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AGENDA BILL Agenda Item No. 5(B) Date: November 5, 2013 To: El Cerrito City Council From: Yvetteh Ortiz, Interim Public Works Director / City Engineer Subject: Ohlone Greenway Crosswalk Improvements Project, City Project No. C- 3046-1, Federal Project No. HSIPL-5239 (015) ACTION REQUESTED Adopt a resolution which takes the following actions: 1) Approves plans for the Ohlone Greenway Crosswalk Improvements Project. City Project No. C-3046-1, Federal Project No. HSIPL-5239 (015); 2) Accepts all submitted bids; and 3) Authorizes the City Manager to execute a contract in the amount of $437,080.00 with Tennyson Electric, Inc. and approves change orders in an additional amount not to exceed $22,620 for the construction of the Ohlone Greenway Crosswalk Improvements Project. BACKGROUND The City was awarded a Highway Safety Improvement Program (HSIP) grant of $529,290 for the Ohlone Greenway Crosswalk Improvements Project in June 2008. The original project was intended to improve nine crosswalks along and near the Ohlone Greenway, which serves as an important bicycle and pedestrian corridor and connects the two BART stations in El Cerrito. Along its length in the city, the Greenway currently crosses 14 roadways. The focus of the project is improving the Greenway and nearby crosswalks serving the BART stations on the following seven major roadways: Fairmount Avenue, Central Avenue, Stockton Avenue, Moeser Lane, Potrero Avenue, Hill Street, and Cutting Boulevard. The project consists of the following specific improvements at each crosswalk: • In-pavement flashing lights; • Post-mounted rectangular flashing beacons; • New crossing signs; • Pedestrian push buttons or detection bollards, and bicycle detection loops; • Solar-power equipment; • System controller and ancillary equipment; and • Minor traffic striping and pavement marking modifications. ---PAGE BREAK--- Agenda Item No. 5(B) Page 2 The project will also provide the City with collision analysis software. The project was originally advertised for public bid in Spring 2013. Three bids were received at the time, all exceeding the project budget. At their meeting of June 18, 2013, the City Council approved Resolution No. 2013-30 authorizing City Staff to proceed with value-engineering measures and re-advertise the project for public bid. The project design consultants proceeded to identify several value-engineering measures for the project including redesign of the trenching, pavement restoration, and sidewalk restoration requirements. The bid proposal was also restructured to include base bid items and several additive alternatives to facilitate award of a contract amount within the project budget. The Base Bid includes five of the original nine crossings. These include: 1. Central Avenue at the Greenway 2. Stockton Avenue at the Greenway 3. Moeser Lane at the Greenway 4. Potrero Avenue at the Greenway 5. Hill Street at the Greenway The remaining four crossings are included as additive bid alternatives. These are: Alternative 1. Fairmount Avenue at the Greenway Alternative 2. Central Avenue at Liberty Street next to a BART parking lot Alternative 3. Hill Street next to BART and Safeway driveways Alternative 4. Cutting Boulevard at the Greenway The project was re-advertised for bid in the West County Times on September 3 and 9, 2013. Notices were also mailed to our list of plan rooms. ANALYSIS Four bids were received on September 25, 2013 with the following results: Name Base Bid Alt 1 Alt 2 Alt 3 Alt 4 Tennyson Electric, Livermore $ 385,105 67,475 51,975 56,325 59,725 Giron Construction, San Francisco $ 425,965 84,540 67,560 76,725 76,910 Steiny and Company, Vallejo $ 434,538 81,019 60,180 70,465 76,300 W. Bradley Electric, Novato $ 494,178 78,439 54,825 67,085 85,538 Engineer’s Estimate $ 396,370 71,300 52,930 42,880 66,650 Given that the bid documents stipulated that the low bidder was to be determined by the Base Bid amount, the low bidder is Tennyson Electric with a Base Bid of $385,105, which is approximately 3% below the engineer’s estimate. ---PAGE BREAK--- Agenda Item No. 5(B) Page 3 The project budget allows for a total of approximately $460,000 for the contract construction plus contingency. To allow for an additional bid alternative to be awarded within the project budget, City Staff proposes a reduction of the contract contingency from the typical 10%. The project design engineers have recommended a five-percent 5% construction contract contingency as their experience suggests a small cost risk during construction of this type of project. With a construction contingency of $22,620 above Additive Alternative No. 2 in the amount of $51,975 for Central Avenue at Liberty Street can be awarded. This alternative was selected given the project improvements were integrated into the design of the Central Avenue and Liberty Street Streetscape Improvements Project, which began construction this October. The crosswalks included in the remaining additive alternatives will be improved as part of the Ohlone Greenway Station Access, Safety and Placemaking Improvements Project, for which the City was recently awarded a OneBayArea Grant (OBAG) of approximately $3.5 million for design and construction. In addition to widening and renovating the Greenway through the two BART stations, the project will also create high-visibility pedestrian zones with special pavement treatments and enhanced signing and striping at the crosswalks severing the stations on Fairmount Avenue, Central Avenue, Hill Street, and Cutting Boulevard. Staff considers that the improvements under the new OBAG project will replace or supplement the flashing light treatments anticipated as part of the current HSIP project. Also, to optimize the access and safety benefits of both projects, Staff, with the cooperation of the low bid contractor, will consider additional value-engineering opportunities. Any changes would be through the issuance of a contract change order after award of the project. In summary, staff recommends that the City Council award a construction contract in the amount of $437,080 for the Base Bid plus Additive Alternative No. 2 to Tennyson Electric as the lowest responsive, responsible bidder. FINANCIAL CONSIDERATIONS This project is included in the current Capital Improvement Program. The primary funding for this project is provided by the HSIP grant of $529,290 with local matching funds provided by Measure J Return to Source funds of $58,810. The total budget of $588,100 is shown below. Design $66,400 Construction $437,080 Construction Contingency $22,620 Const Mgt/Admin $62,000 Total $588,100 ---PAGE BREAK--- Agenda Item No. 5(8) Reviewed by: Sc~""'iger Attachment: 1. Accompanying Resolution Page4 ---PAGE BREAK--- Agenda Item No. 5(B) Attachment 1 RESOLUTION 2013–XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO APPROVING PLANS FOR THE OHLONE GREENWAY CROSSWALK IMPROVEMENTS PROJECT; ACCEPTING ALL SUBMITTED BIDS; AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT IN THE AMOUNT OF $437,080.00 WITH TENNYSON ELECTRIC, INC. AND TO APPROVE CHANGE ORDERS IN AN ADDITIONAL AMOUNT NOT TO EXCEED $22,620.00 FOR THE CONSTRUCTION OF OHLONE GREENWAY CROSSWALK IMPROVEMENTS PROJECT, CITY PROJECT NO. C-3046- 1, FEDERAL PROJECT NO. HSIPL-5239 (015) WHEREAS, in June 2013, the City Council authorized re-advertisement of the project for public bid; and WHEREAS, the project was re-advertised on September 3 and 9, 2013 and four bids were received on September 25, 2013; and WHEREAS, the lowest responsive, responsible bidder was Tennyson Electric, Inc., whose Base Bid in the amount of $385,105 was three percent below the Engineer’s Estimate; and WHEREAS, Tennyson Electric’s total bid for the Base Bid plus Alternative No. 2 is in the amount of $437,080 is within the project budget. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of El Cerrito approves the following: 1) Approves plans for the Ohlone Greenway Crosswalk Improvements Project, City Project No. C-3046-1, Federal Project No. HSIPL-5239 (015); 2) Accepts all submitted bids; and 3) Authorizes the City Manager to execute a contract in the amount of $437,080.00 with Tennyson Electric, Inc. and approves change orders in an additional amount not to exceed $22,620 for the construction of the Ohlone Greenway Crosswalk Improvements Project. BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on November 5, 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 November XX, 2013. Cheryl Morse, City Clerk APPROVED: Gregory B. Lyman, Mayor