Title
Staff Report for a Resolution to Award a Construction Contract to Rosas Brothers Construction for the Curb Ramp Upgrades (2015-16) Project, Project No. 2016.0071; authorization for the City Manager to Negotiate and Approve Individual Change Orders Up to 10% of the Original Contract Amount; and authorization for the City Manager to negotiate and approve cumulative change orders up to 25% of the original contract amount
Staffreport
SUMMARY AND RECOMMENDATIONS
The subject project will install new concrete curb ramps and upgrade existing curb ramps to the current standards at street intersections scheduled to receive pavement work.
Staff recommends awarding the construction contract to Rosas Brothers Construction in the amount of $928,600.00 for the subject project; authorizing individual change orders up to 10% of the original contract ($92,860.00), and authorizing a total change order amount up to 25% of the original contract ($232,150.00).
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 Annual Street Sealing 2015-16 and Annual Overlay / Rehabilitation 2015-16 projects. New ramps will be installed at locations where none exist and existing non-compliant ramps will be upgraded.
Curb ramps are a vital component of the pedestrian travel way. Ramps allow people in wheelchairs to safely cross the street and make our sidewalks accessible to everyone regardless of physical ability. Each ramp includes a panel of raised domes to warn the seeing impaired of a street crossing.
Analysis
Bids were opened on April 21, 2016. Two (2) bids were received for $928,600.00 and $1,285,102.00. The pre-bid engineer’s estimate for construction was $835,000.00. Rosas Brothers Construction was determined by staff to be the lowest responsible bidder.
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 will exceed the Local Business Participation Goal of 25% by subcontracting with San Leandro businesses for 36% of the contract value. Staff recommends proceeding with awarding the contract to the lowest bidder. Staff verified that the contractor has a valid license with the Contractor’s State License Board and is registered with the California Department of Industrial Relations.
Contract Change Orders
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. Despite this forward planning, unforeseen conditions may be encountered during construction and plan details may need to be adjusted or clarified. In order to minimize delay on the project and ensure that the scope of work is adjusted as needed to provide the highest quality project for the City, staff requests that the City Council authorize the City Manager or his designee to negotiate and approve individual change orders up to 10% (or $92,860.00 each) of the original contract amount and cumulative change orders up to 25% (or $232,150.00) of the original contract amount. This will ensure efficient completion of the project on budget and on schedule.
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 California Environmental Quality Act (CEQA) per Section 15301(c) of the CEQA guidelines. The Notice of Exemption was filed with the Alameda County Recorder on March 25, 2016.
Permits and/or Variances Granted
A Caltrans Encroachment Permit will be procured for curb ramp improvements located within State right of ways.
Summary of Public Outreach Efforts
• The Notice to Bidders was published in the Daily Review, the South County Post, and the World Journal.
• Staff also notified twenty-one 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.
Fiscal Impacts
The total cost of the curb ramp project including design, permits, construction, contingencies and construction management is estimated at $1,070,350.00. Street sealing and street rehabilitation costs are not included in this total.
The subject contract is in the amount of $928,600.00. If change orders are needed, the maximum authorized by this action is $232,150.00. Change orders that increase the project cost beyond the budget authority will not be issued without Council approval of an additional appropriation.
Budget Authority
This project is currently funded as follows:
Measure B Fund (allocated in FY 2015-16) 144-38-369 $ 510,000.00
Measure B Fund (allocated in FY 2015-16) 144-38-376 $ 500,000.00
Vehicle Registration Fees (allocated in FY 2015-16) 143-38-376 $ 500,000.00
Total $1,510,000.00
ATTACHMENT
• Bid Summary - Curb Ramp Upgrades (2015-16)
PREPARED BY: John O’Driscoll, Associate Engineer, Engineering and Transportation Department