Title
Recommendation to Authorize the City Manager to Execute an Agreement with Bay Cities Paving and Grading, Inc. for Clement Avenue Safety Improvements, Project No. P.W.08-23-19, for a Not- to-Exceed Amount of $4,791,344, including Contingency; and
Adoption of Resolution Amending the Fiscal Year 2023-24 Capital Budget by Defunding Revenue and Appropriations in Capital Improvement Program C11000 by $175,000, Defunding Revenue and Appropriations in Capital Improvement Program C61000 by $325,000, and Increasing Revenue and Appropriations for Capital Improvement Program C65200 by $500,000.
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 Clement Avenue Safety Improvements Project, No. P.W. 08-23-19, on August 17, 2023. This project is 1.2 miles in length, extends the Cross Alameda Trail and includes a two‐way separated bikeway, curb extensions, traffic signal modifications, sidewalk/curb ramp improvements, railroad track removal, resurfacing and stormwater enhancements. Staff requests City Council award the contract to Bay Cities Paving and Grading, Inc., the lowest responsive bidder, in an amount not-to-exceed $4,791,344, including contingency. In addition, staff requests City Council approve the proposed budget resolution to transfer funds between capital improvement projects.
BACKGROUND
The City has been working for several years on a redesign of Clement Avenue and the Cross Alameda Trail between Alameda Point and the Miller-Sweeney Bridge. Most of the trail is complete, sections are under construction, and others areas are still in the planning phase. The Cross Alameda Trail and the Clement Avenue Safety Improvements Project support City Council adopted policies regarding Vision Zero, greenhouse gas reduction and transportation mode shift.
In September 2019, City Council approved a preliminary design concept for the Clement Avenue project. In July 2020, City Council approved the final design concept for the project. Authorizing the agreement with Bay Cities Paving and Grading, Inc. will allow for construction to begin in late 2023/early 2024.
DISCUSSION
This phase of the Clement Avenue Safety Improvements Project is 1.2 miles in length and the scope of work includes extending the Cross Alameda Trail with a two‐way separated bikeway, curb extensions, traffic signal modifications, sidewalk/curb ramp improvements, railroad track removal, resurfacing and stormwater enhancements.
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 Sun on August 17, 2023. Bids were opened on September 20, 2023. After a bidding period of 34 days, eight contractors submitted bids. The bid result is as follows:
|
Bidder |
Location |
Bid |
|
Bay Cities, Paving & Grading |
Concord, CA |
$4,355,767.00 |
|
McGuire & Hester |
Alameda, CA |
$4,428,452.00 |
|
Redgwick Construction Co. |
Oakland, CA |
$4,849,434.00 |
|
Ghilotti Bros., Inc. |
San Rafael, CA |
$4,860,330.35 |
|
S&H Construction, Inc. |
Fremont, CA |
$4,968,600.00 |
|
D-Line Constructors, Inc. |
Oakland, CA |
$5,189,246.00 |
|
Gallagher & Burk, Inc. |
Oakland, CA |
$5,369,681.00 |
|
Granite Construction Co. |
Santa Clara, CA |
$6,278,631.35 |
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.
Staff recommends awarding a contract to Bay Cities Paving and Grading, Inc. for a total amount of $4,355,767, which includes a 10% contingency in the amount of $435,577. 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.
• Do not award the contract and provide alternative direction to staff.
FINANCIAL IMPACT
Capital Improvement Project (CIP) C65200 Clement Ave CAT - Grand to Broadway currently has available budget of approximately $4,357,682 for this agreement. The project is funded with various sources, including grant funds and monies allocated from Fund 231 (Measure BB Local Streets and Roads). A Construction Management contract in the amount of $581,490.79 was previously awarded and is encumbered to the project.
Additional funds totaling $500,000 are required to meet the total anticipated construction cost of $5,439,173.
|
Clement Ave Safety Improvements Project Construction Budget |
|
Project Tasks |
Expenses |
|
Construction Management (existing contract) |
$581,491 |
|
Admin and Construction Support |
$66,338 |
|
Contractual Services Expense |
$4,791,344 |
|
TOTAL |
$5,439,173 |
Staff is requesting to transfer $325,000 of funds budgeted in CIP C61000 Street Safety, and $175,000 of funds budgeted in C11000 Pavement Management, to CIP C65200, which will provide $5,439,173 in total funding to complete this project. The Street Safety project is funded with appropriations from the General Fund. Use of funds from Street Safety is requested because the Clement Avenue Safety Improvements Project is associated with improving safety for vulnerable road users and promotes biking and walking for transportation. The Pavement Management is funded by various sources, including Fund 231 (Measure BB Local Streets and Roads. Use of funds from Pavement Management is requested because the Clement Avenue Safety Improvements Project will improve pavement condition, and there is a remaining balance from the previous fiscal year paving budget.
|
Budget Request |
Revenue/ Expenditure |
Fund No. |
Fund Description |
Project Number |
Project Name |
Budget Amount |
|
Transfer Between Funds Request |
Decrease Expenditure Budget |
310 |
Capital Fund |
C61000 |
Street Safety |
-$325,000 |
|
|
Decrease Expenditure Budget |
310 |
Capital Fund |
C11000 |
Pavement Management |
-$175,000 |
|
|
Increase Expenditure Budget |
310 |
Capital Fund |
C65200 |
Clement Ave Safety |
$500,000 |
If the requested budget transfer is approved, the available project budget in CIP C65200 Clement Avenue Safety Improvements will total approximately $4,857,682. There are no additional appropriations requested from the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
General Plan policies support complete streets, which are designed for all modes of transportation. 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.
ENVIRONMENTAL REVIEW
In accordance with 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. The Cross Alameda Trail connects directly with the Seaplane Lagoon Ferry Terminal and multiple bus lines. Improving bicycle and 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 Bay Cities Paving and Grading, Inc. for the Clement Avenue Safety Improvements Project, No. P.W. 08-23-19, in an amount not-to-exceed $4,791,344 including contingency; and adopt a resolution amending the Fiscal Year 2023-24 Capital Budget by reducing revenue and expenditure appropriations in Capital Improvement Project C11000 by $175,000, reducing revenue and expenditure appropriations in Capital Improvement Project C61000 by $325,000, and increasing revenue and expenditure appropriations for Capital Improvement Project C65200 by $500,000.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Robert Vance, Public Works Deputy Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit
1. Contract