CC 2016-10-11_09f Award Contract_Crosswalk Barrier Removal
MEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO VICTOR
CONCRETE INC. FOR CONSTRUCTION OF THE MID-BLOCK
CROSSWALK BARRIER REMOVAL PROJECT, PW 2015-03
DATE: OCTOBER 11, 2016
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for the Mid-Block Crosswalk Barrier Removal Project to Victor
Concrete Inc. in the amount of $43,482.00;
2. Authorize the Interim City Manager to approve change orders for up to 10% of
the contract amount, $4,348.20 for unanticipated costs during the construction
phase of the project (total construction costs = $43,482.00 + $4,348.20 =
$47,830.20);
3. Transfer $3,025 from the Sales Tax Fund, Various Striping and Sidewalks
Improvements, into the project budget; and
4. Direct the City Clerk to file a Notice of Exemption.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The amended FY 2015-16/FY 2016-17 Capital Improvement Program Budget includes
$70,064 for the subject project, which includes $63,363 of Community Development
Block Grant (CDBG) funds. The total cost of the project with both the base bid and
additive bid (including contingencies, design, contract administration and inspection) is
estimated to be $73,089.
In order to maximize the CDBG funds, staff is recommending they be leveraged with
$3,025 of local funds from the Various Striping and Sidewalks Improvements project in
order to fund both the base bid and additive bid. Alternatively, if just the base bid is
awarded, there would be a balance of $12,001 CDBG funds. There may be opportunity
to transfer the balance to another project, but it would be dependent on approval from
the County of San Luis Obispo, and would it require the recipient project to adhere to
Item 9.f. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO VICTOR CONCRETE INC.
FOR CONSTRUCTION OF THE MID-BLOCK CROSSWALK BARRIER REMOVAL
PROJECT, PW 2015-03
OCTOBER 11, 2016
PAGE 2
federal requirements. If contingencies are not needed during the course of the project,
the $3,025 of local funds could be returned to the Various Striping and Sidewalks
Improvements project.
BACKGROUND:
The project will provide American with Disability Act (ADA) accessible curb ramps
where none currently exist at three mid-block crosswalk locations: Huasna Road/
Rosewood Lane, East Grand Avenue/Alder Street and Ash Street/Spruce Street.
City and San Luis Obispo County staff held a non-mandatory pre-bid meeting to ensure
that all potential bidders understood both the project and the requirements of the CDBG
funding.
ANALYSIS OF ISSUES:
Staff designed the project to include separate schedules for the three locations, Huasna
Road/Rosewood Lane and East Grand Avenue/Alder Street as the base bid, and Ash
Street/Spruce Street as a bid additive.
On September 20, 2016, six bids were received for the project. The lowest base bid
from Victor Concrete Inc. was in the amount of $29,822. In accordance with the Notice
to Bidders, the award of contract is to be based on the lowest base bid. The lowest bid
from Victor Concrete Inc. was deemed responsive and staff recommends award of a
construction contract to Victor Concrete Inc. accordingly. As favorable bids were
received, staff is also recommending the bid additive be included in the project award.
The contract time is 40 working days. Work is expected to be accomplished in
November and December 2016. The award of contract and construction time line will
meet Federal deadlines for expenditure of the monies.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendation to award a construction contract to Victor
Concrete Inc. for the Mid-Block Crosswalk Barrier Removal project;
2. Do not award a construction contract for the project; or
3. Provide direction to staff.
ADVANTAGES:
The project will eliminate current barriers to ADA access at mid-block crosswalk
locations. The project meets the City Council’s goal of supporting City infrastructure.
Item 9.f. - Page 2
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO VICTOR CONCRETE INC.
FOR CONSTRUCTION OF THE MID-BLOCK CROSSWALK BARRIER REMOVAL
PROJECT, PW 2015-03
OCTOBER 11, 2016
PAGE 3
DISADVANTAGES:
There will be minor inconveniences and detours to pedestrian traffic during construction.
Staff will monitor the traffic control to help mitigate any negative effects.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from California Environmental Quality Act (CEQA)
pursuant to CEQA Guidelines Section 15301(c) covering the repair and maintenance of
existing highways, streets and sidewalks.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachment:
1. Bid Opening Log Sheet
2. Notice of Exemption
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Attachhment Noo. 1
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Attachhment Noo. 2
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