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AGENDA BILL Agenda Item No. 5(C) Date: June 18, 2013 To: El Cerrito City Council From: Jerry Bradshaw, Public Works Director / City Engineer Yvetteh Ortiz, Engineering Manager Subject: Ohlone Greenway Crosswalk Improvements Project, City Project No. C- 3046, Federal Project No. HSIPL-5239 (015) ACTION REQUESTED Adopt a resolution approving the following actions: 1) Reject all submitted bids; and 2) Authorize the City Manager or his designee to proceed with value engineering measures and re-advertise the project for public bid. BACKGROUND The City was awarded a Highway Safety Improvement Program (HSIP) grant of $529,290 for the Ohlone Greenway Arterial Crossings Safety Improvements Project in June 2008. This project improves nine uncontrolled, marked crosswalks near the Ohlone Greenway, which serves as an important bicycle and pedestrian transportation corridor, running the length of the City, and connecting the two BART stations in El Cerrito. Along its length in El Cerrito, the Greenway currently crosses fourteen roadways, including one principal arterial, six minor arterials, and seven other collectors or local streets. The focus of the current project is improving the Greenway and nearby crossings on the arterial roadways as follows: Fairmount Avenue, Central Avenue, Central Avenue at Liberty Street next to a BART parking lot, Stockton Avenue, Moeser Lane, Potrero Avenue, Hill Street, Hill Street at the BART parking lot entrance, and Cutting Boulevard. The project consists of the following specific improvements: • Installation of in-pavement flashing lights along each crosswalk; • Installation of controller and passive detection devices, including posts and foundations, at each crosswalk. The detection devices will automatically detect the presence of pedestrians, as well as bicyclists along the Ohlone Greenway; • Installation of LED enhanced crosswalk signs and posts at each crosswalk; • Installation of solar-power equipment at each crosswalk; • Installation of traffic striping and pavement markings at each crosswalk; and • Collision analysis software. ---PAGE BREAK--- Agenda Item No. 5(C) ANALYSIS Three bids were received on May 26, 2013 with the following results: Name Location Bid W. Bradley Electric, Inc. Novato $ 626,000.00 Columbia Electric, Inc. San Leandro $ 643,756.18 Seimens, Inc. West Sacramento $ 657,608.00 Engineer's Estimate $ 425,000.00 The low bid of $626,000 is approximately 47% above the engineer's estimate of $425,000. The difference between the low and high bids received is only $31,608 (or 5% of the lowest bid). This suggests that the bids were reasonable for the work represented on the project plans. Staff contacted two of the bidders who explained that the labor and material-intensive method required by the plans for installing the electrical conduits and other underground facilities were disproportionately more expensive for a project of this type and size. The project design consultants agreed with the bidder's comments and confirmed that they did not take this into account when finalizing their design and engineer's estimate. Staff believes that by simplifying the required method of installation for the electrical conduits and other underground facilities that if re-bid, the project costs would be greatly reduced. Also, Staff intends to include various prioritized alternate bid items, each for specific intersections, which would facilitate a subsequent award by the City Council of a reduced scope project, if necessary, that would be within budget. Staff recommends rejection of all bids and approval of an authorization to apply value engineering principals to reduce the cost of the project to within budget limits and re- advertise the project for public bid. FINANCIAL CONSIDERATIONS This project is included in the current Capital Improvement Program. The primary funding for this project is provided by a Highway Safety Improvement Project (HSIP) Grant of $529,290 with local matching funds provided by Measure C and J funds of $58,810 for a total funding budget of$588,100. Scott Hanin, City Manager Attachment: 1. Accompanying Resolution Page 2 ---PAGE BREAK--- Agenda Item No. 5(C) Attachment 1 RESOLUTION 2013 – XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO REJECTING ALL SUBMITTED BIDS; AUTHORIZING STAFF TO PROCEED WITH VALUE ENGINEERING MEASURES AND RE-ADVERTISE FOR PUBLIC BID FOR THE OHLONE GREENWAY CROSSWALK IMPROVEMENTS PROJECT, CITY PROJECT NO. C-3046 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 April 23 and 29, 2013 and six bids were received on May 26, 2013; and WHEREAS, the lowest responsive, responsible bidder was W. Bradley Electric, Inc. whose total bid, in the amount of $626,000, was 47 percent above the Engineer’s Estimate exceeding the project’s fundable budget; and WHEREAS, it was determined that the specified method of the trenching was inappropriate for the type and size of the project, which contributed significantly to the higher prices; and that if modified would bring prices down considerably. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of El Cerrito hereby approves the following: 1) Reject all submitted bids; and 2) Authorize the City Manager or his designee to proceed with value engineering measures and re- advertise the project for public bid. BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on June 18, 2013 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 June XX, 2013. Cheryl Morse, City Clerk APPROVED: Gregory B. Lyman, Mayor