REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the 2025 Americans with Disabilities Act (ADA) Curb Ramps Project to Villalobos & Associates, Inc.
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The 2025 ADA Curb Ramps Project (Project) consists of constructing Americans with Disabilities Act (ADA) compliant curb ramps at 23 intersections (Attachment 1). The scope of work also includes demolishing existing concrete, making slight modifications to adjacent surfaces and storm drain facilities to accommodate the new curb ramps, updating traffic striping and pavement markings, and other necessary work to complete the Project. The installation of ADA curb ramps continues the City’s efforts to enhance accessibility in the public right-of-way and locations include those requested by the public.
The Project is funded through a combination of Transportation Development Act Article 3 (TDA 3) funds and the City’s General Fund. Council previously approved the filing of applications to allocate TDA 3 funding for use towards construction of curb ramps, which were ultimately approved by the Metropolitan Transportation Commission (MTC). Council previously appropriated this TDA 3 funding in the ADA Transition Plan Implementation (Public Right of Way) project in the Capital Improvement Program budget.
DISCUSSION
In March 2025, a competitive Request for Bids (RFB) for construction of the Project was published on the City’s bid notification system, BidNet Direct. The RFB was viewed by various vendors, which included contractors, suppliers, plan rooms, builder exchanges, and more. Additional vendors were also able to view the RFB as members of various plan rooms and builder exchanges. Staff also reached out directly to contractors and vendors who had viewed similar projects in the past.
On April 10, 2025, the bid opening for the Project was held via video conference. Eight bids were received ranging from $543,486 to $982,825. The Bid Summary is included as Attachment 2. The lowest bid, submitted by Villalobos & Associates, Inc. (Villalobos) in the amount of $543,486 is 18.9 percent below the Engineer’s Estimate of $670,100. Villalobos’s bid was reviewed by staff and the City Attorney’s Office for compliance with the terms and conditions of the bid documents and was determined to be the lowest responsive and responsible bid. Staff recommends awarding the construction contract to Villalobos & Associates, Inc.
Award of the contract will allow construction to commence in order to complete the curb ramp work during the summer and fall of 2025. The contract includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
This project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301(c), “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing, and specifically includes the repair of existing highways and streets.
FISCAL IMPACT
The approximate cost of the contract is $543,486 plus a 15 percent contingency, or $81,523 for any potential change orders for a total not-to-exceed contract amount of $625,009. Staff recognizes the potential challenges of working with the existing infrastructure and therefore recommends a 15 percent construction contingency for this project. Funds are available in the ADA Transition Plan Implementation (Public Right of Way) project in the Streets and Highways Capital Fund.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine that the proposed actions are exempt from CEQA pursuant to Section 15301 (Existing Facilities) of Title 14 of California Code of Regulations;
2. Award the Public Works Contract for the 2025 Americans with Disabilities Act Curb Ramps Project to Villalobos & Associates, Inc., the lowest responsive and responsible bidder, in the amount of $543,486, and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project, in final forms approved by the City Attorney; and
3. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $81,523 for a total not to exceed amount of $625,009 in final forms approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Project Location Maps
2. Bid Summary