Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: AWARD OF THE CONSTRUCTION CONTRACT FOR THE
GATEWAY SIGN PROJECT
Date: February 27, 2024
Written by: Brianna Steel, Engineering Technician
Recommendation
It is recommended the City Council award the Gateway Sign Project to Bay Area Sign DBA Aloha Electric Sign Company and authorize the City Manager to execute a construction contract with said contractor and approve any needed change orders or amendments up to the authorized project amount.
Background
In 2021, a design concept for new entrance signs and monument signs was created by Merje and approved by the City Council. The signs were split into different projects to be completed over several years. The trail signs and kiosks have been installed, with the interpretive panels planned for installation later this year. The subject project is to install signs at each of the road entrances to the City.
Analysis/Discussion
There are thirteen entrances to the City with only twelve posted currently. The project involves removing the twelve existing entrance signs and replacing them with two posted signs with the new City logo and the design matching the recently installed wayfinding signage. During the project design, staff discovered one additional entrance and it was added to the project. Project plans and specifications were prepared, and the project was bid in January 2024, with bids opened on February 13, 2024. Two bids were received with the low bid of $68,900 by Bay Area Sign DBA Aloha Electric Sign Company and the next bid was $88,694, from Green Constructors. The low bid was reviewed by Moe Engineering and deemed responsive and is recommended for award.
Following the construction contract award, the contractor has 10 business days to submit the signed contract documents, at which time the contract will be executed and a Notice to Proceed issued to start the 120 working day construction clock. Sign fabrication is expected to begin in March 2024. Once the fabrication is complete, installation will follow and is expected to take 2 to 3 weeks. The Project is expected to be completed by the end of June 2024.
Financial Considerations
The City’s adopted FY 23/24 budget includes $83,000, for this project. The Design, Bid Assistance, Construction Management, and Inspection Contract were awarded for $20,277.
Adding the Construction Contract and Direct Costs of $68,900 plus a contingency of $5,823 (6.5% of project), brings the project total not to exceed amount to $95,000. As the total not to exceed project estimate exceeds the adopted fiscal year budget, City staff request $12,000 in additional unappropriated General Funds for this project. Unused contingency or contract funds would be released from the appropriations for the General Fund.
Environmental Issues
The Project is Categorically Exempt from the California Environmental Quality Act (CEQA) under Section 15301 Existing Facilities as the signage constitutes minor alterations to existing facilities and under section 15311 accessory structures including signs.