Title
Recommendation to Award a Five-Year Contract for an Amount not to Exceed a Total Five-Year Expenditure of $5,212,240, Subject to Budget Approval, to Rosas Brothers Construction for the Repair of Portland Cement Concrete Sidewalk, Curb, Gutter, Driveway, and Minor Street Patching, FY 2017-18, Phase 18, No. P.W. 02-17-21. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Award a Five-Year Contract for an Amount not to Exceed a Total-Five Year Expenditure of $5,212,236.52, Subject to Budget Approval, to Rosas Brothers Construction for the Repair of Portland Cement Concrete Sidewalk, Curb, Gutter, Driveway, and Minor Street Patching, FY 2017-18, Phase 18, No. P.W. 02-17-21.
BACKGROUND
The City of Alameda has approximately 260 miles of sidewalk and about 15,000 street trees within the public right-of-way. As the trees grow and mature, site conditions, such as narrow planting strips, high ground water, soil conditions, and over irrigation of adjacent private property, result in tree roots raising the sidewalk, curb, gutter, and pavement area. While the Alameda Municipal Code identifies the adjacent property owner as being responsible for maintaining the sidewalk, curb, gutter, and driveway approaches, the City’s long standing policy is to repair sidewalk damaged by street trees, all other repairs are the responsibility of the property owner. If the sidewalk lift is identified as the responsibility of the property owner, the City sends a letter to the property owner requesting the sidewalk be repaired.
The City contracts for the permanent repair of sidewalks, curbs, gutters, and driveway approaches damaged by street trees on an annual basis. The locations for repair are identified by resident calls and an annual inspection program. High pedestrian use areas, such as schools and shopping centers, are inspected annually. The remainder of the City is divided into five zones, with each zone being examined once every five years. Once a sidewalk lift caused by street trees has been identified it is forwarded to the Maintenance Division for a temporary repair. Temporary repairs are typically made within 30 days and consist of either placing a temporary asphalt fillet or grinding down the uplift. The location is then placed on a list for future sidewalk replacement. Based on available funding and the number of locations, permanent replacement of the sidewalk damaged by street trees may not occur for approximately five years. The project will replace approximately 14,000 linear feet of sidewalk.
DISCUSSION
On May 1, 2017 the Public Works Department sent out Plans and Specification for Repair of Portland Cement Concrete Sidewalk, Curb, Gutter, Driveway, and Minor Street Patching, FY 2017-18, Phase 18, No. P.W. 02-17-21. To solicit the maximum number of bids and most competitive price, plans and specifications were provided to 19 separate builders’ exchanges throughout the Bay Area, notices were sent to contractors on the Public Works Department contractor list. A notice was placed on the City’s web page on May 1, 2017, and published in the Alameda Journal on April 28, 2017. After a bidding period of 15 days, three contractors submitted bids. The bids were opened on May 16, 2017. The bid results are as follows:
|
Bidder |
Location |
Bid Amount |
|
Rosas Brothers Construction |
Oakland |
$1,001,575 |
|
JJR Construction |
San Mateo |
$1,144,265 |
|
SpenCon Construction, Inc. |
Danville |
$1,383,595 |
Staff contacted two references provided by the low bidder and received positive feedback about the quality and timeliness of their work. Staff recommends awarding a contract to Rosas Brothers Construction, for a first year total amount of $1,001,575. This contract may be mutually extended on a year-by-year basis, for up to four additional years, based, at a minimum, on satisfactory performance of all aspects of the contract and upon the sole discretion of the Public Works Director. If extended, the contract would be for the same terms and cost, plus an annual increase equal to the construction price index increase for the San Francisco Bay Area appropriate to the trades associated with the work as reported in the Engineering News Record for the previous calendar year. The total five year contract price shall not exceed a total five year expenditure of $5,212,240 (rounded up from $5,212,236.52). It is expected that this contract will commence on or about August 21, 2017 and that the work will be completed by June 30, 2018. 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.
|
Contract |
Estimated Construction Cost Index (CCI) |
CCI Total Each Year |
TOTAL |
|
Original FY17-18 |
0% |
$ 0.00 |
$1,001,575.00 |
|
1st Amend FY18-19* |
2% |
$20,031.50 |
$1,021,606.50 |
|
2nd Amend FY19-20* |
2% |
$20,432.13 |
$1,042,038.63 |
|
3rd Amend FY20-21* |
2% |
$20,840.77 |
$1,062,879.40 |
|
4th Amend FY21-22* |
2% |
$21,257.59 |
$1,084,136.99 |
|
TOTAL FIVE YEARS |
8% |
$82,561.99 |
$5,212,236.52 |
FINANCIAL IMPACT
For Fiscal Years 2017-18 and 2018-19, the project is budgeted in the Capital Improvement Program (Project No. 91801), with monies allocated from the Gas Tax Fund (Fund 211) and Construction Improvement Tax Fund (Fund 164). If the contract is extended, cost for years three to five is subject to future Budget approvals. There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under the CEQA Guidelines Section 15301(c), Existing Facilities.
RECOMMENDATION
Award a five-year contract for an amount not to exceed a total five-year expenditure of $5,212,240, subject to Budget approval, to Rosas Brothers Construction for the repair of Portland Cement concrete sidewalk, curb, gutter, driveway, and minor street patching, FY 2017-18, phase 18, No. P.W. 02-17-21.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Shahram Aghamir, City Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract