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AGENDA BILL Agenda Item No. 5(F) Date: December 18, 2012 To: El Cerrito City Council From: Jerry Bradshaw, Public Works Director / City Engineer Yvetteh Ortiz, Engineering Services Manager Subject: Arlington Boulevard at Madera and Brewster Drives Safety Improvements Project ACTION REQUESTED Adopt a resolution approving plans, accepting bids, and authorizing the City Manager to execute a contract in the amount of $129,648 with Ray’s Electric and to approve change orders in an amount not to exceed $19,447 (15%) for the construction of the Arlington Boulevard at Madera and Brewster Drives Safety Improvements Project, City Project No. C-3047, Federal Project No. SRTS-5239 (016). BACKGROUND Public Works staff applied for a federal grant from the Safe Routes to School (SRTS) Program and was successful in being awarded a grant of $230,470 for the Arlington Boulevard at Madera and Brewster Drives Safety Improvements Project. This project will improve safety for students walking to Madera Elementary School along Arlington Boulevard. Arlington Boulevard is a minor arterial street, which is designated as a "Pedestrian Route" in the El Cerrito Circulation Plan for Bicyclists and Pedestrians. This route links several key destinations in the City including Madera Elementary School and Arlington Park. Uncontrolled school crosswalks serving Madera Elementary School are located on the south leg of Arlington Boulevard at Madera Drive and north leg of Arlington Boulevard at Brewster Drive. The project consists of the following specific improvements: 1) Installation of curb bulb-outs at the crosswalks on Arlington Drive at Madera Drive and Brewster Drive; 2) Installation of new in-pavement flashing lights with pedestrain detection devices, enhanced pedestrian crosswalk warning signs with rectangular flashing beacons, and interconnected advance flashing beacons and warning signs for the crosswalk at Madera Drive; and 3) Construction of ADA-compliant ramps at both intersections. The project was advertised for bid in the West County Times on October 15 and 22, 2012. Notices were mailed directly to all contractors on our bidders list and several plan rooms. ---PAGE BREAK--- Agenda Item No. 5(F) ANALYSIS Seven bids were received on November 10, 2012 with the following results: Name Location Bid Ray's Electric Oakland $ 129,648.00 California Constructores San Pablo $ 142,822.48 AJW Construction Oakland $ 143,184.00 Golden Bay Construction Hayward $ 145,818.50 Redgwick Construction Company Newark $ 157,244.00 *Sposeto Engineering Livermore $ 1,284,460.80* Synergy Project Management San Francisco $ 210,335.00 Engineer's Estimate $ 149,753.97 * Contained an error in the unit price that resulted in an unintended and extraordinarily high cost for one of the bid items. Prior to the correction, their apparent bid was $195,460. The low bid of $129,648 is approximately 13% below the engineer's estimate of $149,753.97. One likely reason for this is that Ray's Electric will perform the major element of work, the in-road lighting system, by itself. This work is typically done under subcontract to a prime contractor, as the other bidders on this project intended to do. Since Ray's Electric is qualified to do this work and has the appropriate license, they eliminate the mark -up that a typical prime contractor would add to this item of work. Staff recommends award of the project to Ray's Electric. FINANCIAL CONSIDERATIONS This project is included in the current Capital Improvement Program. Full and adequate funding for this project is provided by a Federal Safe Routes to School (SRTS) Grant of $230,470 for both design and construction. Because there is adequate funding in the grant, staff recommends authorizing change orders at the 15% level, or $19,447. Scott Hanin, City Manager Attachment: 1. Accompanying Resolution Page2 If ---PAGE BREAK--- Agenda Item No. 5(F) Attachment 1 RESOLUTION 2012 – XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO APPROVING PLANS AND SPECIFICATIONS AND AWARDING A CONTRACT TO RAY’S ELECTRIC, FOR CONSTRUCTION OF THE ARLINGTON BOULEVARD AT MADERA AND BREWSTER DRIVES SAFETY IMPROVEMENTS PROJECT, CITY PROJECT NO. C-3047, FEDERAL PROJECT NO. SRTS-5239 (016) AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT IN THE AMOUNT OF $129,648 AND APPROVE CHANGE ORDERS IN AN AMOUNT NOT TO EXCEED $19,447 WHEREAS, the City Council previously authorized bids for this project as part of the Capital Improvement Program; and WHEREAS, the project was advertised for bids on October 15 and 22, 2012 and seven bids were received on November 10, 2012; and WHEREAS, the lowest responsive, responsible bidder’s base bid, in the amount of $129,648.00, was Ray’s Electric; and WHEREAS, full and adequate funding for this project is provided by a Federal Safe Routes to School (SRTS) grant. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of El Cerrito approves plans, accepts bids, and authorizes the City Manager to execute a contract in the amount of $129,648 with Ray’s Electric and to approve change orders in an amount not to exceed $19,447 (15%) for the construction of the Arlington Boulevard at Madera and Brewster Drives Safety Improvements Project, City Project No. C- 3047, Federal Project No. SRTS-5239 (016). BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on December 18, 2012 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on December 2012. Cheryl Morse, City Clerk APPROVED: Gregory B. Lyman, Mayor