Title
Staff Report for a Resolution to Award a Construction Contract to DeSilva Gates Construction, L.P. for the San Leandro Boulevard Rehabilitation Williams Street to Hudson Lane Project, Project No. 2014.0420, Authorizing the City Manager to Execute Program Supplement Agreement No. 024-N to Federal Aid Agreement No. 04-5041R with the California Department of Transportation for Funding Construction Activities for the San Leandro Boulevard Rehabilitation Project, and Appropriating $28,000.00 for the Project from Developer Fees for Street Improvements Fund Balance(awards the contract to the lowest responsible bidder, DeSilva Gates L.P., in the amount of $1,178,664.00 from Measure B, a One Bay Area Grant, the Water Pollution Control Plant, and Developer Fees for Street Improvements (DFSI) Funds for reconstruction of a section of San Leandro Boulevard, authorizes the City Manager to execute an agreement for grant funds related to the project, and provides for the allocation of $28,000.00 of DFSI funds for the subject project)
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract provides for the rehabilitation of pavement on San Leandro Boulevard between Williams Street and Hudson Lane.
Staff recommends (1) award of a contract to the lowest responsible bidder, DeSilva Gates Construction L.P., in the amount of $1,178,644.00. Staff also recommends that the City Council (2) approve the Federal Program Supplemental agreement and authorize the City Manager to execute the same; and (3) approve an appropriation of Developer Fees for Street Improvements (DFSI) funding of $28,000.00 for the subject project.
BACKGROUND
San Leandro Boulevard is an arterial street that runs north to south along the BART tracks and past the San Leandro Downtown BART station. The condition of the pavement on the segment from Williams Street to Hudson Lane is rated 45 out of 100, which is poor but the underlying road base material is in good condition.
This project will replace the pavement and re-use the existing road base. In addition, all outdated or non-standard sidewalk curb ramps within the project limits will be replaced, rectangular flashing beacons for the crosswalks at the Castro Street intersection will be installed, and sanitary sewer lines will be repaired within the project limits.
The City received federal grant funding administered by the California Department of Transportation (Caltrans) to cover a portion of the project costs. Every federal grant is accompanied by a program supplemental agreement that sets forth the conditions of the grant and the responsibilities of the City should the grant be accepted.
Analysis
Bids were opened on June 4, 2015. Two bids were received and determined responsive. DeSilva Gates Construction L.P.’s low bid is $1,178,644.00. The second bidder’s proposal was for $1,261,395.00. The Engineer’s pre-bid estimate for the work was $1,164,384.12.
This project is not subject to the San Leandro Local Business Preference and Participation Ordinance because it is partially funded by a federal grant, which contains requirements and restrictions as to use, per San Leandro Municipal Code section 1-6-225(c)(1)(ii). Caltrans Program Supplement No. 024-N allows the City to use grant money for the construction work described above. The program supplement specifies that the City will follow certain Caltrans procedures during the construction of the project and sets timeframes for submitting notifications and invoices. Staff reviewed and is prepared to comply with the terms.
The low bidder, DeSilva Gates Construction L.P., is not a San Leandro business but they are employing one local subcontractor to complete 6.5% of the contract amount. The federal Disadvantaged Business Enterprise (DBE) goal for this project is 3.7%; the low bidder’s DBE commitment is 6.0%.
The funding appropriation is requested for the installation of the rectangular flashing beacons from the DFSI fund balance in order to maximize the use of funding eligible for roadway rehabilitation from the grant and Measure B.
Current Agency Policies
Maintain and enhance San Leandro’s infrastructure
Previous Actions
On April 15, 2013, by resolution 2013-049, City Council authorized filing an application for federal funding for this project.
Applicable General Plan Policies
This action is consistent with Streets and Highways Goal No. 16 of the General Plan and Action Item 16.03: Regularly maintain City streets and traffic control devices to ensure that streets operate safely and efficiently.
Environmental Review
This project is categorically exempt from CEQA per Section 15301(c) - Existing Facilities. A NEPA Categorical Exemption for this project was approved by Caltrans Local Assistance on January 12, 2015.
Summary of Public Outreach Efforts
The contractor will distribute flyers to properties along the street and post changeable message signs on the road a week before work commences informing the public of the schedule for the work.
This project was posted on the City’s website and advertised in the Daily Review as well as three other newspapers whose circulation reflects the diversity of San Leandro on May 14, 2015. Notification of this bid opportunity was also sent to local Builder’s Exchanges as well as contractors who registered with the City to be informed of bidding opportunities.
Fiscal Impacts
Total project costs are anticipated to be $1,596,000.00 including design, construction management, inspection, and construction contingencies.
Budget Authority
This project is funded by the following existing appropriations:
1) $743,493.00 from Measure B Streets and Roads in account No. 144-38-350 appropriated as part of the 2013-14 budget.
2) $804,507.00 from a One Bay Area Grant in Account No. 150-38-350 appropriated as part of the 2013-14 CIP budget.
3) $20,000.00 from the Water Pollution Control Plant Fund in Account No. 595-52-264 appropriated by a budget adjustment to be used for sewer line work as part of the project.
Additional funding for this project will be appropriated by this action as follows:
• $28,000.00 from the Developer Fees for Street Improvements (DFSI) fund balance will be appropriated to Account No. 120-38-350
ATTACHMENT(S)
Attachment(s) to Staff Report
• Bid summary
PREPARED BY: Nick Thom, Acting City Engineer, Engineering and Transportation Department