REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW17-12 for the Federally-Funded Safe Routes to School Project, Finding of California Environmental Quality Act (CEQA) Categorical Exemption, and Approval of Budget Modification No. 2 to provide $441,756 in Additional Funding
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in the amount of $1,872,509 to FBD Vanguard Construction, Inc. of Livermore for Safe Routes to School, Public Works Project No. TR-05/01-16 and a 10% construction contingency in the amount of $187,251. Approval is also requested for Budget Modification No. 2 to provide additional project funding in the amount of $441,756.
EXISTING POLICY
Section 1309 of the City Charter requires public works construction contracts to be awarded to the lowest responsive and responsible bidder. Pursuant to Chapter 2.09 of the Sunnyvale Municipal Code, City Council approval is required for construction contracts exceeding $100,000.
Pursuant to Sunnyvale Chapter Section 1305 at any meetings after the adoption of the budget, the City Council may amend or supplement the budget by motion adopted by affirmative votes of at least four members so as to authorize the transfer of unused balances appropriated for one purpose to another, or to appropriate available revenue not included in the budget.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) determination for this project is a Class 1 categorical exemption pursuant to CEQA Guidelines Section 15301 for maintenance or repair of existing facilities involving negligible or no expansion of use beyond which presently exists.
BACKGROUND AND DISCUSSION
The Federal Safe Routes to School (SRTS) Program administered by the California Department of Transportation (Caltrans) began statewide in August 2005. The program enables and encourages students in kindergarten through eighth grade (K-8), including students with disabilities, to safely walk and bicycle to school by facilitating the planning, design, and implementation of improvement projects in and around school neighborhoods.
In 2014, the City received approximately $1.6 million in SRTS grant funds for this project (with a required local match of $322,989), for design in FY 2015/16 and construction in FY 2016/17. A design contract in the amount of $293,623 (plus a 10% contingency) was awarded to TJKM Transportation Consultants in August 2015 (RTC. No. 15-0745).
The scope of work generally includes enhancements for school route intersections at various sites identified in a Comprehensive School Traffic Study prepared by Paragon Planning in 2012 (see RTC 12-279). The project provides for the installation of pedestrian enhancements for school route intersections for 16 schools. The enhanced intersection improvements include high visibility signs and markings, new traffic controls, warning devices, improved signal timing, traffic calming devices, and construction of sidewalks and ADA-compliant curb ramps. The project will improve conditions for pedestrians, bicyclists, and other non-automotive modes for commuting to and from school. Concurrently, Department of Public Safety staff focuses on programs to implement safe alternative modes of transportation at many schools in Sunnyvale.
The project was advertised for competitive bidding in the Sunnyvale Sun on April 7, 2017, distributed to Bay Area Builders’ Exchanges and published on the City’s website. Seven contractors requested bid documents. Sealed bids were publicly opened on May 3, 2017, with two bids received. The lowest responsive and responsible bid was submitted by FBD Vanguard Construction, Inc. in the amount of $1,872,509. The Bid Summary is contained in Attachment 1. While the bids were substantially higher than anticipated, staff recommends moving forward as there is no guarantee that re-bidding the project in the current economic climate will produce a better bid result. Therefore, a Budget Modification is the amount of $441,756 is recommended for approval so that work can proceed while school is not in session.
FISCAL IMPACT
Total funding in the amount of $2,059,760 is necessary to fund the contract award and 10% contingency. Existing funding in Capital Project 831140 (STRS Pedestrian Safety Improvements) totals $1,618,004. Additional Funding in the amount of $441,756 is recommended in Budget Modification No. 2. Funding sources include Traffic Mitigation Reserve Fund ($205,444), Traffic Impact Fee ($118,156), and Capital Project 829400 - Sidewalk, Curb, and Gutter Replacement ($118,156).
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Make a finding of a California Environmental Quality Act (CEQA) categorical exemption pursuant to CEQA Guidelines Section 15301 for the maintenance or repair of existing facilities involving negligible or no expansion of use beyond which presently exists; 2) award a contract, in substantially the same form as Attachment 2 to the report and in the amount of $1,872,509 to FBD Vanguard Construction, Inc., and authorize the City Manager to execute the contract when all necessary conditions have been met; 3) approve a 10% construction contingency in the amount of $187,251; and 4) Approve Budget Modification No. 2 to provide $441,756 in additional project funding.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft General Construction Contract