REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Safe Routes to School Pedestrian Infrastructure Improvements Project and Related Budget Amendment
Report
BACKGROUND
On January 10, 2017, City Council approved and authorized the City Manager to execute a Congestion Management Program Transportation Fund for Clean Air (TFCA) Agreement with the Santa Clara Valley Transportation Authority for a grant of $290,000 for the Safe Routes to School (SRTS) Pedestrian Infrastructure Improvements Project (Project). To support the grant application for this project, the City offered a local funding match amount of $75,000 which results in total project funding of $365,000. The original FY 2016-2017 TFCA grant included a list of seven schools to analyze for potential pedestrian improvements: 1) Scott Lane Elementary School, 2) Bowers Elementary School, 3) Briarwood Elementary School, 4) Montague Elementary School, 5) Haman Elementary School, 6) Sutter Elementary School, and 7) Cabrillo Middle School. However, during the design phase in 2018, it was determined that the total project funding of $365,000 was not sufficient to design and construct pedestrian improvements at all seven schools.
Consequently, staff evaluated all seven schools and determined that the most effective use of project funds was to provide pedestrian improvements at the following four schools based on the need for pedestrian improvements in the vicinity of these schools and suggested walking and biking routes developed through the SRTS Education and Outreach Program: 1) Scott Lane Elementary School, 2) Bowers Elementary School, 3) Briarwood Elementary School, and 4) Montague Elementary School (Attachment No. 1). At this time, the Project does not include pedestrian improvements at the following three schools: Haman Elementary School, Sutter Elementary School, and Cabrillo Middle School. Any potential future pedestrian improvements at these three schools will be based on the recently conducted walk audits at these schools and assessment of needs, and may be addressed through future grant funding opportunities, such as TFCA funding, in addition to the Santa Clara School Access Improvements Project funded through the One Bay Area Grant (OBAG2) with construction funding available in 2022.
Specifically, the Project will install the following improvements at the following four schools:
1. Scott Lane Elementary School: Rectangular Rapid Flashing Beacon (RRFB), pedestrian improvements such as Americans with Disabilities Act (ADA) curb ramps, and signing and striping improvements at the intersection of Los Padres Boulevard/Royal Drive.
2. Briarwood Elementary School: RRFB, ADA curb ramps, and signing and striping improvements at the intersection of Cabrillo Avenue/Townsend Avenue.
3. Bowers Elementary School: ADA curb ramps, and signing and striping improvements at the intersection of Barkley Avenue/Wade Avenue.
4. Montague Elementary School: ADA curb ramps and striping improvements at the intersection of Laurie Avenue/Argus Way.
These pedestrian improvements are designed to remove barriers and improve safety for students walking, bicycling, and scootering to these four elementary schools.
On August 24, 2018, the City contracted with Kimley-Horn and Associates to perform the design work for the Project and on January 2, 2019, the Project was advertised for public bid.
DISCUSSION
On January 23, 2019, bids were opened for construction of the Project. Six (6) bids were received ranging from $345,269 to $490,478. The Bid Summary is included as Attachment 2.
The lowest bid in the amount of $345,269 submitted by J.J.R. Construction, Inc. is approximately 3% above the engineer’s estimate of $ 334,400. 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 slightly higher than the Engineer’s Estimate, staff recommends awarding the contract as there is no guarantee that re-bidding the Project in the current economic climate will produce a substantially lower bid result. J.J.R. Construction, Inc. was reviewed for compliance under the terms and conditions of the Project Contract Documents, and has been determined to be the lowest responsive and responsible bidder. The Project is scheduled for completion in summer 2019.
ENVIRONMENTAL REVIEW
The Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Section 15301(c) Existing Facilities, as the activity consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination.
FISCAL IMPACT
The SRTS Pedestrian Infrastructure Improvements Project (533-1392) was funded at $365,000. However, the cost of the contract is $345,269, plus a 10% contingency of $34,527, for a total not-to-exceed amount of $379,796. Further, in August 2018, the City also executed a design contract with Kimley-Horn and Associates for the not-to-exceed amount of $83,750. Due to grant funding deadlines, the City procured $30,977 in traffic signal equipment in advance to ensure successful schedule completion. Finally, bid and advertisement costs are $3,499. This results in a total project cost of $498,022 with a funding need of $133,022.
Therefore, in order to complete the project, staff recommends an additional appropriation of $133,022. The additional funding needed is available in the City’s Neighborhood Traffic Calming Project (CIP 533-1211) which was the CIP project that provided the original local match funds. While the SRTS Pedestrian Infrastructure Improvements Project supports and implements the improvement generally described in the Neighborhood Traffic Calming Project, the shift in funding will reduce the available City funds to construct traffic calming improvements citywide. Staff will evaluate in the next capital budget cycle whether additional available funds or upcoming grant opportunities could be allocated to offset the reduction in traffic calming resources.
BUDGET AMENDMENT
FY 2018/19
|
Streets and Highways (533) |
Current |
Increase/ (Decrease) |
Revised |
|
Expenditures |
|
|
|
|
Neighborhood Traffic Calming Project (533-1211) |
$676,632 |
($133,022) |
$543,610 |
|
SRTS Pedestrian Infrastructure Improvements Project (533-1392) |
$365,000 |
$133,022 |
$498,022 |
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. Letters were sent to the Principals of the four schools informing them about the Project. 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 the Public Works Contract for the SRTS Pedestrian Infrastructure Improvements Project (CE 18-19-05) to the lowest and responsive bidder, J.J.R. Construction, Inc. in the amount of $345,269 and authorize the City Manager to execute any and all documents associated with and necessary for the award, completion, and acceptance of the Project;
2. Authorize the City Manager to execute change orders up to 10% of the original contract amount, or $34,527 for a total not-to-exceed amount of $379,796; and
3. Approve the related budget amendment transferring $133,022 from City’s Neighborhood Traffic Calming Project to the SRTS Pedestrian Infrastructure Improvements Project.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Location Map
2. Bid Summary