Title
Staff Report for a Resolution Awarding a Construction Contract to Rosas Brothers Construction for the Annual Sidewalk Repair Program 2015-16, Project No. 2016.0060
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 Rosas Brothers Construction in the amount of $273,945.00 for the subject project.
Staff also requests City Council authorization to negotiate and approve cumulative contract change orders up to a maximum of $68,486, which is 25% of the original contract amount.
BACKGROUND
Property owners are required by the San Leandro Municipal Code to maintain the sidewalks along their property 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 street rehabilitation 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 three (3) bids were received on September 16, 2015. The bids ranged between $273,945.00 and $794,875.00, with Rosas Brothers Construction submitting the low bid of $273,945.00, which has been determined to be a responsive bid. The engineer’s estimate for construction is $275,510.00.
The nature of the Annual Sidewalk Repair Program is such that there is rarely room to include subcontractors. This is evident from similar projects performed for the City over several years. Hence, when none of the submitted bids complied technically with the San Leandro Business Preference Participation Goals (SLBPPG), it was not surprising. However, the low bidder has at least four (4) San Leandro residents in its workforce. The evidence was determined from recent projects the company performed for San Leandro. Staff will continue to expand efforts to increase local contractors participation in similar projects, including liaising with the Chamber of Commerce.
The exact quantity of work will be determined by the extent of damaged sidewalk that is reported. Staff estimates that this contract will repair about 800 linear feet of curb and gutter, 6,500 square feet of sidewalk, and install 2,500 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 145 properties and the installation of approximately 25 ADA wheelchair ramps. This program is sometimes used to expedite the installation of ADA ramps for the street sealing projects and therefore the final number of ADA ramps may be much higher than initially estimated.
Contract Change Orders
Although staff did due diligence to ensure that the project meets the intended goals, while being conservative in developing the bid schedule, there are always inherent uncertainties associated with any project. These include property owners’ interests, unforeseen site conditions and varying abilities to participate in reimbursable work, which tends to escalate as the project proceeds. Final contracts, based on past records, tend to exceed the amount awarded for the original contract.
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 $420,000, including staff time, and will be funded from the approved 2015-16 CIP budget for the Annual Sidewalk Repair Program 2015-16.
Budget Authority
Funding for this project is provided in the following accounts: In FY 2015-16: Measure B Bike and Pedestrian Funds, Account No. 144-36-006 ($95,000); Measure B Streets and Roads Funds, Account No. 144-38-006 ($265,000) and TDA Grant Funds, Account No. 150-36-005 ($60,000).
ATTACHMENT
• Bid Summary
PREPARED BY: Austine Osakwe, Senior Engineer, Engineering and Transportation