Title
Staff Report for a City of San Leandro City Council Resolution to Award a $171,497 Construction Contract to Chrisp Company for the Bicycle Network West, Project No. 2014.0340; to Authorize the City Manager to Negotiate and Approve Individual Change Orders Up to 5% (or $8,575) of the Original Contract Amount; to Authorize the City Manager to Negotiate and Approve Change Orders Up to a Cumulative Value of 25% ($42,874) of the Original Contract Amount
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract provides for the installation of striping, pavement markings, and signs to create bike lanes and bike routes in accordance with the San Leandro Bicycle and Pedestrian Master Plan west of the Union Pacific Railroad Niles Subdivision.
Staff recommends the following actions:
• Award a construction contract to Chrisp Company in the amount of $171,497;
• Authorize the City Manager to negotiate and approve individual change orders up to 5% (or $8,575) of the original contract amount; and
• Authorize the City Manager to negotiate and approve change orders up to a cumulative value of 25% (or $42,874) of the original contract amount.
BACKGROUND
The current San Leandro Bicycle and Pedestrian Master Plan (Plan) was adopted by the City Council in March 2018. The Plan outlined existing and proposed bicycle paths, lanes and routes, and it is the official policy document guiding the development of facilities to enhance bicycling as an additional and appropriate choice within the City.
This project is funded in part by the Transportation Fund for Clean Air (TFCA) grant established by the Bay Area Quality Management District. The TFCA program funds projects that implement transportation efforts that improve air quality in the San Francisco Bay Area Air Basin. Public bicycle facilities provide a mode of public transportation that reduces emissions. The grant contributes $139,128 to the project costs. Per the grant agreement, the bike facilities must be maintained for seven years starting from the date placed into public service.
This project will construct most of the proposed bicycle lanes and routes west of the Niles Subdivision of the Union Pacific Railroad that have not yet been installed. The contract is expected to construct 11 miles of Class III bike routes and 1 mile of Class II bike lanes. Work includes bike lane striping, pavement legends and post signage. The project will also install green bike lanes at conflict locations near busy intersections to heighten the awareness of bicyclist to drivers.
Analysis
A total of two bids were received on February 13, 2020, $171,497 and $319,143. The engineer’s pre-bid estimate for the work was $190,319. Staff recommends award to the lowest responsive bidder, Chrisp Company. Staff verified the contractor has a valid Contractor’s State License Board license and is registered with the California Department of Industrial Relations.
Chrisp Company did not meet the Local Business Participation Goal by subcontracting with San Leandro businesses for 25% of the contract value; however, the Chrisp Company submitted Good Faith Efforts documentation demonstrating its effort to meet compliance. This project is not subject to the provisions of the Community Workforce Agreement (CWA) because it is valued at less than $1,000,000.
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 delays 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 authorization to negotiate and approve change orders. Therefore, staff requests authority to negotiate and approve individual change orders up to 5% (or $8,575) of the original contract amount and cumulative change orders up to 25% (or $42,874) of the original contract amount. This will help to ensure efficient completion of the project on budget and on schedule.
Current Agency Policies
• Provide quality public safety service and grow our partnership with the community to keep San Leandro safe
• Maintain and enhance San Leandro’s infrastructure
• Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride
Previous Actions
• On March 19, 2018, by Resolution No. 2018-021, the City Council adopted the update to the Bicycle and Pedestrian Master Plan.
• On February 7, 2011, by Resolution No. 2011-010, the City Council adopted the 2010 Bicycle and Pedestrian Master Plan.
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, bicyclists, transit riders or motorists, regardless of age or ability.
• Goal T-3: Promote and accommodate alternative, environmentally-friendly methods of transportation, such as walking and bicycling.
Permits
• A Caltrans permit has been obtained for work in Caltrans right-of-way.
Environmental Review
This project is deemed categorically exempt from the California Environmental Quality Act (CEQA) per section 15301(c). The Notice of Exemption was filed with the Alameda County Recorder’s Office on July 13, 2017.
Summary of Public Outreach Efforts
• On November 5, 2019, staff presented the project to the Bicycle and Pedestrian Advisory Committee and received comments, which were incorporated into the project.
• A notice to bidders was published in four newspapers, including two that serve non-English speaking populations. Staff also contacted contractors that are interested in City construction projects, and contract documents were sent to 15 bid houses for dissemination to their membership.
Fiscal Impacts
The estimated total project costs, including design, construction, construction management and contingency is estimated to be $324,371.
Design and Bid: $75,000
Construction Contract: $171,497
Construction Contingency (25%): $42,874
Construction Management and Inspection: $35,000
Project Total $324,371
Budget Authority
The project is funded as follows:
Account No. Source Fiscal Yr. Amount
141-36-356 Measure BB FY16-17 $250,000
150-36-357 Grant FY17-18 $139,128
Total Appropriation $389,128
Attachment to Staff Report
• Bid Summary
PREPARED BY: Austine Osakwe, Senior Engineer, Engineering and Transportation Department