Title
Staff Report for a Resolution Awarding a Construction Contract to AJW Construction for the Annual Sidewalk Repair Program 2014-15, Project No. 2015.0060
Staffreport
SUMMARY AND RECOMMENDATIONS
The project provides for the removal and replacement of damaged concrete sidewalks, driveway approaches, curbs and gutters, and the installation of sidewalk curb ramps throughout the City.
Staff recommends award of the construction contract to AJW Construction in the amount of $374,805.00 for the subject project.
Staff also requests City Council authorization to exceed the 25% change order limitation because of the inherent uncertainty associated with sidewalk project estimation and analysis related to unforeseen conditions.
BACKGROUND
Property owners are required by the San Leandro Municipal Code to maintain the sidewalks along their property's frontage. The City's sidewalk maintenance requirements are specified in the Sidewalk Repair Program, Title 8 of the San Leandro Administrative Code, which provides for the repair of damaged sidewalks. When the City is informed about damaged sidewalks in the public right-of-way, staff examines the area to determine whether repairs or replacement will be required. Minor sidewalk defects are repaired by grinding or patching at no charge to the adjacent property owners. Larger defects that require removal and replacement of either the sidewalks or driveway approaches are also repaired under the Program, but the property owners adjacent to such defects must reimburse the City for the full costs unless a City street tree is the cause. If a City street tree is the cause of the defects, then the costs are divided evenly between property owners and the City.
In addition to the repair of sidewalks, this project will install sidewalk curb ramps to meet current Americans with Disabilities Act (ADA) requirements. As part of the City's ADA curb ramp transition plan, several sidewalk curb ramps are installed or improved each year. These ramps are installed adjacent to new street work and at resident requested locations. Staff expects to eventually install updated ramps at all intersections in the City. The City pays the entire cost for the installation of the ramps, repair of sidewalks along the frontage of City facilities, and the sidewalk within curb returns.
Analysis
A total of four (4) bids were received on October 8, 2014. The bids ranged between $374,805.00 and $588,881.00, with AJW Construction submitting the low bid of $374,805.00, which has been determined to be a responsive bid. The engineer's estimate for construction is $456,610.
When projects include Federal grants, such as Community Development Block Grant (CDBG) and Transportation Development Act (TDA) funds, Federal requirements supersede local preference ordinances, such as San Leandro Business Preference Participation Goals (SLBPPG). Hence, SLBPPG was not implemented in determining the low bid.
The exact quantity of work to be done will be determined by the extent of damaged sidewalk that is reported. Staff estimates that this contract will repair 1,200 linear feet of curb and gutter, 10,000 square feet of sidewalk, and install 4,500 square feet of wheelchair ramps along with minor quantities of driveway approaches and other related work. These quantities represent sidewalk, curb and gutter repair at approximately 245 properties and the installation of approximately 30 ADA wheelchair ramps. Because of inherent uncertainty in some of the projects, especially related to unforeseen conditions, and varying abilities of property owners to participate in reimbursement, staff requests the City Council's advance authorization to exceed the 25% change order limitation for this contract, to be managed judiciously by the City's project managers.
Applicable General Plan Policies
Policy No. 14.07 - Pedestrian Environment; strive to achieve a more comfortable environment for pedestrians in all areas of San Leandro.
Environmental Review
This project is categorically exempt pursuant to subsection (c) of section 15301 of the CEQA Guidelines.
Fiscal Impacts
This project is estimated to cost $525,610, including staff time, and will be funded from the approved 2014-15 CIP budget for the Annual Sidewalk Repair Program 2014-15.
Budget Authority
A total of $554,463 in funding for this project is provided in the following accounts: In FY 2014-15: Measure B Bike and Pedestrian Funds, Account No. 144-36-006 ($125,208); Measure B Streets and Roads Funds, Account No. 144-38-006 ($231,935); TDA Grant Funds, Account No. 150-36-005 ($71,000); CDBG Funds, Account No. 165-38-006 ($27,000); savings in FY 2013-14: Measure B Streets and Roads Funds, Account No. 144-38-006 ($99,320).
ATTACHMENTS
ยท Bid Summary
PREPARED BY: Austine Osakwe, Senior Engineer, Engineering and Transportation Department