Title
Staff Report for a City of San Leandro City Council Resolution to Award a $550,352 Construction Contract to Spencon Construction, Inc. for the Curb Ramp Upgrades 2021 Project, Project No. 2021.0070; to Authorize the City Manager to Negotiate and Approve Individual Change Orders Up to 5% (or $27,518) of the Original Contract Amount; and to Authorize the City Manager to Negotiate and Approve Change Orders up to a Cumulative Value not to Exceed 15% (or $82,553) of the Original Contract Amount
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract provides for the installation or upgrade of approximately ninety concrete curb ramps in the 2021 Asphalt Maintenance Zone work area. The asphalt maintenance treatment contract work will be awarded as a separate construction contract.
Staff recommends the following actions:
• Award a construction contract to Spencon Construction, Inc. in the amount of $550,352 for the Curb Ramp Upgrades 2021 Project, Project No. 2021.0070;
• Authorize the City Manager to negotiate and approve individual change orders up to 5% (or $27,518) of the original contract amount; and
• Authorize the City Manager to negotiate and approve change orders up to a cumulative value of 15% (or $82,553) of the original contract amount.
BACKGROUND
The Americans with Disabilities Act (ADA) mandates construction of curb ramps at street intersections when roadway pavement is replaced, overlaid, or treated with a cape seal. This contract will install ramps at locations scheduled for pavement work as part of the upcoming Annual Street Sealing Fiscal Year 2019-2021 project. The contract will install new ramps at locations where none exist and upgrade existing non-compliant ramps. This contract will install upgrades to approximately ninety (90) concrete curb ramps.
Curb ramps are a vital component of pedestrian travel. Curb ramps allow wheelchair users to safely cross streets. Curb ramps make sidewalks accessible, regardless of physical ability. Each curb ramp includes a panel of raised domes to warn the vision impaired of a street crossing.
This work is part of the Annual Street Sealing 2019-2021 Project scheduled for construction in late summer 2021. To ensure delivery of the Annual Street Sealing 2019-2021 project on time and successfully, the curb ramp work was bid separately to allow its construction to be completed prior to the start of the street sealing project.
Analysis
Bids were opened on March 17, 2021. Six bids were received for base plus Alternate “A” ranging between $550,352 and $1,022,162. The pre-bid engineer’s estimate for construction was $868,197 (base plus Alternate A bid). Staff recommends award to the lowest responsive bidder, Spencon Construction, Inc. Staff verified the contractor has a valid Contractor’s 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. One of the bidders met the Local Business Participation Goal of 25% by subcontracting with San Leandro businesses for 25% of the contract value; however the allowed reduction was insufficient to make them the low bidder. Although Spencon Construction, Inc. did not meet the Local Inclusion Policy goal, they did provide documentation that demonstrated good faith efforts to outreach and engage local business participation.
As a component of the larger Annual Street Sealing 2019-2021 Project, this project is subject to the provisions of the Community Workforce Agreement (CWA). At the mandatory pre-bid meetings, staff advised all potential bidders of the CWA. Spencon Construction, Inc. signed the required CWA agreement.
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 delays 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 authorization to negotiate and approve change orders up to 5% ($27,518) of the original contract amount and cumulative change orders up to 15% ($82,553) of the original contract amount. This will help to ensure efficient completion of the project on budget and on schedule.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Applicable General Plan Policies
• Transportation Goal T-2 Design and operate streets to be safe, attractive, and accessible for all transportation users whether they are pedestrians, bicyclists, transit riders or motorists, regardless of age or ability.
• Transportation Goal T-3 Promote and accommodate alternative, environmentally friendly methods of transportation, such as walking and bicycling.
• Transportation Goal T-5 Improve major transportation arteries for circulation in and around the city.
Environmental Review
This project is categorically exempt from the California Environmental Quality Act (CEQA) per Section 15301 Class 1(b) of the CEQA guidelines. The Notice of Exemption was filed with the Alameda County Recorder on February 7, 2020.
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 mandatory pre-bid meetings were held on March 4, 2021 and March 8, 2021. The intent of these meetings was to inform bidders of the project details, including the City’s Local Inclusion Ordinance and the CWA.
Prior to construction, staff will notify the residents in the immediate proximity of the work areas. The contractor will also provide notification in the form of door hangers immediately before the work starts.
Fiscal Impacts
The total project cost is as follows:
Design and Bid: $48,000
Construction Contract Curb Ramps: $550,352
Construction Contingency Curb Ramps $82,553
Construction Contract Pavement Sealing: $1,800,000
Construction Contingency Pavement Sealing $216,000
Construction Management and Inspection (ramps and seal): $170,000
Project Total $2,866,905
Budget Authority
The work will be funded with the following appropriations:
Account No. Source Fiscal Yr. Amount
141-38-402 Measure BB Streets FY18-19 $460,000
143-38-418 Vehicle Registration Fees FY20-21 $400,000
144-38-418 Measure B Streets FY20-21 $1,500,000
210-38-418 General Fund FY20-21 $600,000
Total Project Appropriation: $2,960,000
ATTACHMENT
• Bid Summary - Curb Ramp Upgrades 2021
PREPARED BY: John O’Driscoll, Associate Engineer, Engineering and Transportation Department