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Home My WebLink About06 - CC-6 - E 19th St Safe Route to School Project - 1/17/2017CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 17, 2017 ITEM NUMBER: CC -6 SUBJECT: EAST 19TH STREET SAFE ROUTE TO SCHOOL (SRTS) PROJECT FROM CHURCH STREET TO IRVINE AVENUE, FEDERAL PROJECT NO. SRTSL-5312 (089), CITY PROJECT NO. 16-17 DATE: JANUARY 5, 2017 FROM: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION PRESENTATION BY: RAJA SETHURAMAN, PUBLIC SERVICES DIRECTOR FOR FURTHER INFORMATION CONTACT: BALTAZAR MEJIA, CITY ENGINEER, (714) 754-5335 RECOMMENDATION: 1. Adopt plans, specifications, and working details for hardscape and landscape improvements on East 19TH Street Safe Route to School (SRTS) Project from Church Street to Irvine Avenue, Federal Project No. SRTSL-5312 (089), City Project No. 16-17. 2. Approve Budget Adjustment No. 17-007 (Attachment 1) in the amount of $510,138.00. 3. Waive minor irregularities in the bid submitted by the apparent low bidder, EBS General Engineering, Inc., and award a construction contract to EBS General Engineering, Inc., 1320 East 6th Street, Suite 100, Corona, California 92879 in the amount of $1,164,580.00 (base bid plus additive bid item AD -1). 4. Authorize the Mayor and the City Clerk to execute the Public Works Agreement. BACKGROUND: In June of 2012, staff successfully secured federal funds in the amount of $770,900 under the Safe Route to School (SRTS) Program towards the design and construction of the East 19th Street Traffic Calming Project. The project, as designed, improves pedestrian safety, implements traffic calming measures, and enhances the overall aesthetics within the project limits. More specifically, this project will implement the above-mentioned improvements at eight (8) locations along East 19th Street where it intersects with Fullerton Avenue, Orange Avenue, Westminster Avenue, Santa Ana Avenue, Raymond Avenue, Tustin Avenue, the alley east of Tustin Avenue, and Irvine Avenue. The project will also add an entry monument sign on a new median that will be constructed on East 19th Street west of Fullerton Avenue. The traffic calming will be achieved by installing curb extensions (also called bulb -outs) to narrow the roadway at the mentioned intersections and, therefore, shorten pedestrian crossing distance, provide additional pedestrian space and visibility, and create tighter turn radii. The project also includes installation of visually enhanced crosswalks and streetscaping at the medians and bulb - out locations to enhance the overall aesthetics of the surrounding areas. ANALYSIS: The City Clerk received and opened six (6) bids for this project on December 15, 2016. EBS General Engineering, Inc. was the apparent low bidder with a bid proposal of $1,164,580.00 (base bid plus additive bid item AD -1) and is recommended for award. The proposal submitted by the apparent low bidder had a few minor irregularities that included omitting the total amount for the base bid and the total amount for the base bid and additive bid item in written words on Proposal Page P-2. However, the proposal included all the required unit prices which is the basis for determining the total bid. These irregularities have been reviewed by staff and found them to be minor as they do not change the individual unit prices bid, quantity, quality, delivery, performance obligations, and did not provide an unfair advantage over the other bidders. As such, staff recommends that City Council waive these minor irregularities in the bid documents and award the contract to EBS General Engineering, Inc. The apparent low bidder's base bid amounted to $1,145,720 and the Engineer's estimate for the base bid was $1,185,950.00. The average of the six (6) bids received for this project amounted to $1,481,192.83. An analysis of the bids indicates that the apparent low bidder submitted a base bid proposal that is 3.4 percent (3.4%) lower than the Engineer's estimate. The Bid Abstract is included as Attachment "2". In addition to the base bid, the bidders were required to bid on an additive bid item, which was to be considered by the City subject to funding availability. Additive bid item No. AD -1 is for Americans with Disabilities Act (ADA) improvements at the intersection of West 19th Street and Park Avenue and the installation of crosswalk striping at Placentia Avenue, Pomona Avenue, Park Avenue and Harbor Boulevard. The incorporation of the additive bid item will result in a net increase to the contract of $18,000.00. Considering the low bid received for this work, and the overall project cost being below the Engineer's estimate, staff recommends the inclusion of this additive item of work. The license and references of EBS General Engineering, Inc. were checked and staff has found them to be in good standing. ALTERNATIVES CONSIDERED: The alternative to this Council action would be to reject all the bids. If all the bids were rejected, the City would need to re -advertise the project utilizing general funds or cancel the project. Staff believes that re -advertising the project will not result in lower bids. This alternative also results in loss of federal grant funding due to the additional time needed for rebidding process. FISCAL REVIEW: The Public Services Department has secured Federal grant funding for construction of this project under the Safe Route to School (SRTS) Program in the amount of $770,900.00 which was recognized in Fiscal Year 2013-2014. In order to complete the full scope for the project, including a 10% contingency for unforeseen conditions, an additional amount of $510,138.00 from unencumbered Measure M Local Fair Share funding will be required. The attached Budget Adjustment 17-007 provides for this appropriation. LEGAL REVIEW: EBS General Engineering, Inc. will furnish the necessary bonds and insurance, which will be approved as to form by the City Attorney's office. After the award and subsequent execution of the contract, a "Notice to Proceed" will be issued. 2 CONCLUSION: The City has received bids for the East 19th Street Safe Route to School (SRTS) Project from Church Street to Irvine Avenue, Federal Project No. SRTSL-5312 (089), City Project No. 16-17. Staff has evaluated all of the bids and recommends that the City Council adopt the plans, specifications, and working details for said project; approve Budget Adjustment No. 17-007 in the amount of $510,138.00; waive minor irregularities from the bid proposal; award the contract to the apparent low bidder, EBS General Engineering, Inc. in the amount of $1,164,580.00 (base bid plus additive bid item No. AD -1); and authorize the Mayor and the City Clerk to execute the Public Works Agreement RAJA SETHURAMAN Public Services Director BALTAZAR MEJIA City Engineer ATTACHMENTS: "1" Budget Adjustment No. 17-007 for $510,138.00 "2" Bid Abstract DISTRIBUTION: City Manager Assistant City Manager City Attorney City Clerk 3 BUDGET ADJUSTMENT AUTHORIZATION Unit CITY Department Public Services Division Transportation Serial Number 17-007 Type of Transaction Program Reason for Request: ❑ Revenue Estimate ® Expenditure Appropriation CITY El Estimate Increase El Intra -Departmental Transfer To transfer $510,138 from Street Maintenance Citywide 19200 30112 project to East 191St. Safe Routes to School project as ❑ Estimate Decrease ❑ Inter -Departmental Transfer approved by the City Council at the January 17, 2017 ® Source ® Project -To -Project Transfer meeting. Z From Existing Budget Appropriations ❑ Appropriation Increase 30210 ❑ From Donations, Fees, or Grants ❑ Appropriation Decrease - ❑ From Unappropriated Fund Balance Unit Account Name Fund Organization Program Pro ect/Grant Increase Decrease CITY 500000 CIP — Street Maintenance Citywide 416 19200 30112 400015 - $510,138 CITY 500000 CIP — East 19°i St. Safe Routes to School 416 19200 30210 370036 $510,138 - Department Authorization: Department Director Date Recommendation: Z Approval ❑ Reasons for Disapproval: Director of Finance Disapproval Date CEO Action: Z Approved ❑ Disapproved ❑ CEO Not Required Date Budget Verification: The above information has been reviewed, is complete and accurate, and the appropriations and/or unappropriated funds are sufficient to support the request. Z Yes ❑ No Budget Analyst Date City Council Action: Z Approved ❑ Disapproved ❑ Not Required Date a a n 2 rn Z ATTACHMENT 2 CITY OF COSTA MESA DEPARTMENT OF PUBLIC SERVICES EAST 19TH STREET SAFE ROUTE TO SCHOOL PROJECT FROM CHURCH STREET TO IRVINE AVENUE CITY PROJECT 16-17 BID OPENING DATE: DECEMBER 15,2016 BID OPENING RESULTS Bidder City Total Base Bid Total Base Bid + Additive Bid 1. EBS General Engineering $1,145,720.00 $1,164,580.00 CORONA 2. Roadway Engineering MIRA LOMA $1,311,400.00 $1,333,600.00 3.Excel Paving Company LONG BEACH $1,318,880.00 $1,378,880.00 4.GMC Engineering TUSTIN $1,447,447.00 $1,500,470.00 $1,478,947.00 5. Nobest, Inc. $1,545,490.00 $2,181,640.001 GARDEN GROVE CORONA $2,163,240.00 6. Hillcrest Contracting, Inc. Average $1,481,192.83 $1,513,856.17 Engineer's Estimate: $ 1,185,950.00 $ 1,203,950.00