REPORT TO COUNCIL
SUBJECT
Title
Actions on Award of Contract for the 2023 Americans with Disabilities Act (ADA) Curb Ramps Project to Villalobos & Associates, Inc., and Related Budget Amendments
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The 2023 ADA Curb Ramps Project (Project) consists of constructing Americans with Disabilities Act (ADA) compliant curb ramps at 12 intersections (Attachment 1). The scope of work includes demolishing existing concrete, making slight modifications to adjacent surfaces 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 for those with disabilities. The locations where curb ramps will be installed include locations 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. In May 2022, Council approved filing an application for allocation of TDA 3 funding for FY 2022/23 for use towards construction of curb ramps, and in September 2022, the Metropolitan Transportation Commission (MTC) approved the allocation. In February 2023, Council appropriated TDA 3 funding in the amount of $309,078 and established the Citywide Priority Curb Ramp project in the Capital Improvement Program budget.
DISCUSSION
In April 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 37 vendors on Periscope S2G, 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 May 11, 2023, bids for the Project were opened via video conference. The City received seven bids from Villalobos & Associates, Inc., SBV Concrete Inc. (dba Valley Concrete), ASG Builders, JJR Construction, Inc., Sposeto Engineering, Inc., FBD Vanguard Construction, Inc., and Wattis Construction Company ranging from $470,733 to $689,864. The Bid Summary is included as Attachment 2.
The lowest bid was submitted by Villalobos & Associates, Inc. (Villalobos) in the amount of $470,733, which is 6 percent below the Engineer’s Estimate of $500,860. Villalobo’s bid was reviewed by the Department of Public Works (DPW) 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 contract to Villalobos & Associates, Inc.
Award of the contract will allow construction to commence in order to complete the curb ramps during late summer and fall 2023. 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 $470,733, plus a 10 percent contingency of $47,073 for any potential change orders, for a total not-to-exceed contract amount of $517,806.
Transportation Development Act Article 3 (TDA 3) funding in the amount of $309,078 is available in the Citywide Priority Curb Ramp project (CIP 1287) in the Streets and Highways Capital Fund for the contract. Staff recommends transferring $207,228 from the Annual Curb Ramp Installation project (CIP 1250) in the Streets and Highways Capital Fund to the Citywide Priority Curb Ramp Project for the remaining funding necessary for the award of contract. The Annual Curb Ramp Installation project is supported by the General Fund Capital Projects Reserve and is to be used to replace existing curb ramps that do not comply with current ADA guidelines and/or the installation of new curb ramps to remove barriers for accessibility in the public right-of-way.
In addition, staff recommends transferring $1,500 from the Water Utility Capital Fund to the Citywide Priority Curb Ramp project for the portion of the project costs associated with those funds based on the bid. The removal and replacement of water valve boxes is part of the work necessary for installing the curb ramps.
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Budget Amendment FY 2022/23 |
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Current |
Increase/ (Decrease) |
Revised |
|
Water Utility Capital Fund |
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|
|
|
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|
|
|
Transfers To Streets and Highways Capital Fund |
$0 |
$1,500 |
$1,500 |
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|
|
|
|
|
Fund Balance Unrestricted Fund Balance |
$13,893,789 |
($1,500) |
$13,892,289 |
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|
|
|
|
|
Streets and Highways Capital Fund |
|
|
|
|
|
|
|
|
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Transfers From |
|
|
|
|
Water Utility Capital Fund |
$0 |
$1,500 |
$1,500 |
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|
|
|
|
|
Expenditures |
|
|
|
|
Annual Curb Ramp Installation |
$698,848 |
($207,228) |
$491,620 |
|
Citywide Priority Curb Ramp |
$309,078 |
$208,728 |
$517,806 |
COORDINATION
This report has been coordinated with the Finance Department, 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 proposed project qualifies for a Categorical Exemption under CEQA Guidelines Section 15301;
2. Award the Public Works Contract for the 2023 ADA Curb Ramps Project to the lowest responsive and responsible bidder, Villalobos & Associates, Inc., in the amount of $470,733, funded in the Streets and Highways Capital Fund, and authorize the City Manager to execute any and all documents, in a final form approved by the City Attorney, associated with, and necessary for the award, completion, and acceptance of this Project;
3. Authorize the City Manager to execute change orders up to 10 percent of the original contract price, or $47,073, for a total not to exceed amount of $517,806, funded in the Streets and Highways Capital Fund; and
4. Approve the following FY 2022/23 Budget Amendments:
A. In the Water Utility Capital Fund, establish a transfer of $1,500 to the Streets and Highways Capital Fund and decrease the Unrestricted Ending Fund Balance in the amount of $1,500 (five affirmative Council votes required for the use of unused balances);
B. In the Streets and Highways Capital Fund, recognize a transfer in from the Water Utility Capital Fund in the amount of $1,500, decrease the Annual Curb Ramp Installation project in the amount of $207,228, and increase the Citywide Priority Curb Ramp project in the amount of $208,728 (five affirmative Council votes required to appropriate additional revenue).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jōvan D. Grogan, City Manager
ATTACHMENTS
1. Project Location Maps
2. Bid Summary