Title
Staff Report for a City of San Leandro City Council Resolution to Reject all Bids for the Pedestrian Crossings Improvements 2017-18, Project No. 2018.5610
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract was to provide for the installation of Rectangular Rapid Flashing Beacon (RRFB) systems and enhancement of pedestrian crossings at two locations, installation of speed feedback signs on Benedict Drive, and repair of drainage inlets at various locations Citywide. One bid was received for the project which exceeded the engineer’s estimate by 74%. This bid would raise the project cost to 114% above the project’s current funding appropriation.
Staff recommends rejecting all bids from the June 17, 2019 bid opening for the subject project and rebidding at a later date.
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 checks the incident reports to generate a prioritized list to install enhanced crosswalks. The two highest ranked crossing locations that can be improved with Rectangular Rapid Flashing Beacons (RRFBs) were to be installed as part of this project as well as a Speed Feedback Sign and various storm drainage improvements.
This Project included construction of enhanced pedestrian crossings at two locations - at the intersection of Haas Avenue and Bancroft Avenue and at the intersection of Williams Street and Dolly Avenue. The installations will include solar powered RRFBs that are pedestrian activated, as well as advanced warning signage and pavement striping on the approaches to the intersections. Additionally, the Bancroft location would include bulb-outs at the crosswalks to shorten the crossing distance for pedestrians and improve visibility. These improvements will increase pedestrian safety at each of the intersections. The project also included the installation of Speed Feedback Signs on Benedict Drive as a traffic calming measure, in an effort to reduce speeding along this stretch of roadway. The Speed Feedback Signage works by displaying the approaching vehicle’s speed to alert drivers of how fast they are moving. In addition, the project would repair four (4) damaged storm drain inlets along East 14th Street and one (1) storm drain inlet on 140th Avenue.
This project would not be subject to the provisions of the Community Workforce Agreement (CWA) because the contract value is below $1,000,000.
Analysis
Bids were opened on June 17, 2019. A total of 1 bid was received in the amount of $497,610 from Bay Construction. The pre-bid engineer’s estimate is $286,538. Staff verified that the contractor has a valid Contractor’s State License Board license and is registered with the California Department of Industrial Relations. The sole bidder does not have an office in San Leandro that would qualify it as a local business per the Local Inclusion Policy Ordinance; however, the bidder did meet the Local Business Participation goal by subcontracting with Columbia Electric, Inc and Penhall.
The one responsive bid is 74% above the engineer’s estimate and would raise the total cost for the project to $642,610 which is 114% more than the current appropriation of $300,000. The project would require an additional $342,610 to be fully funded.
Staff anticipates that rebidding this project will result in more competition and bids closer to the engineer’s estimate. Staff will call for new bids this fall after reaching out to contractors to ascertain when there may be a more favorable bidding environment. Results will be presented to the City Council in late 2019. This action will delay construction of the improvements by approximately six months.
Post-bid discussions with the other pre-bid meeting attendees (Columbia Electric, Tennyson Electric, Gradetech, Inc. and FBD Vanguard Construction Inc.) attributed the high bid amount of this project to the following factors:
• The high costs of concrete;
• Current heavy workload for contractors; and
• Difficulty meeting the requirements of the San Leandro Local Business Participation Goal.
Current Agency Policies
Maintain and enhance the City’s infrastructure
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 July 1, 2019.
Summary of Public Outreach Efforts
This project was advertised in the East Bay Express on May 24, 2019 as well as in three other newspapers with circulations that reflect the diversity of San Leandro. Property owners that will have alterations to their frontage within the public right-of-way were notified. Staff also notified contractors interested in working with the City via email, and sent plans to plan rooms.
Prior to construction, staff will notify residents and businesses that will be directly impacted. The City is working with neighborhood groups to answer questions and discuss the design and possible design alternatives with them.
Fiscal Impacts
Project cost estimates are as follows:
Design and Bid: $60,000
Engineer’s Estimate Construction Contract $286,538
Construction Management & Inspection: $40,000
Construction Contingency $45,000
Total: $431,538
The estimate based on the bid received is as follows:
Design and Bid: $60,000
Construction Contract per Bid 6/17/19 $497,610
Construction Management & Inspection: $40,000
Construction Contingency $45,000
$642,610
Budget Authority
The project is funded as follows:
Account No. Source Reso/Budget Year Amount
210-36-380 General Fund FY18-19 $250,000
210-28-167 General Fund FY 18-19 $50,000
Total Current Appropriation $300,000
Appropriation of Measure B/BB Local Streets and Roads funds for storm drain improvements will be requested when the project is awarded.
Attachment to Staff Report
• Bid Summary
PREPARED BY: Nicole Noronha Castelino, Associate Engineer, Engineering and Transportation Department