Title
Resolution to Award a Construction Contract to Columbia Electric Inc. in the Amount of $352,296, for East 14th Street (State Route 185) at Joaquin Avenue Traffic Signal Improvements, Project No. 2018.5690; to Authorize the City Manager to Negotiate and Approve Individual Change Orders Up to 5% of the Original Contract Amount; to Authorize the City Manager to Negotiate and Approve Cumulative Change Orders up to 25% of the Original Contract Amount; and to Appropriate $232,870 from the Measure BB Fund to Complete the Project
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract provides for the furnishing and installation of a scramble signal system and enhanced pedestrian crossing equipment for the crosswalks on East 14th Street (State Route 185) at Joaquin Avenue intersection.
Staff recommends the following actions:
• Award a construction contract to Columbia Electric, Inc. in the amount of $352,296;
• Authorize the City Manager to negotiate and approve individual change orders up to 5% (or $17,615) of the original contract amount;
• Authorize the City Manager to negotiate and approve change orders up to a cumulative value not to exceed 25% (or $88,074) of the original contract amount; and
• Appropriate $232,870 from Account number 141-38-392 (Measure BB).
BACKGROUND
The Fixing America’s Surface Transportation Act (FAST), which was signed into law on December 4, 2015, established the Highway Safety Improvement Program (HSIP) as a core Federal-aid program. The overall purpose of this program is to reduce traffic fatalities and serious injuries on all public roads through the implementation of infrastructure-related highway safety improvements.
The City was awarded $335,250 in the 2016-2017 HSIP cycle to add a scramble pedestrian signal phase to the existing signal at the East 14th Street and Joaquin Avenue intersection. Scramble pedestrian signals stop all vehicular traffic to allow pedestrians to cross an intersection in every direction, including diagonally, at the same time. This will be San Leandro’s second scramble pedestrian signal installation; there is an existing scramble signal at Bancroft Avenue and 136th Avenue.
The East 14th Street at Joaquin Avenue intersection ranked high on the City’s High Collision Intersections list, which is regularly monitored and updated by City staff. Eleven collisions were reported between January 1, 2011, and December 31, 2015. One bicycle-related and five pedestrian collisions were recorded in this five-year period. It is one of the top pedestrian collision locations in San Leandro.
Considering the relative high frequency of pedestrian-related collisions taking place on East 14th Street in the San Leandro Downtown area, the San Leandro Improvement Association (SLIA) has urged the City and State of California Department of Transportation (Caltrans) to enhance traffic safety along the East 14th Street corridor. As such, improvements to the intersection of East 14th Street at Joaquin Avenue were identified as a top safety priority.
Analysis
A total of 8 bids were received on March 2, 2022, ranging from $352,296 to $469,011. Columbia Electric submitted the lowest bid of $352,296 and is determined to be the apparent lowest responsive bid. The pre-bid engineer’s estimate for construction was $246,580.
This project is not subject to the provisions of the Community Workforce Agreement (CWA) or the City’s Local Inclusion Policy Ordinance because it is a Federally Funded Project.
As is standard in the construction industry, staff balanced site investigation costs with the risk of finding unforeseen conditions during construction as well as the design costs with the level of detail on the plans. As a result, unforeseen conditions may be encountered during construction and plan details may need to be adjusted or clarified. In order to minimize delay to the project and ensure that the scope of work is adjusted as needed to provide the highest quality project for the City, staff requests that the City Council authorize the City Manager, or her designee, to negotiate and approve individual change orders up to 5% of the original contract amount ($17,615) and change orders up to a cumulative value of 25% of the original contract amount ($88,074). This will help ensure efficient completion of the project on budget and on schedule.
An appropriation of $232,870 is required to fully fund the construction of this project. The original budget prepared for the grant application is insufficient for the work. This money will be appropriated from unspent construction contingencies from the Annual Street Overlay/Rehab 2017-2018 project in Account number 141-38-392.
Current Agency Policies
• Maintain and enhance the City’s infrastructure
Previous Actions
• On June 19, 2017, by Resolution No. 2017-085, the City Council approved Administering Agency-State Agreement No. 04-5041F15.
• On May 7, 2018, by Resolution No. 2018-041, the City Council authorized the City Manager to execute the Program Supplement Agreement that provides federal grant funding of $59,850 for the design phase of the project.
• On January 22, 2019, by Resolution No. 2019-004, the City Council approved a CSA with TJKM Transportation Consultants for the design of the subject project.
Committee Review and Actions
This project was presented to the Facilities and Transportation Committee on October 4, 2017.
Applicable General Plan Policies
Policy T-2.1: Complete Streets Serving All Users and Modes. Create and maintain “complete” streets that provide safe, comfortable, and convenient travel through a comprehensive, integrated transportation network that serves all users.
Policy T-3.6: Pedestrian Environment. Improve the walkability of all streets in San Leandro through the planning, implementing, and maintaining of pedestrian supportive infrastructure.
Policy T-7.2: Capital Improvements. Identify capital improvements and other measures which improves the safety of bicyclists, pedestrians, and motor vehicles on San Leandro Streets.
Policy T-7.7: Funding. Pursue grants for the improvement of pedestrian, bicycle, and motor vehicle safety, including a greater focus on traffic law and speed enforcement.
Environmental Review
A Categorical Exclusion under the National Environmental Policy Act (NEPA) was determined by Caltrans, Local Assistance per Section 15302(c) - Replacement of existing system
Summary of Public Outreach Efforts
The Notice to Bidders was published in the Daily Review, the South County Post, Visión Hispana and World Journal. Staff also notified twenty-three builders’ exchanges and construction data firms, as well as a list of contractors that asked to be notified of bidding opportunities via email. The project is described on the Engineering and Transportation Department website.
Two pre-bid meetings were held on February 16, 2022, and February 22, 2022, respectively, with potential bidders.
Prior to construction, staff will notify businesses in the immediate vicinity of the project. The contractor will also provide notification in the form of door hangers immediately before the work starts.
Fiscal Impacts
The cost of this multi-fund project is detailed below. The budget authority section has details on funding types, accounts, and authorizations. CIP accounts are carried forward for five years or until the work is complete, whichever occurs first.
Design and Bid $130,000
Construction Contract $352,296
Construction Management & Inspection $35,000
Construction Contingencies $88,074
Total $605,370
Budget Authority
The project is funded as follows:
Account No. Resolution. Appropriation Date Amount
150-36-396 Res. 2017-072, June 5, 2017 $335,250
144-38-396 Res. 2017-072, June 5, 2017 $ 37,250
Subtotal Current Appropriation $372,500
Additional appropriation requested by this action:
Account No. Source Amount
141-38-392 Measure BB $232,870
Total Additional Appropriation Requested: $232,870
Total Appropriation: $605,370
ATTACHMENTS
• Attachment A - Resolution
• Attachment B - Bid Summary
PREPARED BY: Nicole Noronha Castelino, Associate Engineer, Engineering and Transportation Department