REPORT TO COUNCIL
SUBJECT
Title
Award Bid No. PW17-16 for ADA Curb Ramps CDBG 2017 Project (PW17-16), Make CEQA Finding of Categorically Exempt, and Approve Budget Modification No. 23 in the Amount of $40,000
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in the amount of $174,600 to SpenCon Construction of Danville for the Curb Ramps CDBG 2017 Project (Public Works Project No. ST-17-07), with a contingency in the amount of $14,000 in order to utilize all available grant funding. Approval is also requested for Budget Modification No. 23 to provide an additional $40,000 in CDBG funding to the project budget.
EXISTING POLICY
Section 1309 of the City Charter requires public works construction contracts to be awarded to the lowest responsive and responsible bidder.
ENVIRONMENTAL REVIEW
The project is categorically exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(c) and (d) because the project involves the restoration or rehabilitation of existing facilities (deteriorated or damaged sidewalks, gutters and similar facilities) involving negligible or no expansion of use beyond that presently existing.
BACKGROUND AND DISCUSSION
Capital Project 832020 (ADA Curb Retrofits (CDBG)) provides federal Community Development Block Grant (CDBG) funds to accelerate curb ramp construction to meet Americans with Disabilities Act (ADA) standards. City staff have visited and documented various ramp locations. Ramp installation is prioritized to provide the greatest benefit to the greatest number of people. This project will provide for the installation of approximately 24 ADA compliant curb retrofits across the City. As outlined in the Council approved Action Plan (RTC 16-0041) staff estimated the cost for these ramps at approximately $150,000, based on similar projects completed in recent years.
The project was advertised for competitive bidding in the Sunnyvale Sun on October 14, 2016, distributed to Bay Area Builders’ Exchanges and published on the City’s website. Eight contractors requested bid documents. Sealed bids were publicly opened on November 2, 2016, with five bids received. The lowest responsive and responsible bid was submitted by SpenCon Construction with a base bid of $174,600, slightly higher than the staff estimate. An additional $40,000 is available for this project from the CDBG reserve (unspent fund balance from the previous curb ramp project), to bring the total to $190,000, to cover the lowest bid and some contingency. Because this would be a change to the project budget of less than 30 percent, it does not require a formal amendment to the City’s Action Plan or formal review by the U.S. Department of Housing and Urban Development (HUD), the federal agency that disburses and oversees the CDBG funds. However it does require a budget modification pursuant to City policies, which is provided below. The change to the project budget will be reflected in the fiscal year-end performance report that is submitted to HUD for review, and staff will update the Action Plan document on the Housing Division webpage to reflect this change.
FISCAL IMPACT
The base bid cost for this project is $174,600. Approximately $149,000 is available in Capital Project 832020, ADA Curb Retrofits (CDBG). Additional CDBG funding in the amount of $40,000 is recommended to fund the project and provide for a $14,000 contingency. If the contingency is not needed for unanticipated cost over-runs, it can be used to provide additional ramps identified by Public Works staff.
Budget Modification No. 23 has been prepared to appropriate additional funding to fund the ADA Curb Retrofits (CDBG) project.
Budget Modification No. 23
FY 2016/17
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Community Development Block Grant Fund |
|
|
|
|
Reserves |
|
|
|
|
CDBG Fund Reserve |
$137,066 |
($40,000) |
$97,066 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Project 832020 - ADA Curb Retrofits (CDBG) |
$150,000 |
$40,000 |
$190,000 |
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 CEQA categorical exemption pursuant to CEQA Guidelines Section 15301(c) and (d) because the project involves the restoration or rehabilitation of existing facilities (deteriorated or damaged sidewalks, gutters and similar facilities) involving negligible or no expansion of use beyond that presently existing; 2) award a contract in substantially the same form as Attachment 2 to the report and in the amount of $174,600 to SpenCon Construction and authorize the City Manager to execute the contract when all necessary conditions have been met; 3) approve a construction contingency in the amount of $14,000 in order to utilize all available grant funding; and 4) approve Budget Modification No. 23 to provide $40,000 in CDBG funding.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Suzanne Isé, Housing Officer
Reviewed by: Manuel Pineda, Director of 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