REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Bassett and Laurelwood Bicycle Lane Project to O’Grady Paving, Inc. and Related Budget Amendment
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Bassett and Laurelwood Bicycle Lane Project (Project) proposes to install bicycle facilities on Bassett Street between Agnew Road and Laurelwood Road and on Laurelwood Road between Bassett Street and Lafayette Street (Attachment 1, Project Location Map) as identified in the City's Bicycle Plan. Specifically, the project will install a Class IIIB bicycle facility (share the road with traffic calming elements) on Bassett Street from Agnew Road to Chestnut Street, Class II bicycle lanes (5-foot bike lanes) on Bassett Street from Chestnut Street to Laurelwood Road, and Class II bicycle lanes on Laurelwood Road from Bassett Street to Lafayette Street.
On May 24, 2022 (Item 4I, RTC 22-254), the City Council adopted Resolution 22-9091 (Attachment 2) to remove on-street parking on the east side of Bassett Street (adjacent to the Union Pacific Railroad tracks) between Chestnut Street and George Street to accommodate the Project.
The Project scope of work includes items such as repair and placement of asphalt pavement, placement of slurry seal, curb installation and repair, installation of traffic calming, signage, striping, new Class II bicycle lane striping, and other necessary work. There is the potential that the Project may also install speed humps however, this is pending the necessary approvals required from adjacent property owners.
DISCUSSION
In November 2023, 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 November 30, 2023, the bid opening for the Project was held via video conference. Five bids were received ranging from $1,130,000 to $1,752,714. The Bid Summary is included as Attachment 3. The lowest bid submitted by O’Grady Paving, Inc, in the amount of $1,130,000, is 19 percent above the Engineer’s Estimate of $950,069.
O’Grady Paving’s bid was reviewed by the Department of Public Works and the City Attorney’s Office for compliance with the terms and conditions of the bid documents and has been determined to be the lowest responsive and responsible bid. Staff recommends awarding the construction contract to O’Grady Paving.
The award of contract will allow construction to commence in order to complete the roadway work during Summer 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.
FISCAL IMPACT
The approximate cost of the contract is $1,130,000, plus a 10 percent contingency, or $113,000, for any potential change orders for a total not-to-exceed contract amount of $1,243,000. Project funding of $1,266,715 is recommended to cover the contract cost and other minor expenses. This reflects an increase of $424,700 from the existing project budget of $842,015. This additional funding is recommended to be provided by reallocating $410,000 from the Pedestrian and Bicycle Enhancement Facilities Project in the Streets and Highways Capital Fund and from contributions from the Water Utility Capital Fund ($1,500) and the Sewer Utility Capital Fund ($13,200).
In RTC 23-880, approved by City Council on November 7, 2023, Traffic Mitigation Fee funding of $380,000 was reallocated from the Pedestrian and Bicycle Enhancement Facilities Project to create the Central Santa Clara Bicycle and Pedestrian Improvement Project. The recommended budget action below returns that funding. The Central Santa Clara Bicycle and Pedestrian Improvement Project is instead recommended to be funded by reallocating eligible Gas Tax funds from the Uncontrolled Crosswalk Improvement Project. The $380,000 of funds returned to the Pedestrian and Bicycle Enhancement Facilities Project, with an additional reallocation of $30,000, is recommended to fund $410,000 of the contract for the Bassett and Laurelwood Bicycle Lane project. The net effect to the Pedestrian and Bicycle Enhancement Facilities Project is a decrease of $30,000.
Staff recommends reallocating $1,500 from the Distribution System Replacement/ Restoration project in the Water Utility Capital Fund and $13,200 from the Sanitary Sewer System Improvements project in the Sewer Utility Capital Fund to the Bassett and Laurelwood Bicycle Lane Project for a portion of the project costs associated with those funds. This Project involves removing and replacing water valve boxes and adjusting sanitary sewer manhole covers.
Budget Amendment
FY 2023/24
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Streets and Highways Capital Fund |
|
|
|
|
Transfer From |
|
|
|
|
Sewer Utility Capital Fund |
$0 |
$13,200 |
$13,200 |
|
Water Utility Capital Fund |
$0 |
$1,500 |
$1,500 |
|
|
|
|
|
|
Expenditure |
|
|
|
|
Pedestrian and Bicycle Enhancement Facilities Project |
$653,066 |
($30,000) |
$623,066 |
|
Uncontrolled Crosswalk Improvement Project |
$1,407,117 |
($380,000) |
$1,027,117 |
|
Central Santa Clara Bicycle and Pedestrian Improvement Project |
$11,309,000 |
$0 |
$11,309,000 |
|
Bassett and Laurelwood Bicycle Lanes |
$842,015 |
$424,700 |
$1,266,715 |
|
|
|
|
|
|
Sewer Utility Capital Fund |
|
|
|
|
Expenditure |
|
|
|
|
Sanitary Sewer System Improvements |
$1,751,439 |
($13,200) |
$1,738,239 |
|
|
|
|
|
|
Transfer To |
|
|
|
|
Streets and Highways Capital Fund |
$0 |
$13,200 |
$13,200 |
|
|
|
|
|
|
Water Utility Capital Fund |
|
|
|
|
Expenditure |
|
|
|
|
Distribution System Replacement/Restoration |
$1,448,743 |
($1,500) |
$1,447,243 |
|
|
|
|
|
|
Transfer To |
|
|
|
|
Streets and Highways Capital Fund |
$0 |
$1,500 |
$1,500 |
COORDINATION
This report has been coordinated with the Finance Department, the Water & Sewer Utilities 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 the project to be exempt under CEQA Guidelines Section 15301 (Class 1) Categorical Exemption;
2. Award the Public Works Contract for the Bassett and Laurelwood Bicycle Lane Project (CE 19-20-07), to the lowest responsive and responsible bidder, O’Grady Paving, Inc, in the amount of $1,130,000 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 a final form approved by the City Attorney;
3. Authorize the City Manager to execute change orders up to approximately 10 percent of the original contract price, or $113,000, for a total contract not to exceed amount of $1,243,000; and
4. Approve the following FY 2023/24 budget amendments:
A. In the Streets and Highways Capital Fund, recognize a transfer from the Water Utility Capital Fund in the amount of $1,500 and a transfer from the Sewer Utility Capital Fund in the amount of $13,200, decrease the Uncontrolled Crosswalk Improvement Project by $380,000 (to replace the funding source for the Central Santa Clara Bicycle and Pedestrian Improvement Project), decrease the Pedestrian and Bicycle Enhancement Facilities Project by a net of $30,000 ($380,000 returned from the Central Santa Clara Bicycle and Pedestrian Improvement Project and reallocating $410,000 to the Bassett and Laurelwood Bicycle Lane Project), and increase the Bassett and Laurelwood Bicycle Lane Project by $424,700 (five affirmative Council votes required to appropriate additional revenue);
B. In the Water Utility Capital Fund, establish a transfer to the Streets and Highways Capital Fund and decrease the Distribution System Replacement/Restoration project by $1,500 (majority affirmative Council votes required); and
C. In the Sewer Utility Capital Fund, establish a transfer to the Streets and Highways Capital Fund and decrease the Sanitary Sewer System Improvements project by $13,200. (majority affirmative Council votes required).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Project Location Map
2. Resolution 22-9091
3. Bid Summary