Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Chrisp Company for On-Call Striping and Signage, No. P.W. 02-20-08, in a Total Not to Exceed Expenditure of $750,000. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Public Works staff routinely engages specialty contractors to perform thermoplastic striping work as Public Works maintenance personnel do not have the capability or equipment to apply thermoplastic pavement markings. The $150,000 per year, five-year contract will allow staff to implement timely changes to pavement markings and signage in order to improve access and safety for all users of the road. Project funds will be encumbered on an annual basis from Capital Improvement Program (CIP) 96013, Traffic Calming.
BACKGROUND
Public Works has been using on-call striping contracts for over ten years. More recent contracts include work related to traffic signs and sign posts. These contracts help supplement traffic engineering work and allow for timely improvements without straining maintenance division resources. Additionally, Public Works maintenance personnel do not have the capability or equipment to apply thermoplastic pavement markings.
In Fiscal Year (FY) 2019-20, following an unusual trend of child-involved collisions, staff was able to utilize the on-call contract in place to provide immediate safety improvements to:
1. Buena Vista Avenue/Northwood Drive/Cambridge Drive
2. Encinal Avenue and High Street
3. Fernside Boulevard and Versailles Avenue
4. Grand Street between Shore Line Drive and Otis Drive
5. High Street/Fernside Boulevard/Gibbons Drive
6. Lincoln Avenue and Versailles Avenue
7. Lincoln Avenue and Willow Street
8. Main Street and W. Midway Avenue
9. San Antonio Avenue between Morton Street and Paru Street
10. Santa Clara Avenue and Bay Street
The work included restriping of faded pavement markings, replacing faded signs, daylighting of intersections, installing advance stop bars, installing crosswalks, installing high visibility crosswalks, installing centerlines, and various signage improvements.
Past yearly contracts were primarily under $50,000, with the ability to extend in one-year increments up to four times. With an increased desire to improve traffic safety, the City of Alameda (City) has established additional funding for traffic calming, which has allowed staff to increase this on-call contract amount.
DISCUSSION
To solicit the maximum number of bids and most competitive unit prices, a Request for Proposal (RFP) was provided to 16 separate builders’ exchanges throughout the Bay Area. In addition, notices were placed on the City’s web page and published in the Alameda Journal on July 23, 2020. After a bidding period of 21 days, two contractors submitted bids. Bids were opened on August 19, 2020.
|
Bidder |
Location |
Bid |
|
Chrisp Company |
Fremont, CA |
Unit Price Comparison |
|
Central Striping Services, Inc. |
Rancho Cordova, CA |
Unit Price Comparison |
The work under this contract is on-call so there is no pre-determined work at this time. The request for proposal asked for 101 different unit prices. In order to determine the lowest bidder, staff ranked these unit prices as well as compared the cost differences (Exhibit 1). The lowest bidder was Chrisp Company.
Public Works staff contacted references provided by the bidder and received positive feedback on the ability of the company to meet the project requirements and the quality and timeliness of their work. Staff recommends awarding a contract to Chrisp Company for a yearly amount not to exceed $150,000 and a total not to exceed amount of $750,000. The contractor is not guaranteed any of the contract amount as the contract will be used on an as-needed basis.
The RFP 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 2.
ALTERNATIVES
• Award contract as presented.
• Direct staff to adjust the amount of work in this contract.
• Do not award the contract and provide different direction to staff.
FINANCIAL IMPACT
The contract is budgeted in the Public Works Department’s CIP Program (96013), Traffic Calming with total funding in the amount of $700,000 allocated during the FY 2019-21 capital budget cycle, as shown below.
|
FY 2020-21 TRAFFIC CALMING CIP FUNDING |
|
Funding Source |
Amount |
|
General Fund (001) |
$200,000 |
|
Gas Tax (211) |
$100,000 |
|
DIF Transportation (340.11) |
$400,000 |
|
TOTAL |
$700,000 |
As of September 22, 2020, the Traffic Calming CIP had available expenditure budget of $610,316.
The not-to-exceed total project expense in FY 2020-21 of $180,000 includes an allowance of $15,000 for the planning and design of selected improvements, $15,000 for administration and construction management, and $150,000 for the construction bid.
|
FY 2020-21 ON-CALL STRIPING AND SIGNAGE CONTRACT BUDGET |
|
Project Tasks |
Expenses |
|
Planning/Concept/Design Consulting |
$ 15,000 |
|
Admin and Construction Management |
$ 15,000 |
|
Construction Capital |
$150,000 |
|
TOTAL |
$180,000 |
For FY 2020-21, if the on-call striping contract is fully expended, there would be approximately $430,316 in spending authority available in the Traffic Calming CIP to complete additional traffic calming improvements.
Future appropriations for the proposed five-year agreement would be subject to City Council approval and the contractor would be engaged on an as-needed basis.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under CEQA Guidelines Section 15301(c), Existing Facilities.
CLIMATE IMPACTS
This contract poses no discernable, adverse impacts to the climate.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Chrisp Company for on-call striping and signage, No. P.W. 02-20-08, in a total not to exceed expenditure of $750,000.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval.
Respectfully submitted,
Erin Smith, Interim Public Works Director
By,
Scott Wikstrom, Interim Deputy Public Works Director/City Engineer
Financial Impact section reviewed,
Annie To, Finance Director
Exhibits:
1. Unit Price Comparisons
2. Contract
cc: Eric Levitt, City Manager