REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW17-19 for the Green Pavement Marking and Rectangular Rapid Flashing Beacon (RRFB) System Installation, Finding of California Environmental Quality Act (CEQA) Categorical Exemption, and Approval of Budget Modification No. 35 in the Amount of $32,889
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in the amount of $127,970 to Chrisp Company of Fremont for the Green Pavement Marking and Rectangular Rapid Flashing Beacon (RRFB) System Installation, and for a 10% construction contingency in the amount of $12,797. Approval is also requested for Budget Modification No. 35 in the amount of $32,889 to provide additional project funding.
EXISTING POLICY
Section 1309 of the City Charter requires public works construction contracts to be awarded to the lowest responsive and responsible bidder.
Section 1305 of the Charter states that at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by motion adopted by the affirmative votes of at least four members so as to authorize the transfer of unused balances appropriated for one purpose to another purpose, or to appropriate available revenue not included in the budget.
ENVIRONMENTAL REVIEW
The project categorically exempt under the California Environmental Quality Act (CEQA) Section 15301, minor alteration of existing highways and streets, bicycle and pedestrian trails involving negligible or no expansion of use beyond that which presently exists.
BACKGROUND AND DISCUSSION
On May 19, 2015, City Council Adopted a Resolution to Authorize the Filing of the Fiscal Year 2015/2016 Transportation Development Act (TDA) Article 3 Applications for Green Bike Lanes at conflict points along Evelyn Avenue and installation of a Rectangular Rapid Flashing Beacon (RRFB) system crossing Henderson Avenue at the intersection of Henderson Avenue and Lily Avenue (RTC No. 15-0438). These improvements were selected based on review of budgeted projects in the Resource Allocation Plan, as well as unbudgeted projects, review of TDA eligibility requirements, consideration of the Pedestrian Safety and Opportunities Study, Bicycle Capital Improvement Program and Bicycle Plan, School Traffic Study, citizen requests, as well as, Commission members' and staff's knowledge of bicycle and pedestrian facility safety needs in the City and BPAC recommendation.
The project was advertised for competitive bidding on December 16, 2016, with four general contractors requesting bid documents. Sealed bids were opened on January 18, 2017, with two responsive bids received. The lowest responsive and responsible bid was submitted by Chrisp Company of Fremont, in the amount of $127,970. The Bid Summary is attached. The bid amount exceeds the available budget. Consequently, a budget modification is recommended to complete the work. The Engineer’s Estimate was prepared utilizing the most recent cost data the City has on file related to this type of construction work. As a result of the current economic conditions, additional cost for mobilization and traffic control required due to the distance between work locations, and the large number of projects being constructed throughout the Bay Area, bid pricing has been consistently coming in higher than anticipated.
FISCAL IMPACT
Project cost consist of the base bid of $127,970 and a 10% contingency in the amount of $12,797, for a total of $140,767. The majority of the funding is available in Capital Project 832170 and 832180 from the Transportation Development Act (TDA) Article 3 grant. Of the $108,329 budgeted, $451 has been expended, leaving a funding gap of $32,889. As the original source of the funds are grant funded, to leverage the grant funding and to award the project, it is recommended Traffic Impact Fees be used to bridge this funding gap.
Budget Modification No. 35 has been prepared to appropriate additional funding for the RRFB on Henderson and Lily Avenues and Green Bike Lanes on Evelyn Avenue projects.
Budget Modification No. 35
FY 2016/17
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Capital Projects Fund Traffic Impact Fees Sub-Fund |
|
|
|
|
Reserves |
|
|
|
|
Capital Reserve |
$18,821,722 |
($32,889) |
$18,788,833 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Transfer to the Capital Projects Fund (Projects 832170 /832180) |
$0 |
$32,889 |
$32,889 |
|
|
|
|
|
|
Revenue |
|
|
|
|
Transfer in from Traffic Impact Fees Sub-Fund (Projects 832170 /832180) |
$0 |
$32,889 |
$32,889 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Project 832170 - RRFB on Henderson and Lily Avenues |
$34,706 |
$10,537 |
$45,243 |
|
|
|
|
|
|
Project 832180 - Green Bike Lanes at Evelyn Avenue |
$73,623 |
$22,352 |
$95,975 |
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 minor alterations of existing highways and streets, bicycle and pedestrian trails involving negligible or no expansion of use beyond that which presently exists; 2) Award a contract in substantially the same form as Attachment 2 to the report and in the amount of $127,970 to Chrisp Company 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 $12,797, and 4) Approve Budget Modification No. 35 in the amount of $32,889 to provide additional project funding.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
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