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Home My WebLink About09 - OB-1 - E 19th St Safe Route to School, City Pro - 2/21/2017CITY COUNCIL AGENDA REPORT MEETING DATE: FEBRUARY 21, 2017 ITEM NUMBER: OB -1 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: FEBRUARY 9, 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. This item was presented at the January 17, 2017, regular City Council meeting for approval. At that meeting, the City Council directed that the staff present this to the Bikeway and Walkability Committee meeting in February and bring it back for Council consideration. 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. The Bikeway and Walkability Committee reviewed the subject project at their February 1, 2017, meeting. Following receipt of staff report and public comments, the Committee recommended the project for Council approval with a 11-1 vote. 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. 2 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 approved as to form by the City Attorney's office. contract, a "Notice to Proceed" will be issued. CONCLUSION: necessary bonds and insurance, which will be After the award and subsequent execution of the 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. This item was also reviewed and recommended for approval by the Bikeway and Walkability Committee at their February 1, 2017, meeting. 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 Department Division Serial Number CITY Public Services Transportation 17-007 Reason for Request: Type of Transaction ❑ Revenue Estimate ® Expenditure Appropriation To transfer $510,138 from Street Maintenance Citywide ❑ Estimate Increase ❑ Intra-Departmental Transfer project to East 19th St. Safe Routes to School project as ❑ Estimate Decrease ❑ Inter-Departmental Transfer approved by the City Council at the February 21, 2017 ® Project-To-Project Transfer meeting. ® Source ❑ Appropriation Increase ® From Existing Budget Appropriations El Appropriation Decrease ❑ From Donations, Fees, or Grants ❑ From Unappropriated Fund Balance Unit Account Name Fund Organization Program Proiect/Grant Increase Decrease CITY 500000 CIP — Street Maintenance Citywide 416 19200 30112 400015 - $510,138 CITY 500000 CIP — East 19"' St. Safe Routes to School 416 19200 30210 370036 $510,138 Recommendation: ® Approval ❑ Disapproval Department Authorization: Reasons for Disapproval: �r^ o ..•� _ .. 2-6-17 Director of Finance Date Depa ment Director Date CEO Action: Z Approved ❑ Disapproved ❑ Not Required 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. Date CEO Z Yes ❑ No City Council Action: Z Approved ❑ Disapproved ❑ Not Required Budget Analyst Date Date 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 2. Roadway Engineering .. __............... 3.Excel Paving Companj 4.GMC Engineering 5. Nobest, Inc. 6. Hillcrest Contracting, Inc. IEN GROVE$1,500,1. 470.00 $1,545,490.00 )NA $2,163,240. 00 $2,181.640.00 Average $1,481,192.83 $1,513,856.17 Engineer's Estimate. $ 1,185,950.00 $ 1,203,950.00 CORONA $1,145,720.00 $1,164,580.001 MIRA LOMA $1,311,400.00 $1,333,600.00 L 1. ONG BEACH $1,318,880.00 $1,376,880.001 TUSTIN $1,447,447.00 $1,478,947.00 IEN GROVE$1,500,1. 470.00 $1,545,490.00 )NA $2,163,240. 00 $2,181.640.00 Average $1,481,192.83 $1,513,856.17 Engineer's Estimate. $ 1,185,950.00 $ 1,203,950.00