Title
Recommendation to Authorize the City Manager to Execute an Agreement with Bayside Stripe & Seal, Inc. for the Fiscal Year 2020-21 Sign and Striping Maintenance Project, No. P.W. 02-20-13, in an Amount Not to Exceed Amount of $281,843; and
Adoption of Resolution Amending the Fiscal Year 2020-21 Capital Budget by Reducing Revenue and Expenditure Appropriations in Capital Improvement Program 91811 by $328,524 and Increasing Revenue and Expenditure Appropriations for Capital Improvement Program 96011 by $328,524. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City of Alameda (City) has over 125 centerline miles of roadway and 969 intersections, providing access and circulation to every resident and business in the city. Beginning with the Fiscal Year (FY) 2017-19 budget, the City established an annual capital project to methodically refresh and replace pavement markings and signs in order to ensure that pavement markings and control signs (stop/yield) are properly maintained. This project will refresh striping and pavement markings at 131 intersections.
BACKGROUND
Public Works staff will focus on intersections as they have heightened safety considerations. The pavement markings and signs at intersections help to control the right-of-way and preserve the safety of pedestrians, bicyclists, and motorists. Although intersections are the program’s initial focus, midblock sections or segments of roadway may be considered for inclusion based on condition.
In FY 2019-20, staff was able to use two fiscal years of funding to:
1. Refresh 242 intersections in the west end zone, 64 of which were in Alameda Point
2. Restripe Main Street, from Pacific Avenue to the Main Street Ferry Terminal - converting it from a four-lane roadway to a three-lane roadway with Class 2 bike lanes.
For FY 2020-21, staff began the condition assessment of intersection pavement markings and signs in the east end zone of the city, bounded by Grand Street and East Shore Drive. Within this zone, 131 intersections were identified to be restriped and/or have signs replaced. All other intersections within this zone are in good striping condition.
Public Works maintenance personnel do not have the necessary training, capacity at this time, or equipment to apply thermoplastic pavement markings. Without this contract, the level of deferred maintenance for pavement markings and control signs will increase.
DISCUSSION
To solicit the maximum number of bids and most competitive price, 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, three contractors submitted bids. Bids were opened on August 19, 2020, with the following results:
|
Bidder |
Location |
Bid |
|
Bayside Stripe & Seal, Inc. |
Petaluma, CA |
$245,081 |
|
Central Striping Services, Inc. |
Rancho Cordova, CA |
$257,497 |
|
Chrisp Company |
Fremont, CA |
$287,537 |
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 Bayside Stripe & Seal, Inc. for a total amount of $281,843, which includes a 15% contingency in the amount of $36,762. The contractor is not guaranteed any of the contingency amount and the use of the contingency will be at the sole discretion of the City for work not originally anticipated in the RFP.
It is expected that this project will commence in October 2020 and be completed by April 2021. The RFP 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 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
A total of $200,000 is currently budgeted in the Signs, Pavement Markings Capital Improvement Program (CIP) 96011. The funding source is Measure B Local Streets and Roads (Fund 215.1).
Staff is requesting to transfer the remaining budget in CIP 91811 FY17-19 Signs, Curb Painting, and Pavement Markings, which is approximately $328,524, to the FY 19-21 Signs, Curb Painting, and Pavement Markings CIP, which will provide $528,524 in available funding to complete this project. The funding source for CIP 91811 is Gas Tax (Fund 211).
|
Fund/Account |
Amount |
|
CIP 91811 FY 17-19 Signs, Curb Painting, Pavement Markings |
|
|
Reduce Gas Tax Revenue/Contractual Services Expense |
$328,524 |
|
CIP 96011 FY 19-21 Signs, Curb Painting, and Pavement Markings |
|
|
Increase Gas Tax Revenue/Contractual Services Expense |
$328,524 |
The contract is budgeted in the Public Works Department’s CIP Program (96011), with funds in the amount of $528,524, if the budget transfer is approved. The contract’s annual costs are budgeted in the Gas Tax (Fund 211), and Measure B Local Streets and Roads (Fund 215.1).
There is no impact to the General Fund.
|
FY 2020-21 SIGN & STRIPING MAINTENANCE PROJECT BUDGET |
|
Funding Source |
Approval |
Budget |
|
Measure B Local Streets and Roads |
FY2019-21 |
$200,000 |
|
Gas Tax |
FY2017-19, Transfer to 96011 |
$328,524 |
|
TOTAL |
|
$528,524 |
|
FY 2020-21 SIGN & STRIPING MAINTENANCE PROJECT BUDGET |
|
Project Tasks |
Expenses |
|
Planning/Concept/Design Consulting |
$ 28,000 |
|
Admin and Construction Management |
$ 28,000 |
|
Construction Capital |
$281,843 |
|
TOTAL |
$337,843 |
The estimated total project expense of $337,843 includes $28,000 for the planning and design phase, $28,000 for administration and construction management, and $281,843 for the construction bid. If the not-to-exceed contract is fully expended, there would be approximately $190,681 in available to complete additional striping maintenance work planned for calendar year 2021.
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 pursuant to CEQA Guidelines Section 15301(c), Existing Facilities.
CLIMATE IMPACTS
Staff used the City’s Typical Applications for Marked Crosswalks to identify 35 locations where crosswalks could be added, crosswalks could be converted to high visibility crosswalks, or advance stop bars could be provided. These improvements should help promote walking and be beneficial for the climate. This project poses no discernable, adverse impacts to the climate.
RECOMMENDATION
Adopt a resolution amending the FY 2020-21 Capital Improvement Program budget by reducing revenue and appropriations in Capital Improvement Program 91811 by $328,524 and increasing revenue and appropriations for Capital Improvement Program 96011 by $328,524; and
Authorize the City Manager to execute an agreement with Bayside Stripe & Seal, Inc. for the FY 2020-21 sign and striping maintenance project, No. P.W. 02-20-13, in a total not to exceed amount of $281,843.
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
Exhibit:
1. Contract
cc: Eric Levitt, City Manager