Title
Staff Report for a City of San Leandro City Council Resolution to Award a Construction Contract to Columbia Electric for $251,267.50 for the Pedestrian Crossings Improvements 2016-2017 Phase 2, Project No. 2017.5600; Authorization for the City Manager to Negotiate and Approve Individual Change Orders Up to 5% of the Original Contract Amount; and Authorization for the City Manager to Negotiate and Approve Cumulative Change Orders up to 15% of the Original Contract Amount, and City Council Approval to Amend the 2018-19 City of San Leandro Adopted Budget
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract provides for the furnishing and installation of a High-Intensity Activated crossWalK (HAWK) systems and enhanced pedestrian crossing equipment at the intersection of Wicks Boulevard and Burkhart Avenue.
Staff recommends that the City Council take the following actions:
• Award a construction contract to Columbia Electric in the amount of $251,267.50;
• Authorize the City Manager to negotiate and approve individual change orders up to 5%, or $12,564, of the original contract amount;
• Authorize the City Manager to negotiate and approve change orders up to a cumulative value not to exceed 15%, or $37,690, of the original contract amount; and
• Amend the 2018-19 City of San Leandro Adopted Budget to transfer $340,000 in Measure B Funds from the Street Overlay / Rehabilitation 2018-19 Project to the Pedestrian Crossing Improvement 2016-17 Project Funds.
BACKGROUND
Staff routinely receives requests from citizens for improvements to crosswalks throughout the City. Based on those requests, staff conducts traffic and pedestrian counts and reviews collision statistics to generate a priority list for installation of painted and enhanced crosswalks. To expedite the construction of this project, staff split construction of the project into two phases. In Phase 1, pedestrian crossing improvements, including Rectangular Rapid Flashing Beacons (RRFBs), will be installed at the following intersections: Dowling Boulevard and Bancroft Avenue, Estudillo Avenue and Collier Drive, Doolittle Drive and Bermuda Avenue, and Teagarden Street at the entrance to Burrell Field. A construction contract for the Phase 1 work has already been awarded.
Phase 2 of this Project will construct an enhanced pedestrian crossing at Wicks Boulevard and Burkhart Avenue. The project will construct curb ramps at the crosswalks, install a pedestrian activated HAWK signal for cars traveling along Wicks Boulevard, as well as advanced warning signage and pavement striping. These improvements will increase pedestrian safety. Plans and specifications setting forth in detail the work to be done as Phase 2 can be viewed on the City’s website at: http://sanleandro.org/depts/finance/purchasing/bids/current_bids/default.asp
The 2016-17 budget for the entire project was originally $380,000. The project budget was increased by $500,000 for a total of $880,000 when the Phase 1 construction contract was awarded on July 16, 2018. The updated project estimate is now $1,220,000, an additional $340,000. This request includes a transfer of $340,000 from Measure B Funds to fully fund the project.
Analysis
A total of two bids were received on August 20, 2018 with one at $251,267.50 and the other at $268,690.00. Columbia Electric submitted the lowest bid of $251,267.50. The pre-bid engineer’s estimate for construction was $261,525. Columbia Electric was determined to be the apparent lowest responsible bidder.
The low bidder has an office in San Leandro. This qualified it as a local business per the City’s Local Inclusion Policy Ordinance, although its true bid was the lowest responsive bid without the local incentive applied.
This project is not subject to the provisions of the Community Workforce Agreement (CWA) because its contract value is below the $1,000,000 minimum contract value amount threshold.
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 delay 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 that the City Council authorize the City Manager, or his designee, to negotiate and approve individual change orders up to 5% of the original contract amount ($12,563.37) and change orders up to a cumulative value of 15% of the original contract amount ($37,690.12).
Construction prices in general have escalated faster than inflation and the prices for concrete work have increased more than other construction prices, which has led to both estimated and bid prices that are beyond the original project budget. The scope of work at the intersection of Wicks and Burkhart changed from an RRFB to a HAWK signal based on an evaluation of vehicle speeds and traffic volumes performed during the design process. All of the above items have contributed to project costs that exceed the current original budget and additional funding is required to build this project as currently envisioned.
Additional Measure B Local Streets and Roads (LSR) funding is requested for this project. The 2018-19 budget contains an appropriation of $1,400,000 in Measure B LSR funding for the Street Overlay / Reconstruction 2018-19 project. Transferring $340,000 of this funding to the Pedestrian Crossing Improvement project will allow the above described safety improvements to be built; however, it will also reduce the amount of street pavement repair that may be accomplished. The action, therefore, would reflect an increased prioritization for pedestrian safety project in the City.
Current Agency Policies
Maintain and enhance the City’s infrastructure
Previous Actions
• On July 16, 2018, by Resolution 2018-083, the City Council awarded a construction contract to Sposeto Engineering, Inc., for $655,763 for the Pedestrian Crossings Improvements 2016-2017 Phase 1, Project No. 2017.5600. The City Council also authorized the City Manager to negotiate and approve individual change orders up to 5% of the original contract amount; and the Council authorized the City Manager to negotiate and approve cumulative change orders up to 15% of the original contract amount. Finally, the Council appropriated $500,000 from Measure BB Funds to complete the project.
Applicable General Plan Policies
• Goal T-2: Design and operate streets to be safe, attractive, and accessible for all transportation users whether they are pedestrians, bicyclist, transit riders or motorists, regardless of age or ability
o Policy T-2.1: Complete Streets Serving All Users and Modes
• Goal T-3: Promote and accommodate alternative, environmentally-friendly methods of transportation, such as walking and bicycling.
o Policy T-3.6: Pedestrian Environment. Improve the walkability of all streets in San Leandro through the planning, implementing and maintaining of pedestrian supportive infrastructure.
Environmental Review
This project is categorically exempt per California Environmental Quality Act (CEQA) Section 15301(c) of the CEQA guidelines. The Notice of Exemption was filed with the Alameda County Recorder’s Office on June 15, 2018.
Summary of Public Outreach Efforts
This project was advertised in the East Bay Express on July 20, 2018 as well as in three other newspapers with circulations that reflect the diversity of San Leandro. Staff also notified contractors interested in working with the City via email and the City sent plans to plan rooms.
Prior to construction, Changeable Message Sign (CMS) boards and arrow boards will notify the public of lane closures and lane shifts to complete the work.
Fiscal Impacts
The current estimated cost of $1,220,000 for the total Pedestrian Crossing Improvement 2016-17 Project as detailed below:
Design and Bid $120,928
Construction Contract Phase 1 $655,763
Construction Contract Phase 2 $251,268
Construction Management & Inspection $55,987
Construction Contingency $136,054
Total $1,220,000
This contract with Columbia Electric will be funded as part of the project and that cost is included in the estimate above.
Budget Authority
The project is funded as follows:
Account No. Source Reso/Budget Year Amount
120-36-355-5240 Developer Fees for FY16-17 $260,000
Street Improvement Reso 2016-125
141-36-355-5240 Measure BB B&P FY16-17 $120,000
141-38-410-5240 Measure BB LSR Reso 2018-083 $350,000
141-36-353-5240 Measure BB B&P Reso 2018-083 $150,000
Total Current Appropriation $880,000
Transfer of $340,000 from the 2018-19 Measure B Streets and Roads funding for Street Overlay/Rehabilitation project (account 144-38-401-5240) to the account and fund reflected below and requested by this action:
Account No. Source Amount
144-38-410-5240 Measure B Local Streets and Roads $340,000
Total Current and Requested Project Appropriation $1,220,000
ATTACHMENT
• Bid Summary
PREPARED BY: Nicole Noronha Castelino, Associate Engineer, Engineering and Transportation Dept.