Title
Staff Report for a City of San Leandro City Council Resolution to Award a Construction Contract to Ray’s Electric for $494,009 for the Pedestrian Crossings Improvements 2017-18, Project No. 2018.5610; to Authorize the City Manager to Negotiate and Approve Individual Change Orders Up to 5% of the Original Contract Amount; to Authorize the City Manager to Negotiate and Approve Cumulative Change Orders Up to 11% of the Original Contract Amount; and to Appropriate Additional Funding of $45,000 from Measure B Bicycle and Pedestrian Fund Balance for the Project.
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract will provide for the installation of Rectangular Rapid Flashing Beacon (RRFB) systems and enhancement of pedestrian crossings at two locations, the installation of speed feedback signs on Benedict Drive and the repair of five drainage inlets.
Staff recommends the following actions:
• Award of a construction contract to Ray’s Electric in the amount of $494,009;
• Authorize the City Manager to negotiate and approve individual change orders up to 5%, or $24,700, of the original contract amount;
• Authorize the City Manager to negotiate and approve change orders up to a cumulative value not to exceed 11%, or $54,341, of the original contract amount; and
• Appropriation of $45,000 from Measure B Bicycle and Pedestrian Fund balance for the project.
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.
This contract includes the construction of enhanced pedestrian crossings at two locations: the intersection of Haas Avenue and Bancroft Avenue, and the intersection of Williams Street and Dolly Avenue. The work 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 work at the Bancroft location includes bulb-outs at the crosswalk to shorten the crossing distance for pedestrians and improve visibility. These improvements will increase pedestrian safety at each of the intersections. The project also includes the installation of Speed Feedback Signs on Benedict Drive as a traffic calming measure. Finally, the project will repair four (4) damaged storm drain inlets along East 14th Street and one storm drain inlet on 140th Avenue.
This project was bid for the first-time during summer 2019; however, the one bid that was received was significantly over the Engineer’s estimate. Subsequently, staff recommended, and the Council ordered the rejection of the bid and rebidding the project at a more favorable time.
This project is not subject to the provisions of the Community Workforce Agreement (CWA) because the contract value is below $1,000,000.
Analysis
Bids were opened on November 14, 2019. A total of 2 bids were received ranging from $494,009 to 495,531. The pre-bid engineer’s estimate is $296,138.00. 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. The low 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 requirements of the Local Business Participation ordinance by submitting documents indicating that a good faith effort was made.
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 facilities 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 ($24,700) and change orders up to a cumulative value of 11% of the original contract amount ($54,341).
The speed feedback signs will be funded from existing appropriations for the City’s Neighborhood Traffic Calming program. The storm drain work will be funded from existing appropriations for road maintenance. The pedestrian crossing improvements will be funded from two pedestrian crossing appropriations as well as additional funding from the City’s Measure B Bicycle and Pedestrian fund requested herein. Without additional funding the project will not have a contingency fund available in the event of change order work.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Previous Actions
• On September 3, 2019, by Resolution No 2019-140 the City Council rejected all bids for the Pedestrian Crossing Improvements 17-18.
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
• 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.
• 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 October 18, 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 frontages within the public right-of-ways were notified by mail.
• Plans for the crossings improvements were presented to the Bicycle and Pedestrian Advisory Committee on June 11, 2019.
• On September 17, 2019, staff held a meeting with residents within the influence area of the proposed crosswalk at the intersection of Bancroft Blvd and Haas Ave to answer questions and discuss the design and possible design alternatives.
• Staff notified contractors interested in working with the City via email, and sent plans to local plan rooms.
Prior to construction, staff will notify residents and businesses that will be directly impacted.
Fiscal Impacts
Estimated project costs are as follows:
Design and Bid: $90,000
Construction Contract $494,009
Construction Management & Inspection: $34,991
Construction Contingency $56,000
$675,000
Budget Authority
The project is funded as follows:
Pedestrian Crossing Improvements
Account No. Source Reso/Budget Year Amount
210-36-380 General Fund FY 17-18 $250,000
210-36-383 General Fund FY 18-19 $250,000
Speed Feedback Signs (Neighborhood Traffic Calming)
Account No. Source Reso/Budget Year Amount
210-28-167 General Fund FY 18-19 $65,000*
Roadway Drainage Repairs
140-31-431 Gas Tax FY 18-19 $65,000
Total Current Appropriation $630,000
Appropriation requested by this action from Measure B fund balance (fund 144), to:
Account No. Source Amount
144-36-430 Measure B Bike and Pedestrian $45,000
Total Proposed Appropriation $675,000
*Amount listed represents contribution to this contract, actual appropriation is higher.
ATTACHMENT
• Bid Summary
PREPARED BY: Nicole Noronha Castelino, Associate Engineer, Engineering and Transportation Dept.