REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the 2024 Americans with Disabilities Act (ADA) Curb Ramps Project to ASG Builders
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The 2024 ADA Curb Ramps Project (Project) consists of constructing Americans with Disabilities Act (ADA) compliant curb ramps at 17 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 federal Community Development Block Grants (CDBG) and the City’s General Fund. On May 7, 2024, Council approved the 2024-2025 Annual Action Plan, as required by the United States Department of Housing and Urban Development (HUD), for use of CDBG funds towards construction of ADA curb ramps. The CDBG National Objective for this activity is to Benefit Low- and Moderate-Income Persons or Households. The removal of architectural barriers to the mobility of elderly persons and/or the severely disabled is an activity that benefits a presumed benefit population (i.e., the beneficiaries are presumed to be low-income).
DISCUSSION
On May 15, 2024, a competitive Request for Bids (RFB) for construction of the project was published on the City’s bid notification system, Periscope S2G. The RFB was viewed by over 40 vendors, which included contractors, suppliers, plan rooms, builder exchanges, and more. Beyond the contractors and suppliers who viewed the RFB through Periscope S2G, additional vendors were also able to view the RFB as members of various plan rooms and builder exchanges. In addition, staff also reached out directly to distribute the RFB to contractors and vendors who have previously viewed similar projects in the past.
On June 6, 2024, the bid opening for the Project was held via video conference. Six bids were received ranging from $543,214 to $734,027. The Bid Summary is included as Attachment 2. The lowest bid, submitted by ASG Builders (ASG) in the amount of $543,214, is 13.2% below the Engineer’s Estimate.
ASG’s bid was reviewed by the Department of Public Works (DPW) 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 contract to ASG.
Award of the contract will allow construction to commence in order to complete the curb ramp work during the summer and fall of 2024. 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.
As a recipient of federal funding, the project also requires review under the National Environmental Policy Act (“NEPA”). An environmental review report was completed on May 30, 2024. This project is a categorically excluded activity which is exempt per 24 CFR 58.34 (a) (12) because it does not require any mitigation or compliance with any listed statutes or authorities. The activity consists of reconstruction or rehabilitation of public facilities and improvements, and specifically includes reconstruction of existing curbs and sidewalks involving no change in use.
FISCAL IMPACT
The approximate cost of the contract is $543,214, plus a 15 percent contingency, or $81,482, for any potential change orders for a total not-to-exceed contract amount of $624,696. Staff recognizes the potential challenges of working with the existing infrastructure and therefore recommends a 15 percent construction contingency for this project.
Funding for this Project was approved by City Council as part of the adoption of the FY 2024/25 and FY 2025/26 Capital Improvement Program Budget and FY 2024/25 Amended Operating Budget on June 25, 2024. Up to $600,000 of the Project costs is budgeted in the Annual Curb Cuts project, with CDBG funding in the Housing and Urban Development Fund, and the remaining Project costs are available from 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 <mailto: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. Determine that the proposed actions are exempt from NEPA pursuant to Section 58.35 (Categorical Exclusion) of Title 24 of the Code of Federal Regulations;
3. Award the Public Works Contract for the 2024 Americans with Disabilities Act Curb Ramps Project to ASG Builders, the lowest responsive and responsible bidder, in the amount of $543,214, 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
4. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $81,482 for a total not to exceed amount of $624,696 in final forms approved by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Project Location Maps
2. Bid Summary