REPORT TO COUNCIL
SUBJECT
Title
Award of Bid No. PW18-13 for the Federally-Funded Sunnyvale-Saratoga Road Traffic Signal, Bicycle and Pedestrian Safety Project, Finding of California Environmental Quality Act (CEQA) Categorical Exemption and Approve Budget Modification No. 48.
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in the amount of $911,300 to Redgwick Construction, Co. of Oakland for Sunnyvale-Saratoga Road Traffic Signal, Bicycle and Pedestrian Safety Project, Public Works Project No. TR-14/03-16 and a 10% construction contingency in the amount of $91,130.
EXISTING POLICY
Section 1309 of the City Charter requires public works construction contracts to be awarded to the lowest responsive and responsible bidder. Further, pursuant to Section 2.09.040 of the Sunnyvale Municipal Code, City Council approval is required for public works 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
City Council approved a resolution of support for application for OBAG (One Bay Area Grant) federal funding at its February 26, 2013 meeting (RTC No. 13-046). Staff applied for 11 projects and was approved for seven projects. Santa Clara Valley Transportation Authority (VTA) allocated funds to the City. One of the six projects (two projects were combined into one) approved by the Metropolitan Transportation Commission was the Sunnyvale-Saratoga Road Traffic Signal Bicycle and Pedestrian Safety Project.
The existing intersection of Sunnyvale-Saratoga Road, Talisman Drive, and Mathilda Avenue allows northbound vehicles to continue to Sunnyvale-Saratoga Road via free right turn. Vehicles are turning at a high rate of speed and safe passage for pedestrian crossing is not delineated. Bicyclists attempting to transition from Talisman Drive to northbound Sunnyvale-Saratoga Road are also impacted by the high rate of speed through this corridor. This project will reconstruct the traffic signal at the intersection of Sunnyvale-Saratoga Road, Mathilda Avenue, and Talisman Drive; including a pedestrian signal component for crossing the free right turn from Sunnyvale-Saratoga Road to Sunnyvale Avenue, improve pedestrian crossings, upgrade ramps to meet ADA compliance, and stripe green bike lanes.
The design and construction support services contract for the project (TR 14-03-16) was awarded to TJKM Transportation Consultants (TJKM) on May 3, 2017 (RTC 16-0263), in the amount of $113,214. During the design, it was anticipated that there would be a budget shortfall to complete construction, with the actual shortfall determined once construction bids were received. A plan to bridge the difference between the engineers estimate and actual budget is outlined in the Fiscal Impact section below.
The construction project was advertised for competitive bidding on the City’s DemandStar public procurement network and distributed to Bay Area Builder’s Exchanges on January 5, 2018, with eighteen (18) contractors requesting bid documents. Sealed bids were opened on February 21, 2018, with two (2) responsive bids received. The bid summary is contained in Attachment No. 1. The lowest responsive and responsible bid was received from Redgwick Construction Company, in the amount of $911,300.
FISCAL IMPACT
Total funding in the amount of $1,037,430 is necessary to fund the contract award and contingency along with an additional $35,000 to cover consulting and other costs incurred. Available funding is allocated in Project 830110 - Sunnyvale-Saratoga Road Pedestrian Safety Signal and Project 820190 - Traffic Signal Hardware and Wiring. The funds in 820190 were originally scheduled for FY 2019/20, however, it will be moved up to pay for the shortfall in 830110.
Traffic signal reconstructions are scheduled on a two-year cycle with the first year being a design year and the second year being a construction year. Two traffic signals are programmed for each cycle. In FY 18/19, two signals anticipated to be reconstructed are Fair Oaks/California and Bernardo/Heatherstone, with construction following in FY 19/20. Advancing funds for the Sunnyvale-Saratoga Bike and Pedestrian Safety Project will require one of these locations to be deferred to a future year. Staff will evaluate which location will be the priority for FY 18/19 design during the project scoping phase.
Funding Source
The construction phase is funded through One Bay Area Grant (OBAG), Toll Credits and Gas Tax Fund. The current construction budget of $524,000, will be supplemented with funds from the Gas Tax Fund to pay for the balance of construction costs.
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 $911,300 to Redgwick Construction, Co., 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 $91,130.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft General Construction Contract