REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Mission College Boulevard Bike Lane Project and Related Budget Amendments
Report
BACKGROUND
On November 21, 2017, the City Council approved and authorized the City Manager to execute the Congestion Management Program Transportation Fund for Clean Air Agreement with the Santa Clara Valley Transportation Authority for a grant of $109,500 to the City to complete the design and construction of the Mission College Bike Lane Project. Combined with a local match of $265,500 in funding from the City’s Traffic Mitigation Program Fund and with total funding equaling $375,000, the Mission College Boulevard Bike Lane Project (“Project”) proposes to add a Class II bicycle lane facility further explained below along Mission College Boulevard from Great America Parkway to the Santa Clara/Sunnyvale City Limit near Wildwood Avenue. The Project will close the Class II bicycle facilities gap between the existing Class II bicycle lanes on Mission College Boulevard east of Great America Parkway and the existing Class II bicycle lanes on Wildwood Avenue in Sunnyvale, as seen in the Project Location Map included as Attachment 1.
The Project consists of applying approximately 257,876 square feet (3.2 lane-miles) of pavement slurry seal, removing and replacing approximately 13,500 square feet of failed pavement areas, removing and replacing existing thermoplastic traffic striping and pavement markings, and installing 4,935 feet (or 0.93 miles) of new bicycle lanes, green painted bicycle lanes in conflict areas (areas where weaving of vehicles and bicycles occur), and corresponding bicycle lane signage. It will also include traffic signal bicycle detection loops at the intersections of Mission College Boulevard at Mission College Entrance and Great America Parkway.
The proposed bicycle lanes will complete an east-west corridor between Lawrence Expressway and San Tomas/Montague Expressway north of Highway 101 for bicycle commuters, and will provide a direct link for bicyclists from areas near the Sunnyvale border to the destinations of the Mission College campus, Great America Theme Park, Levi’s Stadium, and the Mercado shopping center. This segment is included in the City’s current Bicycle Plan and the Santa Clara Valley Transportation Authority’s adopted Santa Clara Countywide Bicycle Plan as a cross county bicycle corridor.
DISCUSSION
On November 21, 2018, bids were opened for construction of the Project. Four bids were received ranging from $415,098 to $442,232. The Bid Summary is included as Attachment 2.
The lowest bid in the amount of $415,098, submitted by O’Grady Paving Inc., is approximately 21.5% higher than the Engineer’s Estimate of $341,712. The bids were prepared in a competitive environment with multiple contractors bidding for the project; therefore, the bid prices reflect the current market condition in the Bay Area. While the bids are higher than the engineer’s estimate, staff recommends awarding the contract as all bids were close in price and there is no guarantee that re-bidding the Project in the current economic climate will produce a substantially lower bid result. A budget amendment in the amount of $101,355 from the Streets and Highway Fund in the Pedestrian and Bicycle Enhancement Facilities Project (CIP 533-1220) is necessary to award the contract to the lowest bidder including a 10% contingency for unforeseen work.
O’Grady Paving Inc.’s bid was reviewed for compliance with the terms and conditions of the Bid Documents and has been determined to be the lowest responsive and responsible bidder. The Project is scheduled for completion in summer 2019.
ENVIRONMENTAL REVIEW
This project is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA Guidelines Section 15304 (h) Minor Alterations to Land, the creation of bicycle lanes on existing right of ways.
FISCAL IMPACT
On November 21, 2017, the City Council approved and authorized the City Manager to execute the Congestion Management Program Transportation Fund for Clean Air (TFAC) Agreement with the Santa Clara Valley Transportation Authority for a grant of $109,500 to the City to complete the design and construction of the Mission College Bike Lane Project, combined with a local match of $265,500 in funding from the City’s Traffic Mitigation Program Fund for a total funding equal to $375,000.
In August 17, 2018, $17,171 was spent to allow City forces to perform crack seal treatments to certain pavement sections of Mission College Boulevard, which lowered the current budget to $357,829. In November 2018, bid publication costs lowered the carry forward amount by $2,576, bringing the current budget to $355,253.
The cost of the contract is $415,098, plus 10% contingency in the amount of $41,510 for any potential change orders, for a total not-to-exceed amount of $456,608. Total additional appropriations of $101,355 are needed as the lowest bid is approximately 21.5% higher than the Engineer’s Estimate. The additional funding need of $101,355 is available in the Streets and Highway Fund in the Pedestrian and Bicycle Enhancement Facilities Project (CIP 533-1220).
BUDGET AMENDMENT
|
Fund 533 - Streets and Highways |
2018/19 Current Budget |
Increase/ (Decrease) |
2018/19 Revised Budget |
|
Revenue |
|
|
|
|
Carry forward |
$ 375,000 |
$ - |
$ 375,000 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
Mission College Blvd. Crack Seal |
$ 375,000 |
($ 17,171) |
$ 357,829 |
|
Bid Publication Costs |
$ 357,829 |
($ 2,576) |
$ 355,253 |
|
|
|
|
|
|
Budget Amendment |
|
|
|
|
Pedestrian & Bicycle Enhancement Facilities (CIP 533-1220) |
$272,079 |
($101,355) |
$170,724 |
|
Mission College Boulevard Bike Lane Project (CIP 533-1210) |
$355,253 |
$101,355 |
$456,608 |
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. Award a contract to the lowest responsive and responsible bidder, O’Grady Paving, Inc., in the amount of $415,098 and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project;
2. Authorize the City Manager to execute change orders up to approximately 10% of the original contract price, or $41,510, for a total not to exceed amount of $456,608; and
3. Approve the related budget amendment transferring $101,355 from the Streets and Highway Fund - Pedestrian & Bicycle Enhancement Facilities to the Mission College Boulevard Bike Lane Project
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Project Location Map
2. Bid Summary