Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Construction Contract with Frontline General Engineering Construction, Inc. in the Amount of $814,768.60 for the Base Bid plus Additive Alternate A for the Annual Sidewalk Repair Program 2024-2025, Project No. 2025.0060; to Authorize the City Manager to Negotiate and Approve Individual Change Orders Up to 5% (or $40,738) of the Original Contract Amount; and to Authorize the City Manager to Negotiate and Approve Cumulative Change Orders Up to 25% (or $203,692) of the Original Contract Amount
Staffreport
COUNCIL PRIORITY
• Public Safety
• Infrastructure
• Quality of Life
SUMMARY
The City’s Annual Sidewalk Repair Program provides for the repair of damaged sidewalks, curbs, gutters, and driveway approaches, and installation of new curb ramps, street signage and bicycle racks.
Bids for the City’s Annual Sidewalk Repair Program 2024-2025 were opened on August 27, 2025. A total of four (4) bids were received. The apparent low bidder, Frontline General Engineering Construction, Inc. provided a responsive bid, has sufficient experience, and has been determined to be a responsible bidder. Staff recommend that the City Council approve and authorize the City Manager to execute a contract for the Base Bid plus Additive Alternate A to Frontline General Engineering Construction, Inc. in the amount of $814,768.60 for the Annual Sidewalk Repair Program 2024-2025, Project No. 2025.0060.
Staff also recommend authorizing the City Manager or her designee to negotiate and approve individual Change Orders up to 5%, and cumulative Change Orders up to 25% of the original contract amount.
RECOMMENDATIONS
Staff recommend the following actions:
1. Award a construction contract to Frontline General Engineering Construction, Inc. in the amount of $814,768.60 for the Base Bid plus Additive Alternate A for the Annual Sidewalk Repair Program 2024-2025, Project No. 2025.0060;
2. Authorize the City Manager to negotiate and approve individual change orders up to 5% ($40,738) of the original contract amount; and
3. Authorize the City Manager to negotiate and approve cumulative change orders up to 25% (or $203,692) of the original contract amount.
BACKGROUND
Property owners are responsible for maintaining the sidewalks along the frontage of their property, as required by both the San Leandro Municipal Code and the California Streets and Highways Code. Upon receipt of a sidewalk-related complaint, City of San Leandro inspectors conduct an on-site inspection to assess the condition and determine if repairs are necessary. If repairs are required, the City issues a formal Request for Services to the property owner, outlining the specific work that must be completed.
Property owners have the following options for completing the required sidewalk, curb, or gutter repairs:
• Hire a Licensed Contractor: Obtain necessary City permit and independently contract with a California State licensed contractor to perform the work
• Participate in the Annual Sidewalk Repair Program: Agree to have repairs performed by the City as part of the Annual Sidewalk Repair Program. Payment to the City by the owner for the repair work would be deferred until the project is completed
• Request Temporary Repairs: Ask the Public Works Department to perform minor and temporary repairs, such as grinding and/or patching at no cost to the owner but with the understanding that future permanent repairs will still be required
If sidewalk damage is caused by a City-owned tree and the property owner participates in the Annual Sidewalk Repair Program, the cost of repairs will be shared equally between the City and the property owner.
While this project primarily addresses sidewalk, curb, and gutter repairs, a range of related improvements are also incorporated as bid items within the contract. These include but are not limited to the installation of ADA-compliant curb ramps, street signage upgrades, and bicycle rack installation
Analysis
A total of eight (8) companies attended the non-mandatory pre-bid meeting on August 13th and August 14th, respectively. Bids for the project were opened on August 27, 2025. The City received four (4) bids for the project, with amounts ranging between $636,818 and $1,609,016.78 for the Base Bid, and $814,768.60 and $2,048,946.03 for the Base Bid plus Additive Alternate A. The pre-bid Engineer’s Estimate was for $705,649.77 for the Base Bid and $950,700.97 for Base Bid plus Additive Alternate 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, Frontline General Engineering 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 Frontline General Engineering Construction, Inc., staff recommend adding Additive Alternate A to the construction contract for a total contract amount of $814,768.60 as the amount was less than the Engineer’s Estimate for the Base Bid plus Additive Alternate A ($950,700.97) and there is sufficient funds in the project budget. Staff verified that the contractor has a valid Contractors State License Board license and is registered with the California Department of Industrial Relations.
None of the bidders have an office in San Leandro that would qualify them as a local business per the Local Inclusion Policy Ordinance. The low bidder provided Good Faith Effort documentation in lieu of meeting the 25% Local Business Participation Goal as allowed by the Ordinance. Staff reviewed the Good Faith Efforts provided by the apparent low bidder and found that it provided adequate documentation and proof of its efforts to include local businesses. This project is not subject to the provisions of the Community Workforce Agreement (CWA) since those provisions only apply to contracts exceeding $1,000,000 in value.
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 delay to the project and ensure that the scope of work is adjusted as needed, staff requests that the City Council authorize the City Manager or her designee to negotiate and approve individual change orders up to 5% ($40,738) of the original contract amount. In addition, staff requests authority to negotiate and approve cumulative change orders up to 25% ($203,692) of the original contract amount. This contract allowance will provide for an efficient completion of the project and will allow staff the flexibility to add as many resident requests as possible.
Current Agency Policies
• Maintain and enhance the City’s infrastructure.
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 exempt per California Environmental Quality Act (CEQA) Section 15301(c) and (d) of the CEQA guidelines. A Notice of Exemption was filed with the Alameda County Recorder’s Office on July 9, 2025.
Summary of Public Outreach Efforts
The Notice to Bidders was published in World Journal, Vision Hispana, through Alameda Publishing Corporation, and South County Post. Two Pre-bid meetings were conducted on August 13 and August 14, 2025, respectively.
Prior to construction, staff will announce the project start date on the City website. The contractor will also place door hangers prior to the start of work.
Financial Impacts
The cost of this project is detailed in the table below.
|
Design and Bid |
$52,830 |
|
Construction Contract (Base Bid plus Additive Alternate A) |
$814,768 |
|
Construction Management and Inspection |
$142,570 |
|
Construction Contingencies |
$203,692 |
|
Total |
$1,213,860 |
Funding for the project has been appropriated as follows:
Funding Description Account No. Amount
Measure BB - Bike & Ped FY25 153-36-513 $450,000
Measure BB - Bike & Ped FY24 153-36-512 $72,172
Special Grants Fund - Bike & Ped FY25 150-36-513 $75,000
SB1 - Street Maintenance (RMRA) 152-31-057 $88,000
Measure BB - Street Sealing FY24 141-38-527 $117,600
Measure BB - Bike and Ped FY26 141-36-514 $411,088
Total $1,213,860
This Council action will not impact General Fund balance because funding from other sources is authorized as shown in the above table.
ATTACHMENTS
A: Resolution
B: Bid Summary
PREPARED BY: Alysia Reyes, Junior Engineer, Public Works Department - Engineering Division