DATE:
July 19, 2022
TO:
Christine Daniel, City Manager
FROM:
Mohamed Alaoui, Public Works Director
SUBJECT:
Resolution Of The City Council Of The City of Emeryville Authorizing The City Manager To Enter Into A Contract With CF Contracting, Inc. In An Amount Of $1,628,218.00; Authorizing The City Manager To Approve Payments Of Possible Additional Costs As Contingency Expenditures Up To $100,000, All For The Construction Of The Annual Street Rehabilitation And Preventive Maintenance Project Fiscal Year 2021/2022, Project No. EPW-21102 (CIP No. 17240005); Transferring $100,000 From Fund 250 In CIP No. 17250016 And $250,000 From Fund 475 In CIP No. 15475023 Into CIP No. 17240005 Recommendation
Staff recommends that the City Council adopt the above-entitled resolution.
Background
Preventive maintenance of streets is required on a regular basis to extend the life of streets and to provide a quality riding surface for all modes of travel. The Capital Improvement Program adopted in June 2019 includes funding for the ongoing Annual Street Rehabilitation/Preventive Maintenance Program, CIP Project No. 17240005. Staff is currently working on completing the Annual Street Rehabilitation and Preventive Maintenance Project Fiscal Year 2021/2022, Project No. EPW-21102 (“Project”).
This Project will consist of rehabilitation and preventive maintenance of City streets including pothole/base repairs, crack sealing, slurry seals, and minor pavement overlays. Rehabilitation and maintenance work on public streets needs to be coordinated with other City projects, utility company excavations and private development projects on a cycle that sustains a high Pavement Condition Index (PCI) for all City streets. The City’s current PCI as measured in June 2019 is 77.
The streets to be rehabilitated were identified as needing rehabilitation in the Pavement Management Program Budget report prepared as part of MTC’s Technical Assistance Program (P-TAP) in June 2019. This Project includes work on the following streets:
41st Street (San Pablo Avenue – Adeline)
43rd Street (San Pablo Avenue – Adeline)
45th Street (San Pablo Avenue – Adeline)
47th Street (San Pablo Avenue – Adeline)
48th Street (San Pablo Avenue – City Limits)
Salem Street (43rd Street – 45th Street)
Essex Street (43rd Street – 45th Street)
Doyle Street (45th Street – Steve Dain Drive)
Steve Dain Drive (Doyle Street – San Pablo Avenue)
The Project will include improved striping configurations for new and existing bicycle facilities on 41st Street, 45th Street, and 47th Street. The new striping improvements will include, but are not limited to, re-configuration of bicycle lane transitions at intersections, hardscape medians, plastic bollard buffered areas at street corners, and green thermoplastic lanes. Minor striping improvement will occur on Adeline Street.
The Project will include pedestrian enhancements throughout each corridor. Every crosswalk that is re-surfaced will be re-striped as a continental crosswalk to improve pedestrian safety. A new crosswalk will be established on 47th Street at the entrance of Temescal Creek Park and on Steve Dain Drive near the entrance of the ECCL community pool. Additionally, sidewalk and curb ramp improvements and repairs will be made for areas that have been identified for ADA accessibility.
The Project improvements will also include new traffic calming elements and enhancements to existing traffic calming infrastructure. Hardscape concrete medians along with an improved bollard system will be added to the existing diverter at 47th Street and Salem Street. New traffic calming elements such as speed humps and new bulbed out curbs will be added to Steve Dain Drive in the ECCL parking lot/drop-off areas.
Additionally, the Project includes improvements to Transit Shelters where new low-cost seating will be added to bus stops and shelter areas city-wide.
Discussion
On January 18, 2022, the City Council approved the scope of work and authorized the City Engineer to advertise the Project for public bids (Resolution No. 22-05).
The Project was advertised on May 26, 2022 and there were no bids received in the original bid opening date. A minor addendum and a vast outreach campaign to local contractors was conducted to get more bidders interested in the Project. As the Project was getting bid at the beginning of summer, most contractors told staff that they did not have the availability or resources to bid. The new bid opening date was moved to June 30, 2022 and the Project received one (1) bid.
Construction Bids:
On June 30, 2022, the following proposal for the project was received:
CF Contracting, Inc. $ 1,628,218.00
Given the upcoming wet weather season in the Fall and timing needed to get a construction agreement executed, Staff recommends that it is in the City’s best interest to move forward with this contract even though there was only one bid received. Staff made their best efforts to get as many bids as possible and had two open bidding periods for the Project. The bid received is in line with other bids received at other nearby agencies with recent paving projects.
Staff recommends that the City Council authorize the City Manager to enter into a Construction Contract with CF Contracting, Inc. of San Francisco, CA, who submitted the lowest responsible bid in the amount of $1,628,218. The amount of the proposed contract with Interstate Grading and Paving, Inc. is 18% more than the Engineer’s Estimate of $1,380,000.
It is reasonable to also consider contingencies to address matters that cannot be known until construction is underway. Staff recommends that the City Council grant the City Manager a Contingency Amount for possible additional costs up to $100,000, considering the change order items that arise during these type of annual paving projects.
Fiscal Impact
Funding summary for this Project is shown below:
Project No.
Fund
Prior Years Rollover
FY21/22
Existing Funds
17240005
221 – RMRA
$200,000
$ 200,000
17240005
238 – Measure B (VLF)
$50,000
17240005
240 – Measure B (LSR)
$250,000
$ 250,000
17240005
242 – Measure BB (LSR)
$399,195
$ 240,000
New Funds
17250016
250 – Traffic Impact Fee
$100,000
15475023
475 – Gen Cap Fund
$250,000
The Capital Improvement Program includes $490,000 in Measure B and BB funding (Local Streets and Roads) in Fiscal Year 2021/2022 for CIP Project No. 17240005 “Annual Street Rehabilitation/Preventive Maintenance Program.” Additionally, there are $200,000 in SB 1 Road Maintenance Rehabilitation Account funds and $50,000 of Measure B (VLF) Funds to be used in Fiscal Year 2021/2022.
Staff recommends to appropriate new funds into the project as there are elements added to this project from other CIP projects. There is $250,000 of available funding in CIP Project No. 15475023 “Sidewalk Improvement Program” for sidewalk/concrete improvements and repairs done as part of this project and another $100,000 available in CIP Project No. 17250016 “Transit Stop Improvements” for transit seat improvements done as part of this project. These funds will need to be transferred into CIP Project No. 17240005.
With the funds identified above, there is sufficient funding available to cover the Construction Contract and Contingencies which total $1,729,000. With the two new appropriations, there will be adequate funding encumbered into the Project as shown above to fully fund the construction of the 2021/2022 Street Rehabilitation and Preventive Maintenance Project (CIP No. 17240005).
A final funding analysis and re-balancing of remaining funds will be included in the staff report when the Project is brought to City Council for notice of completion / project acceptance.
Staff Communication with the Public
The Annual Street Rehabilitation and Preventive Maintenance Project has been discussed at meetings of the Bicycle and Pedestrian Advisory Committee and the Transportation Committee and was the subject of specific agenda items in December 2021.
Conflict of Interest
Not applicable.
Conclusion
Staff recommends that it is in the public’s interest for City Council to adopt the above-entitled resolution.
PREPARED BY: Ryan O’Connell, Senior Civil Engineer
Approved and Forwarded to the
City Council of the City of Emeryville:
Christine Daniel, City Manager
Attachments
Draft Resolution
Construction Contract
Exhibit A – Project Area Map
Contract Award – FY21/22 Annual Rehab Project
City Council Meeting | July 19, 2022
City of Emeryville
CALIFORNIA
MEMORANDUM