DATE: September 17, 2024
TO: Mayor and City Council
FROM: Director of Maintenance Services
SUBJECT: Adopt a Resolution Rejecting All Bids, Approving Revised Plans and Specifications, and Calling for Bids for the Jackson Street Gateway Monument Sign Project
RECOMMENDATION
That the Council adopts a resolution (Attachment II) rejecting all bids for the Jackson Street Gateway Monument Sign Project, approving revised plans and specifications, and calling for construction bids to be received on October 30, 2024.
SUMMARY
In FY 2023, Council directed Maintenance Services to design, reconstruct, and replace the gateway monument sign located Jackson Street and Silva Avenue. Jackson Street is an arterial route to access Downtown Hayward, Highways 880 and 580, and the Hayward/San Mateo Bridge. As one of the most heavily traveled routes in the City, construction of a new gateway sign will create a distinct, attractive, and strategic wayfinding marker for residents and visitors entering the City. In May 2024, staff released a call for bids and received only one (1) bid. The submitted bid was almost 20% over engineer’s estimate, with specific line items ranging from 80% - 778% of estimation. Staff is requesting Council to reject the sole bid, approve the revised plans and specifications, and call for construction bids to be received on October 30, 2024.
BACKGROUND AND DISCUSSION
Originally constructed in 1970, the existing monument sign (Figure 1) is in a failing state of repair and well beyond its useful life. To create a sense of continuity within the community, the new monument (Figure 2) incorporates similar aesthetic features to the existing gateway sign located on the south-end of Mission Boulevard. Using the new South Hayward gateway sign as the standard, the Jackson Triangle sign will include similar features that include, light-colored pavers, large boulders, textured facade, in-ground lighting, and drought-tolerant plants (Figure 3). New, attractive features include a low-energy, low-water use cascading waterfall on black granite that is recycled through a shallow, stone pond. Likewise, a new walking path will be accessible and LED uplighting will provide visibility at night. Surrounding the sign will be drought-resistant, native plants and updated low-water use irrigation controllers and drip irrigation. Furthermore, the adjacent diseased and deteriorating pine trees have been removed and will be replaced with native trees. The new monument and plaza will create a sense of place in the heart of the Jackson Triangle and will be a great way to welcome residents and visitors to Hayward.
In November 2023, staff engaged Gates + Associates for design and engineering services, leveraging their experience from designing the Mission Boulevard gateway sign to support this project. Collaboratively, Gates and staff finalized the plan, specifications, bid documents, and estimated the project to cost roughly $820,000. On May 21, 2024, Council adopted Reso 24-101 to approve the plans and specifications and release a call for bids (RFQ 24-045). On July 23, 2024, staff received and evaluated one (1) submitted bid in the amount of $960,400, almost 20% above the engineer’s estimate. Specific line items throughout the proposal were somewhere between 80% - 778% of estimated cost. Staff revised the plans and specifications to better reflect the project needs. Staff is requesting Council’s approval to reject all bids, approve the revised plans and specifications, and authorize calling for bids to be received on October 30, 2024.
This project is categorically exempt from environmental review under Section 15302 of the California Environmental Quality Act (CEQA) Guidelines for the replacement or reconstruction of an existing structure with the same size, purpose, and capacity. Likewise, because the construction cost estimate is less than $1,000,000, the Community Workforce Agreement (CWA) with the Alameda County Building Trades Council (BTC), does not apply to this project.
Figure 1: Existing Monument Figure 2: Proposed Monument Figure 3: Proposed Enhancements
ECONOMIC IMPACT
This item does not provide a direct economic impact. However, the construction of the monument sign will provide public safety and environmental benefits through the following:
Enhanced public safety: updated lighting for night visibility Environmental preservation: updated landscaping with drought-tolerant plants, low water-use irrigation controllers and cascading water feature, and low energy-use lighting Improved accessibility: new walking path
FISCAL IMPACT
The Adopted FY 2024 Capital Improvement Program (CIP) appropriated $200,000 to begin development for this project in the Capital Projects (Governmental) Fund – Fund 405. Unspent budget appropriations in FY 2024, will carryforward into FY 2025. Any necessary budget adjustments once bids are received will be presented to Council for consideration and approval.
STRATEGIC ROADMAP
This item supports Council’s strategic priority of Invest in Infrastructure, specifically:
Invest in City Facilities and Property – Project N11: Replace and relocate the existing monument gateway sign located on Jackson Street and Silva Avenue
SUSTAINABILITY FEATURES
This item has no direct sustainability features. However, construction of the new sign will incorporate features such as drought tolerant plant materials, recycled water, water and energy conservation features, and light-colored pavers to reduce the urban heating effect.
PUBLIC CONTACT
A notice to contractors was publicized on May 24, 2024 for the first call for bids. The bid was open from May – July 2024. Staff opened the submitted bid(s) on July 23, 2024. A new notice to contractors will be published on September 20, 2024 for the revised plans and specifications. The new bid will be publicized from September – October 2024.
NEXT STEPS
If Council approves this request, staff will reject the submitted bid and, release the call for bids with the revised plans and specifications, and collect bids.
Prepared by: Manny Grewal, Management Analyst
Rod Affonso, Deputy Director of Maintenance Services
Recommended by: Todd Rullman, Director of Maintenance Services Approved by:
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Dustin Claussen, Interim City Manager