REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW15-19 for Traffic Signal Modification - Sunnyvale-Saratoga Road at Fremont Avenue and Award of Bid No. PW15-20 for Traffic Signal Modification - Mathilda Avenue at Maude Avenue, and Finding of CEQA Categorical Exemption
Report
REPORT IN BRIEF
Approval is requested to award two construction contracts to Pacific Electric Contracting, Inc., of San Jose as follows: one for Bid No. PW15-19 for Traffic Signal Modification - Sunnyvale-Saratoga Road at Fremont Avenue (Public Works Project No.TR-13/05-14) in the amount of $221,098, and one for Bid No. PW15-20 for Traffic Signal Modification - Mathilda Avenue at Maude Avenue (Public Works Project No. TR-13/04-14) in the amount of $212,604. Approval is also requested for award of a 10% construction contingency on each project; $22,109 for PW15-19 and $21,260 for PW15-20.
These projects are federally-funded and administered by the State, as more fully described below.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) determination for these projects is a categorical exemption for existing facilities pursuant to Class 1 Section 15301(a).
BACKGROUND AND DISCUSSION
Both of these projects will provide for traffic safety improvements at the identified intersections. Construction includes installing new signal backplates with a yellow reflective stripe to enhance the visibility of the traffic signals, radar speed feedback signs, removing/salvaging the existing safety light fixtures and replacing them with new LED fixtures, and removing/salvaging the existing ADA pedestrian push buttons and replacing them with new accessible pedestrian signal push buttons.
The City of Sunnyvale has been awarded California Highway Safety Improvement Program (HSIP) grants for these two intersections. Sunnyvale-Saratoga at Fremont was awarded $230,100 in HSIP funding which, combined with $78,500 in City matching funds, creates a total of $308,600 to design and construct the project. Mathilda at Maude was awarded $284,100 in HSIP funding, and has a City match in the amount of $59,000, for a total of $343,600. The terms of the grant required that the City separately bid the projects. Grant funds in excess of the construction costs are allocated for design (already complete), construction management, and then post-construction asphalt testing and site inspection. It is expected that the grant funds will be fully expended.
The Invitations for Bids were issued as follows:
Bid Notice: Advertised in The Sun on March 6, 2015;
Provided to 18 Bay Area Builder's Exchanges;
Posted on Onvia Demandstar public procurement network; and
Published on the City's website.
Bid Response: 11 contractors requested bid documents
Bid Results: Sealed bids were publicly opened on March 6, 2015;
5 responsive bids were received for each project.
The lowest responsive and responsible bids were from Pacific Electric Contracting, Inc. as follows: PW15-19 (Traffic Signal Modification - Sunnyvale-Saratoga at Fremont) in the amount of $221,098, which is approximately 3% below the engineer's estimate of $228,000, and PW15-20 (Traffic Signal Modification - Mathilda at Maude) in the amount of $212,604, which is approximately 5% below the engineer's estimate of $223,000. The Bid Summaries are attached. Staff recommends accepting the bids from Pacific Electric Contracting, Inc., the lowest responsive and responsible bidder. Staff also recommends the award of a 10% construction contingency for each project.
FISCAL IMPACT
Project costs are as follows:
PW15-19 (Traffic Signal Modification - Sunnyvale-Saratoga Road at Fremont Avenue)
Construction $221,098
Construction contingency (10%) $22,109
Total cost $243,207
PW15-20 (Traffic Signal Modification - Mathilda Avenue at Maude Avenue
Construction $212,604
Construction contingency (10%) $21,260
Total cost $233,864
Budgeted funds are available in Capital Projects 829920 (Sunnyvale-Saratoga Road/Fremont Avenue Safety Improvements) and 829910 (Mathilda Avenue/Maude Avenue Safety Improvements), funded by Federal transportation monies distributed through California Highway Safety Improvement Program (HSIP) grants, with local matching funds from the Traffic Mitigation Subfund of the Capital Projects Fund.
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 finding of CEQA categorical exemption for existing facilities pursuant to Class 1, Section 15301(a) for both projects; 2) Award a contract, in substantially the same format as Attachment 3 to the report and in the amount of $221,098 to Pacific Electric Contracting, Inc. for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; 3) Award a contract, in substantially the same format as Attachment 4 to the report and in the amount of $212,604 to Pacific Electric Contracting, Inc. for the subject project, and authorize the City Manager to execute the contract when all the necessary conditions have been met; and 4) Approve 10% construction contingencies for both projects as follows: $22,109 for Sunnyvale-Saratoga at Fremont and $21,260 for Mathilda at Maude.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director, Finance
Reviewed by Manuel Pineda, Director, Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary (Traffic Signal Modification - Sunnyvale-Saratoga Road at Fremont
Avenue)
2. Bid Summary (Traffic Signal Modification - Mathilda Avenue at Maude Avenue)
3. Draft General Construction Contract (Traffic Signal Modification - Sunnyvale-
Saratoga Road at Fremont Avenue)
4. Draft General Construction Contract (Traffic Signal Modification - Mathilda Avenue
at Maude Avenue)