to form The District. On November 29, 2017, the Town Council adopted Resolution No. 35-2017, which approved the Preliminary Engineer's Report and fixed February 7, 2018 at 6:00 p.m. at Town Hall as the time and place of hearing protests and objections to The District as proposed and count the ballots for and against the proposed assessments to be levied. On February 7, 2018, Town Council held a public hearing on the proposed undergrounding district. After the public hearing ballots were tabulated. There being no majority protest, Council adopted Council Resolution No. 04-2018 confirming assessments. The next step is for the Town to award a contract to complete the design of the undergrounding proj ect. Town policy provides that"For those streets which are identified in the Town's Pavement Management Program for pavement rehabilitation within five (5) years of district ballot approval, the Town will fund the incremental cost between trench patching and a full overlay of the street." Hawthorne Drive and a portion of Rock Hill Drive were scheduled for overlay in 2015, prior to receiving petitions for the undergrounding district. That project was put on hold pending the undergrounding. Town policy also states that"Town-maintained streets with a Pavement Condition Index (PCI) of 70 or greater will receive a slurry seal fully funded by the Town." The remainder of the roads in The District meet this condition. Staff has received two proposals from Harris &Associates, one for the design of the undergrounding and a separate proposal for the additional overlay and slurry seal work. ANALYSIS The proposal from Harris for the design of the undergrounding district has a proposed cost of $427,476. The Town Council has agreed to pay for the cost of this design from a maximum contribution amount of$500,000 toward the project. This will pay for the design by Harris and fund any costs from PG&E. The Town has paid an initial deposit of$20,000 to PG&E but PG&E can ask for additional funds if needed. The proposal from Harris for the design of the paving undergrounding district has a proposed cost of$46,220. This would be paid from Road Impact Fees. The schedule for this design work is shown in table 1 below. Table 1 - Hawthorne Undcrgrounding Design Schedule Milestone Due date Notice to Proceed with Design March 22, 2018 65% Design June 7, 2018 Prepare Individual Plats and Coordinate with Property Owners August 2, 2018 95% Submittal October 11, 2018 Form B completed January 17, 2019 Final submittal February 28, 2019 Prepare Right-of-Way Acquisition Documents April 25, 2019 Out for bid April 25, 2019 Bid opening May 30, 2019 Harris & Associates has a Master Agreement with the Town that covers the terms of the contract, therefore this work will be awarded using a two separate task orders. RECOMMENDATION Staff recommends that the Town Council: 1. Authorize a budget amendment of$500,000 for the Hawthorne Utility Undergrounding project from Unallocated General Fund Reserves. 2. Authorize the Town Manager to award a design contract for the Hawthorne Utility Undergrounding project to Harris &Associates in the amount of$427,476.00. 3. Authorize a budget amendment for the Hawthorne Utility Undergrounding Resurfacing project to Harris &Associates in the amount of$46,220 with funds to come from the Streets Impact Fund. 4. Authorize the Town Manager to award a design contract for the Hawthorne Utility Undergrounding Resurfacing project to Harris & Associates in the amount of$46,220. Prepared By: Patrick Barnes,Town Engineer