Title
Adopt a Resolution to Approve and Authorize the City Manager to Award a Construction Contract to Spencon Construction, Inc. for $1,434,191 for the Base Bid plus Additive Alternate A for the Annual Curb Ramp Program 2025-2026, Project No. 2025.0020; to Authorize the City Manager to Negotiate and Approve Individual Change Orders Up to 5% ($71,710) of the Original Contract Amount; and to Authorize the City Manager to Negotiate and Approve Cumulative Change Orders up to 10% ($143,419) of the Original Contract Amount.
Staffreport
COUNCIL PRIORITY
• Quality of Life
• Public Safety
• Infrastructure
SUMMARY
Bids for the City’s Annual Curb Ramp Program 2025-2026 were opened on September 24, 2025. A total of nine (9) bids were received. The apparent low-bidder, Spencon Construction, Inc. provided a responsive bid, has sufficient experience, and has been determined to be a responsible bidder. Staff recommends that the City Council approve and authorize the City Manager to execute a contract for the Base Bid plus Additive Alternate A to Spencon Construction, Inc. in the amount of $1,434,191.
The City’s Annual Curb Ramp Program provides for the construction of Americans with Disabilities Act compliant curb ramps, removal and replacement of concrete curb and gutter, and construction of concrete sidewalks.
RECOMMENDATIONS
Staff recommend the following actions:
1. Award a construction contract to Spencon Construction, Inc. for $1,434,191; and
2. Authorize the City Manager to negotiate and approve individual change orders up to 5% (or $71,710) of the original contract amount; and
3. Authorize the City Manager to negotiate and approve cumulative change orders up to 10% (or $143,419) of the original contract amount.
BACKGROUND
The City’s Annual Curb Ramp Program constructs curb ramps, curbs, and gutters to enhance safety and provide barrier-free access for individuals with limited mobility to access sidewalks and streets. The improvements provide better access for people with disabilities, seniors, and others who rely on accessible pedestrian facilities.
As part of the City’s Annual Curb Ramp Program 2025-2026, Project No. 2025.0020, curb ramps along streets scheduled for street sealing as part of the City’s Street Sealing 2024 Project will be upgraded to comply with current accessibility standards, as well as at additional locations identified through residents’ requests.
While curb ramp upgrades are the primary scope of the project, the 2025-2026 Annual Curb Ramp Project also includes related improvements such as the construction of sidewalks and driveways, curb and gutter repairs, and street signage upgrades.
Analysis
A total of six (6) contractors attended the non-mandatory pre-bid meetings on September 10th and September 11th. The City received nine (9) bids for the project, with amounts ranging between $958,367 and $1,827,243 for the Base Bid, and $1,434,191 and $3,654,486 for the Base Bid plus Additive Alternate Bid A. The pre-bid Engineer’s Estimate was $970,315 for the Base Bid and $1,418,011 for the Base Bid plus Additive Alternate Bid A, respectively.
As stated in the Project Specifications, determination of the apparent low bidder was based on the Base Bid only without considering the Additive Alternate bid. The low monetary bidder, Spencon Construction, Inc. provided a responsive bid, has sufficient experience, and is a responsible contractor.
Based on budgetary limitations, the project included Additive Alternate A, which included additional concrete repair work that could be included in the contract if the lowest responsive Base Bid plus Additive Alternate Bid A amount was less than the available project budget.
Based on the bids submitted by Spencon Construction, Inc., staff recommend adding Additive Alternate A to the construction contract for a total contract amount of $1,434,191 as the amount was comparable to the Engineer’s Estimate for the Base Bid plus Additive Alternate A ($1,418,011) and there are adequate funds in the Project Budget to fund the additional scope of work. Staff verified that the contractor has a valid Contractors State License Board license and is registered with the California Department of Industrial Relations.
The Local Inclusion Policy Ordinance and the Community Workforce Agreement (CWA) do not apply to this project because it is funded with Federal Aid through the Department of Housing and Urban Development (HUD).
Unforeseen conditions may be encountered during construction and plan details may need to be adjusted or clarified. In particular, the grades of the sidewalk and proposed curb ramps may vary and may require the removal of the adjacent sidewalks to ensure that the slopes are ADA compliant. For these reasons and to minimize project delays and ensure timely completion, staff requests that the City Council authorize the City Manager or her designee to negotiate and approve individual change orders up to 5% ($71,709) of the original contract amount. In addition, staff requests authorization to negotiate and approve cumulative change orders up to 10% ($143,419) of the original contract amount. This contract allowance will provide for the efficient completion of the project and will allow staff the flexibility to add as many resident requests associated with concrete repairs as possible.
Current Agency Policies
• Maintain and enhance the City’s infrastructure.
Previous Actions
On June 16th, 2025, by Resolution No. 2025-072, the City Council approved the 2025-2029 Community Development Block Grant (CDBG) Consolidated Plan and FY 2025-2026 CDBG Annual Action Plan; FY 2025-2026 and FY 2026-2027 CDBG funding allocations for Public Facilities, Public Services, and Administration; and implementation of a two- and three-year funding cycle for CDBG Public Services. The FY 2025-2026 CDBG funding allocations include $153,166.80 for Program Administration, $114,875.10 for eligible Public Services programs, and $906,751.45 for Public Facilities and Improvements. Of the $906,751.45 for Public Facilities and Improvements, $861,413.88 will be used for the construction of this project.
Applicable General Plan Policies
• Policy T-2.1 Complete Street Serving All Users and Modes
• Policy LU-2.5 Pedestrian and Bicycle Improvements
• Policy LU-6.8 Pedestrian-Friendly Environment
Environmental Review
This project is categorically excluded from having to perform environmental assessment and/or review under the National Environmental Policy Act (NEPA) per 24 CFR 58.35(a) and subject to laws and authorities listed at 24 CFR 58.5. A Notice of Exemption was filed with the Alameda County Recorder’s Office on August 18th, 2025.
Summary of Public Outreach Efforts
The Notice to Bidders was published in World Journal, Vision Hispana, and Alameda Publishing Corporation. Two Pre-bid meetings were conducted on September 10th and September 11th, 2025, respectively.
Prior to construction, staff will announce the project start date on the City’s website.
Financial Impacts
The cost of this multi-funded project is detailed in the table below.
|
Design and Bid |
$52,830 |
|
Construction Contract |
$1,434,191 |
|
Construction Management and Inspection |
$142,570 |
|
Construction Contingencies |
$143,419 |
|
Total |
$1,773,010 |
Funding for the project has been appropriated as follows:
Funding Description Account No. Amount
CDBG Funding 165-43-259 $861,413.88
Measure BB - Street Sealing 2025 141-38-528 $167,032.50
Measure BB - Sealing 2024 141-38-527 $744,563.61
Total $1,773,010
This Council action will not impact general fund balance because funding from other sources is available as shown on the above table.
ATTACHMENT
A: Resolution
B: Bid Summary
PREPARED BY: Alysia Reyes, Junior Engineer, Engineering Division, Public Works Department