Title
Staff Report for a City of San Leandro City Council Resolution to Award a Construction Contract to Columbia Electric in the Amount of $245,442, for the Davis Street/Carpentier Street Hybrid Beacon Project, Project No. 2016.0550; 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 15% of the Original Contract Amount; and to Appropriate $110,000 from the Developer Fee for Street Improvements Fund to Complete the Project
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract provides for the furnishing and installation of a High-Intensity Activated Cross Walk (HAWK) system and enhanced pedestrian crossing equipment for crossing Davis Street at the Carpentier Street intersection.
Staff recommends the following actions:
• Award a construction contract to Columbia Electric in the amount of $245,442;
• Authorize the City Manager to negotiate and approve individual change orders up to 5%, or $12,272, of the original contract amount;
• Authorize the City Manager to negotiate and approve change orders up to a cumulative value not to exceed 15%, or $36,816, of the original contract amount; and
• Appropriate $110,000 from the undesignated fund balance (Measure B) of the Developer Fee for Street Improvements (DFSI) Fund.
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 Federal-aid program. The overall purpose of this Program is to achieve a significant reduction in traffic fatalities and serious injuries on all public roads through the implementation of infrastructure-related highway safety improvements.
The City was awarded $254,405 in the 2015-2016 HSIP cycle to install a HAWK signal at the Davis Street and Carpentier Street intersection. HAWK signals are considered a Pedestrian Hybrid Beacon as defined in Chapter 4F of the Manual on Uniform Traffic Control Devices, a nationally adopted standard. This will be San Leandro’s second HAWK installation; San Leandro installed its first HAWK signals at the intersection of Wicks Boulevard and Burkhart Avenue in 2019.
The project will install the HAWK signals and enhanced crosswalk at the subject intersection. Upon demand the signal will display red lights to stop all traffic on the Davis Street and allow pedestrians to cross this very busy street. Upon completion, it is anticipated that this installation will appreciably improve the safety of pedestrians, consistent with the City Council’s goal of making San Leandro safe for all modes of transportation.
Analysis
A total of six bids were received on March 17, 2021 ranging from $245,442 to $392,000. Columbia Electric submitted the lowest bid of $245,442 and is determined to be the apparent lowest responsive bid. The pre-bid engineer’s estimate for construction was $295,000.
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 his designee, to negotiate and approve individual change orders up to 5% of the original contract amount ($12,272) and change orders up to a cumulative value of 15% of the original contract amount ($36,816). This will help ensure efficient completion of the project on budget and on schedule.
Current Agency Policies
• Maintain and enhance the City’s infrastructure
Previous Actions
• On February 5, 2007, by Resolution No. 2007-005, the City Council approved the previous Administering Agency-State Agreement No. 04-5041R
• On June 19, 2017 by approval of Resolution No. 17-085, City Council authorized the City Manager to execute the Administering Agency-State Agreement and the Program Supplement Agreement that provides federal grant funding of $254,405 for the project.
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.
Environmental Review
A Categorical Exclusion under the National Environmental Policy Act (NEPA) was determined by Caltrans, Local Assistance section, on June 10, 2019.
Summary of Public Outreach Efforts
The Notice to Bidders was published in the Daily Review, the South County Post, Visión Hispana and Sing Tao. 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 March 9, 2021 and March 10, 2021, respectively, with potential bidders.
Prior to construction, staff will notify properties in the immediate vicinity of the work areas. The contractor will also provide notification in the form of door hangers immediately before the work starts.
Fiscal Impacts
The estimated total project costs, including design, construction, construction management, and contingency, are as follows:
Design and Bid $137,000
Construction Contract $245,442
Construction Management & Inspection $25,000
Construction Contingencies $36,816
Total $444,258
Budget Authority
The project is funded as follows:
Account No. Source Reso Budget Year Amount
150-38-388 Grant Fund 2016-125 FY16-17 $254,405
144-36-388 Measure B B&P FY16-17 $80,595
Subtotal Current Appropriation $335,000
DFSI Undesignated Fund Balance Appropriation request by this action to Account No. 120-38-388 $110,000
Total Appropriation $445,000
Attachment
• Bid Summary
PREPARED BY: Nicole Noronha Castelino, Associate Engineer, Engineering and Transportation Department