REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW14-15 for Sunnyvale Bicycle Lanes Project, Finding of CEQA Categorical Exemption, and Approval of Budget Modification No. 12 to Combine Four Existing Bicycle Lane Projects into the New Sunnyvale Bicycle Lanes Project, and to Appropriate a $12,000 Developer Contribution
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in the amount of $160,940 to Chrisp Company of Fremont for the Sunnyvale Bicycle Lanes project (Public Works Project No. TR-13/08-14) for six locations. Approval is also requested for a 10% construction contingency in the amount of $16,094, and for Budget Modification No. 12 to combine four existing bicycle lane projects into the new Sunnyvale Bicycle Lanes Project, and to appropriate a $12,000 developer contribution for a fifth location. The sixth location will be funded with operating program funds.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) determination for this project is a categorical exemption pursuant to Section 15304(h), installation of bike lanes within existing rights-of-way.
BACKGROUND AND DISCUSSION
The Sunnyvale Bicycle Lanes Project consists of roadway restriping with the associated pavement improvements and additional signage to accommodate bicycle lanes at six locations throughout the City as follows: 1) Mathilda Avenue between Washington Avenue and Maude Avenue, 2) Wildwood Avenue between Bridgewood Avenue and Mission College Boulevard, 3) Moffett Park Drive between Enterprise Way and Innovation Way, 4) El Camino Real between Sunnyvale Avenue and Remington Drive/Fair Oaks Avenue, 5) Fremont Avenue between Oxbow Court and Sydney Drive, and 6) Fair Oaks Avenue between Fair Oaks Way and Tasman Drive. Staff combined the projects into a single procurement in an effort to achieve economies of scale by increasing the project size.
The striping modifications will improve traffic flow and provide a designated path of travel for bicyclists. The project is consistent with the City's Non-Motorized Transportation Plan, making bicycling more convenient and building a comprehensive citywide bicycle network.
This project was bid as follows:
Bid Notice: Advertised in The Sun on June 27, 2014;
Provided to 18 Bay Area Builder's Exchanges;
Posted on Onvia Demandstar public procurement network; and
Published on the City's website.
Bid Response: 12 contractors requested bid documents
Bid Results: Sealed bids were publicly opened on July 16, 2014
One responsive bid was received.
The single responsive bid received was from the Chrisp Company of Fremont in the amount of $160,940. The bid amount is significantly above the engineer's estimate of $89,000. Bid prices were higher than the engineer's estimate based on higher slurry seal unit costs (in part due to the relatively small size of the project), and additional costs for mobilization and traffic control required due to the number of and distance between work locations. Additionally, staff is seeing an increase in bid prices for construction contracts as the region exits the recession and demand increases. The Bid Summary is attached.
FISCAL IMPACT
Project costs are as follows:
Construction $160,940
Construction contingency (10%) $16,094
Total costs $177,034
Funding for the roadway improvements to accommodate bicycle lanes at four of the six locations has been appropriated to four separate capital projects (RTCs 12-184 and 13-168, and the FY 2013-14 adopted budget), and consists of Santa Clara Valley Transportation Authority (VTA) Transportation Fund for Clean Air Program Manager grant funds, City dedicated local match funds, and developer contributions. Staff proposes to combine these four projects to address the scope of work in the construction contract and to streamline the grant reimbursement process.
Budgeted funds in these four projects provide a combined total of $193,916 and cover construction costs plus project administration costs allowed under the grant terms. Grant funds that are not used may not be redistributed to other projects and will lapse upon project completion and returned to the VTA. Funding for the Fremont Avenue work will be absorbed in the Transportation and Traffic Services Operating Program, and a developer contribution of $12,000 was recently secured for the Fair Oaks section.
Budget Modification No. 12 has been prepared to combine the following four existing bicycle lane projects into the new Sunnyvale Bicycle Lanes Project, and to appropriate a $12,000 developer contribution.
Budget Modification No. 12
FY 2014/15
|
Current |
|
Increase/ (Decrease) |
|
Revised |
Capital Projects Fund/ General Assets Subfund |
|
|
|
|
|
Revenues: |
|
|
|
|
|
Developer Contribution - Fair Oaks Expenditures: |
$0 |
|
$12,000 |
|
$12,000 |
New Project, Sunnyvale Bicycle Lanes Project 829720: Mathilda Bicycle Lanes |
$ 0 $98,916 |
|
$205,916 ($98,916) |
|
$205,916 $0 |
Project 829730: Wildwood Bicycle Lanes $30,000 ($30,000) $0 |
|
|
|
|
|
Project 830100: Moffett Park Drive Bike Facilities Project 830770: El Camino Real Bike Lanes |
$50,000 $15,000 |
|
($50,000) ($15,000) |
|
$0 $0 |
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) Award a contract in substantially the same form as Attachment 2 and in the amount of $160,940, to Chrisp Company for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; 2) Approve a 10% construction contingency in the amount of $16,094; 3) Make a finding of CEQA categorical exemption pursuant to Section 15304(h) for the installation of bike lanes within the existing rights-of-way, and 4) Approve Budget Modification No. 12 to combine four existing bicycle lane projects into the new Sunnyvale Bicycle Lanes Project, and to appropriate a $12,000 developer contribution.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by: Kent Steffens, Director, Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft General Construction Contract