Title
Recommendation to Authorize the City Manager to Execute an Agreement with Columbia Electric, Inc. for Highway Safety Improvement Program Upgrades to Improve Pedestrian Safety Project, No. P.W. 01-24-04, in an Amount Not-to-Exceed $496,295, Including Contingency.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities). (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) issued plans and specifications for the Highway Safety Improvement Program (HSIP) - Pedestrian Safety Project (Project), No. P.W. 01-24-04 on January 24, 2024.The project will improve pedestrian safety with upgraded traffic signal equipment, signage and striping at four intersections: Santa Clara Avenue/Grand Street; Otis Drive/Willow Street; Otis Drive/Park Street; and Fernside Boulevard/San Jose Avenue. Staff requests City Council award the contract to Columbia Electric, Inc., the lowest responsive bidder, in an amount not-to-exceed $496,295.
BACKGROUND
The City received grant funding from the California Department of Transportation (Caltrans) for the HSIP - Pedestrian Safety Project (Project) to improve pedestrian safety through upgraded traffic signal equipment, signage and striping at four intersections. The Project application was submitted in October 2020 and the City has since advanced several street safety policies as part of the Alameda Vision Zero Policy. The final design for the HSIP improvements includes additional signage and striping improvements consistent with these policies.
The Project will improve pedestrian safety at the following four intersections:
1. Santa Clara Avenue/Grand Street
2. Otis Drive/Willow Street
3. Otis Drive/Park Street
4. Fernside Boulevard/San Jose Avenue
The four intersections have been identified as either a high crash intersection, located on a Tier 1 high injury corridor, or an improvement identified in a school safety assessment. This Project improves pedestrian safety through the installation of new audible pedestrian push buttons and signal heads, detectable warning surfaces at curb ramps to increase accessibility and facilitate safe pedestrian intersection crossing. Signing and striping upgrades include colored bulbouts with bollards, high-visibility crosswalks, and advanced stop bars that will reduce crossing distances, increase pedestrian visibility, and better define vehicle travel patterns.
DISCUSSION
To solicit the maximum number of bids and most competitive price, plans and specifications were provided to 17 separate builders’ exchanges throughout the Bay Area. Notices were also sent to contractors on the Public Works Department Contractor List. In addition, notices were placed on the City’s website and published in the Alameda Journal on January 26, 2024. Bids were opened on February 13, 2024. After a bidding period of 21 days, four contractors submitted bids. The bid result is as follows:
|
Bidder |
Location |
Bid |
|
Columbia Electric, Inc. |
San Leandro, CA |
$456,295.00 |
|
Gruendl Inc. dba Ray's Electric |
Oakland, CA |
$471,865.00 |
|
Tennyson Electric, LLC |
Livermore, CA |
$583,550.00 |
|
W. Bradley Electric, LLC. |
Novato, CA |
$609,628.00 |
Public Works staff contacted references provided by the lowest bidder and received positive feedback on the ability of the company to meet the project requirements and the quality and timeliness of their work.
The City has recently worked with each of the four contractors and considers the bid to be competitive. However, industry wide construction cost inflation is reflected in the bid results which are substantially higher than the engineer’s estimate of $289,210.
Staff recommend awarding a contract to Columbia Electric, Inc. for a total amount of $496,295, which includes a contingency in the amount of $40,000. The contractor is not guaranteed any of the contingency amount and use of the contingency will be at the sole discretion of the City for work not originally anticipated in the plans and specification. The specifications also informed the successful bidder that they shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. The contract is attached as Exhibit 1.
ALTERNATIVES
• Award the contract as presented.
• Adjust or modify scope within the contract. The scope is based, in part, on the grant parameters and therefore any changes would need to be discussed with Caltrans and may impact the grant funding.
• Do not award the contract and provide alternative direction to staff.
FINANCIAL IMPACT
Capital Improvement project (CIP) C13000 (sub) Traffic Signals and Systems - Pedestrian Safety has an available budget of $499,886 identified for the Project. The Project is funded by a state-funded HSIP grant totaling $249,076 and a local match of $24,024, with additional funds transferred from CIP C62000, Safe Routes to School Infrastructure on January 2, 2024 to account for the increased scope of work. Despite the bid results being significantly higher than estimated, sufficient funds are available for the contractual expenses within CIP C13000 (sub) Traffic Signals and Systems - Pedestrian Safety. Staff proposes that the anticipated administrative and construction management expenses of $30,300 come from the parent CIP, C13000 Traffic Signals and Systems which has an available unprogrammed budget of $173,379.
|
HSIP Pedestrian Safety Project Construction Budget |
|
Project Tasks |
Expenses |
|
Admin and Construction Management |
$30,300 |
|
Contractual Services Expense |
$496,925 |
|
TOTAL |
$527,225 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
General Plan policies support complete streets, which are designed for all modes of transportation as follows: General Plan policies LU-3 Complete Streets and ME-10 Movement, Action A, Complete Streets. The Project is also included in Resolution 15849, Making Significant Safety Improvements to Alameda Streets in 2022 and Beyond to End Fatalities and Serious Injuries. The Project is consistent with and helps implement the City’s Active Transportation Plan and Vision Zero Plan. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities).
CLIMATE IMPACT
Transportation generates over 70% of the greenhouse emissions in Alameda. Improving pedestrian safety supports non-carbon emitting modes of transportation and the use of transit, which reduces greenhouse gas emissions from the City’s transportation sector.
RECOMMENDATION
Authorize the City Manager to execute an agreement with Columbia Electric, Inc. for the HSIP Upgrades to Improve Pedestrian Safety Project, No. P.W. 01-24-04, in an amount not to exceed $496,295, including contingency.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Cody Lim, Project Manager
Scott Wikstrom, City Engineer
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. Agreement