Title
Staff Report for a Resolution to Award a Construction Contract to W. Bradley Electric, Inc. for the Bancroft-Sybil Intersection Improvements Project, Project No. 2014.0440, in the Amount of $404,267; Authorization for the City Manager to Negotiate and Approve Individual Change Orders Up to 5% of the Original Contract Amount; Authorization for the City Manager to Negotiate and Approve Cumulative Change Orders up to 15% of the Original Contract Amount; and to Appropriate $60,000 from the Development Fees for Street Improvements (DFSI) Fund Balance
Staffreport
RECOMMENDATIONS
The subject project will install safety improvements that include a new and updated traffic control system and signal at the Bancroft Avenue-Sybil Avenue intersection.
Staff recommends awarding the construction contract to W. Bradley Electric, Inc. in the amount of $404,267 for the subject project; authorizing individual change orders up to 5% of the original contract ($20,213); authorizing a total change order amount up to 15% of the original contract ($60,640) and appropriating $60,000 from the Development Fees for Street Improvements Fund balance to fund the completion of the project.
BACKGROUND
The Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU), which was signed into law on August 10, 2005, established the Highway Safety Improvement Program (HSIP) as a core Federal-aid program. The overall purpose of this Program is to achieve a significant reduction in traffic fatalities and serious injuries on all public roads through the implementation of infrastructure-related highway safety improvements.
The Engineering & Transportation Department was awarded $448,800 from the 2011-12 cycle of HSIP to upgrade the traffic signal and improve the traffic safety at the Bancroft Avenue and Sybil Avenue Intersection.
The intersection ranks high on the City’s High Collision Intersections list, which is regularly monitored and updated by City staff. City staff has tried several low cost alternatives to improve the intersection’s safety; however, the combined results have shown that additional work is necessary. City staff believes that signal modifications are the most effective and efficient way of improving safety at the intersection.
To reduce left turn-related collisions from Bancroft Avenue and to make it easier for residents to enter the neighborhood, this project will improve the traffic signals by adding a dedicated left turn signal and updating the equipment to current standards. The improved signal will include a new video detection system to better regulate traffic flows and Accessible Pedestrian Signal (APS) equipment to help visually impaired individuals safely cross the street. The project will also include upgrading curb ramps to meet current Americans with Disabilities Act (ADA) standards. A vital component of the pedestrian travel way, curb ramps provide access between sidewalks and street crossings to wheelchair users and others regardless of physical ability.
Analysis
Bids were opened on June 22, 2017. Six (6) bids were received ranging from $404,267 to $679,520. The pre-bid engineer’s estimate for construction was $360,600. W. Bradley Electric, Inc. was determined to be the lowest responsible bidder.
The San Leandro Local Inclusion Policy Ordinance did not apply to this project because of the federal grant requirements. Staff verified that W. Bradley Electric, Inc. has a valid contractor’s license with the Contractor’s State License Board and is registered with the California Department of Industrial Relations.
The low bid exceeds the engineer’s estimate for construction and with contingencies the project’s total available funding. This project provides for important traffic safety improvements at the Bancroft Avenue and Sybil Avenue intersection that will be beneficial to all users and as a condition to receiving $448,800 in grant funds the City has guaranteed the completion of the project. Therefore it is recommended that $60,000 in additional DFSI monies be appropriated to fund the project’s completion.
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. 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 5% (or $20,213 each) of the original contract amount and cumulative change orders up to 15% (or $60,640) of the original contract amount. This will 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.
Transportation Goal T-7 Improve traffic safety and reduce the potential for collisions on San Leandro streets.
Previous Actions
• On June 19, 2017, by Resolution No. 2017-086, the City Council authorized the City Manager to execute a Program Supplemental Agreement for the construction phase of the Bancroft Sybil Intersection Improvements
• On November 18, 2013, by Resolution No. 2013-146, the City Council authorized the City Manager to execute a Program Supplemental Agreement for the design phase of the Bancroft Sybil Intersection Improvements
• On February 5, 2007, by Resolution No. 2007-005, the City Council approved the Administering Agency-State Master Agreement for Federal-Aid Projects
Environmental Review
This project is determined to be Categorically Exempt under 15303(c) of the California Environmental Quality Act (CEQA). The Notice of Exemption was filed with the Alameda County Recorder on May 29, 2015.
This project falls under a Categorical Exclusion per Section 23 CFR 771.117(d) of the National Environmental Policy Act (NEPA).
Summary of Public Outreach Efforts
• The Notice to Bidders was published in the Daily Review, the South County Post, Visión Hispana 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
• City staff discussed the project from concept through design at the Bicycle and Pedestrian Advisory Committee (BPAC) meetings on June 14, 2011; November 14, 2012; November 13, 2013; April 29, 2014; November 17, 2015; April 27, 2016; and November 9, 2016.
Fiscal Impacts
The total project cost including design, construction, contingencies and construction management is estimated at $580,000
The subject contract is $404,267. The maximum amount authorized by this action, including change orders is $464,907. Change orders that increase the project amount beyond the budget authority will not be issued without City Council approval of an additional appropriation.
Budget Authority
The following accounts will be used on this project:
Appropriation Appropriation
Account No. Source Year Amount
120-38-348 DFSI Fund FY 12-13 $ 68,960
144-36-348 Measure B/ACTIA Fund FY 12-13 $ 17,500
150-38-348 Special Grants Fund - Bancroft-Sybil FY 12-13 $448,800
Subtotal $535,260
The above funds, appropriated in FY 12-13, are due to expire at the end of their five year limitation, June 30, 2017. A following separate Council Action will be executed in the fall of 2017, to re-appropriate these funds.
Appropriation requested in this action:
120-38-348 (DFSI Fund) $ 60,000
Total Project Appropriation $595,260
ATTACHMENTS
• Bid Summary - Bancroft - Sybil Intersection Improvements
PREPARED BY: John O’Driscoll, Associate Engineer,
Engineering and Transportation Department