Title
Adopt a Resolution to Approve and Authorize the City Manager to Award a Construction Contract to Raposo Engineering Inc. in the amount of $361,087.88 for the Steven Taylor Sanctity of Life Pavilion, Project No. 2022.0340; to Authorize the City Manager to Negotiate and Approve Individual Change Orders up to 5% (or $18,054) of the Original Contract Amount; to Authorize the City Manager to Negotiate and Approve Change Orders up to a Cumulative Value of 10% (or $36,108) of the Original Contract Amount; and to Appropriate an Additional $140,678 From the Park Development Fees to the Project
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Community Engagement and Outreach
• Race and Equity Initiatives
SUMMARY
This contract provides for the construction of the Steven Taylor Sanctity of Life Pavilion project. This project will construct new pathways leading to new amphitheater seat walls and installation of an art component (art in separate contract).
RECOMMENDATIONS
Staff recommends the following actions:
• Award a construction contract in the amount of $361,087.88 to Raposo Engineering Inc.
• Authorize the City Manager or her designee to negotiate and approve individual change orders up to 5% (or $18,054) of the original contract amount; and
• Authorize the City Manager or her designee to negotiate and approve cumulative change orders up to 10% (or $36,108) of the original contract amount
• Appropriate an additional $140,678 from the Park Development Fees to the project.
BACKGROUND
The City began the design of the pavilion with the assistance of a local design firm, RRM Design Group, and a community outreach consultant, Kearns & West.
In July 2024, staff solicited bids for project construction. Because the low bid ($598,933) significantly exceeded the remaining project budget, Staff was directed to redesign the project, reducing the scope of improvements to better align with the available construction funds. RRM Design Group revised the Project design to limit the improvements to decomposed granite pathways leading to an art component (procured through a separate contract) and new amphitheater seat walls. Addition of a new walking labyrinth feature was included as an Alternate Additive Bid Item.
In April 2025 the project was readvertised for construction bids with the updated design.
Analysis
Bids were opened on May 8, 2025. One (1) bid was received with a Base Bid of $349,842.88. The engineer’s pre-bid estimate for construction of the base bid was $204,553. The significant variance between the low bidder and the City Engineer’s pre-bid estimate can be attributed to the unpredictable price fluctuations within the construction industry.
The bid included three optional Additive Alternates: ‘A’ for the installation of a walking labyrinth with decomposed granite, ‘B’ the replacement of decomposed granite on the base bid with GraniteCrete, and ‘C’ the replacement of decomposed granite within the walking labyrinth included as Additive Alternate ‘A’ with GraniteCrete. Because the base bid is higher than the Engineer’s estimate, Staff does not recommend including Additive alternate ‘A’ (walking labyrinth) and Additive Alternate ‘C’ (use of GranitCrete within labyrinth) as the costs are higher than expected and staff deems the benefit insufficient to justify the additional expense. The bid received for Additive Alternate ‘B’ (use of GraniteCrete within walking paths) is $11,245. GraniteCrete is an additive that can be incorporated into decomposed granite surfaces to increase its durability and stability. Staff recommends including Additive Alternate ‘B’ (GraniteCrete) to the Base Bid as the additional cost would be offset over time by reduced maintenance of the decomposed granite walkways.
Staff therefore recommends the award of a construction contract to Raposo Engineering, Inc. for the Base Bid plus Additive Alternate ‘B’ for a total amount of $361,087.88.
None of the bidders has an office in San Leandro that would qualify them as a local business per the Local Inclusion Policy Ordinance. Raposo Engineering, Inc. does not meet the Local Business Participation Goal by subcontracting with San Leandro businesses for a minimum 25% of the contract value. However, Raposo Engineering, Inc. has provided documentation that demonstrated their good faith efforts to meet the local business participation goal.
To minimize delay to the project and ensure that the scope of work can be adjusted as needed to provide the highest quality project for the City, Staff requests authorization to negotiate and approve individual change orders up to 5% (or $18,054) of the original contract amount and cumulative change orders up to 10% (or $36,108) of the original contract amount. This will ensure efficient completion of the project on budget and on schedule.
Community Workforce Agreement
The requirements of the Community Workforce Agreement do not apply to the project. Although the project is paid in whole or in part out of City General Fund, the Engineer’s estimate and bid do not exceed the $1 million threshold.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Applicable General Plan Policies
• General Plan Goal OSC-2: Develop additional parkland in the city to better meet existing needs and respond to future needs
Environmental Review
This project is Categorically Exempt per California Environmental Quality Act (CEQA) Section 15301(c) of the CEQA guidelines.
Summary of Public Outreach Efforts
• Community Dialogues at the Main Library: July 8, 2024, July 11, 2024, August 9, 2024, and August 12, 2024
• Presentations at the Arts, Culture, and Library Commission - November 21, 2023, April 16, 2024
• Tree planting at the project site on April 18, 2024
Fiscal Impacts
The cost and details on funding types, accounts, and authorizations of this project are detailed below.
Design and Bid $343,481
Construction Contract (Base Bid plus Additive Alternate ‘B’) $361,087.88
Construction Contingencies (10%) $36,108.79
Constr. Management, Insp. & Contingencies $25,000
Total $765,677.12
The project is funded as follows:
Account No. Reso. Appropriation Dates & Source Amount
210-62-141 FY 2021-2022 Budget, General Fund $625,000
Total Current Appropriation $625,000
Appropriation requested by this action:
Account No. Reso. Appropriation Dates & Source Amount
122-62-141 FY 2024-2025, Park Development Fees $140,678
Total Appropriation Requested $765,678
This Council action was not budgeted and will require an additional appropriation of $140,678 for this project. The source of these funds will be Park Development Fees.
ATTACHMENTS
• A - Draft Resolution
• B - Bid Summary
PREPARED BY: Adrian Toscano, Assistant Engineer, Public Works Department