CITY COUNCIL STAFF REPORT
Meeting Date: October 02, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO.___ - 23 ACCEPTING BID AND AWARDING A CONSTRUCTION CONTRACT TO GRADETECH, INC. FOR THE
2023 INTERSECTION AND CROSSWALK IMPROVEMENT PROJECT,
PROJECT NO. 05-23, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE A CONSTRUCTION CONTRACT WITH GRADETECH, INC.
SYNOPSIS
The 2023 Intersection and Crosswalk Improvement Project, Project No. 05-23, will provide improvements at seven intersections throughout the City for increased pedestrian safety. The improvements include pedestrian-activated flashing stop signs and beacons, speed humps, and enhanced crosswalks. Staff requests the City Council consider acceptance of the lowest responsive, responsible bid from GradeTech, Inc., award the construction contract to the firm, and authorize the City Manager to execute a construction contract with GradeTech, Inc.
DISCUSSION
Background
City Council allocated funding for this project on May 15, 2023, by City Council Resolution No. 35-23. The budget was allocated primarily from the Measure K unallocated fund balance, with additional Measure K funding transferred from the Sidewalk Maintenance/Gap Closure and the Pedestrian and Bicycle Program within the currently approved FY2022-2027 Capital Improvement Program (CIP).
This project will construct improvements at multiple intersections throughout the City that are located near schools. These improvements will increase pedestrian safety year-round at all hours, exceeding the three hours per day of limited weekday coverage during the school year that the current crossing guard program offers. The improvements include pedestrian-activated flashing stop signs and beacons, speed humps, enhanced crosswalks, and new ADA-compliant curb ramps.
The project will provide improvements at the following intersections:
• Boyd Road and Patterson Boulevard
• Pleasant Hill Road and Paradise Lane
• Viking Drive and Ruth Drive
• Gregory Lane and Brandon Road
• Gladys Drive and Helen Road
• Viking Drive and Odin Drive
• Oak Park Boulevard and Wendell Lane
In addition, the project will include adding a new all-way stop at the intersection of Morello Avenue and Viking Drive.
Original approval of this project by the City Council in May 2023 included upgrades to intersections at Contra Costa Boulevard and Ellinwood Drive, and Monument Boulevard and Buskirk Avenue. These two locations are unique from the other sites, as they are signalized intersections. Due to the current high costs of traffic signal equipment, these locations were removed as part of this project to stay within the approved budget. The proposed improvements at both of these intersections will be installed at a later date under separate funding. These intersections are included in the Countywide Smart Signals project, funded by Contra Costa Transportation Authority (CCTA). The Countywide project is currently in development and will include the proposed upgrades. Staff will continue to explore other options and available funding to ensure these improvements are made in a timely manner.
Analysis
The Notice Inviting Bids was sent to construction exchanges on August 8, 2023, and the project was advertised in the East Bay Times newspaper on August 14, 2023. Seven bids were received and publicly read on Thursday, September 7, 2023, at 2:00 p.m. at the Engineering Division Counter at City Hall.
Per project bid documents, the City will base the award on the lowest responsive, responsible bid.
The following table summarizes the bid amounts. The lowest responsive, responsible bid is marked in bold.
Company Total Base Bid
1. GradeTech, Inc. $739,897.50
2. Ray’s Electric $955,579.50
3. Ghilotti Bros., Inc. $996,443.50
4. Sposeto Engineering, Inc. $1,039,419.00
5. B&M Builders, Inc. $1,055,904.00
6. S&H Construction $1,168,158.20
7. Kerex Engineering $1,119,737.40
Average of Seven (7) Bids Received $1,022,162.73
Engineer’s Estimate (EE) $710,000
GradeTech, Inc.’s total base bid of $739,897.50 is 27 percent lower than the average base bid of $1,022,162.73. The president of GradeTech, Inc. has reviewed the full bid results and verified their prices. The Contractor is ready to begin construction and complete the project this year, anticipating 40 working days to complete installation of the improvements.
GradeTech, Inc. is an experienced public works contractor that has completed several projects within the Bay Area consisting of street improvements and traffic calming measures. GradeTech intends to hire sub-contractors to construct specialty items such as the electrical stop sign systems and striping improvements. Staff believes the Contractor’s team has the experience and professional competency to produce a satisfactory project for the City.
GradeTech, Inc.’s bid proposal documentation is complete, and staff has determined them to be the lowest responsive, responsible bidder. Bidding rules require the City Council to award the construction contract to the lowest responsive, responsible bidder or reject all bids. Staff recommends the City Council award the construction contract to GradeTech, Inc.
FISCAL IMPACT
The project construction cost is $739,897.50. Staff recommends including a construction contingency of 12 percent, or $88,787.70. The total construction cost is not to exceed $828,685.20. Construction management and inspection will be performed by Engineering Division staff. Project funding is summarized in the table below:
Funding Sources Projected Expenses
Measure K $700,000 Construction Contract $739,897.50
Sidewalk Maintenance (M-4) $100,000 Contingency (12%) $ 88,787.70 Pedestrian and Bicycle Program (MK-3) $ 40,000 City Eng Staff $ 10,000.00 Total $840,000 Total $838,685.20
No General Fund money is requested or required for the construction of the project. Engineering Division staff has confirmed with the Finance Department that funds are available for the construction of this project.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt a resolution to accept the bid and award a construction contract (Agreement attached – Exhibit 1) for the 2023 Intersection and Crosswalk Improvements Project, Project No. 05-23, and authorize the City Manager to execute a construction contract with GradeTech, Inc.
ALTERNATIVES TO RECOMMENDED ACTION
Reject all current bids and rebid the project, which would likely result in higher bids and project delay, as the current lowest responsive, responsible bidder is ready to perform the work immediately.
ATTACHMENT(S):
Proposed Resolution
Exhibit 1 - Contractor Agreement
Exhibit 2 – Project Location Map
Prepared by: Ryan Cook, Senior Civil Engineer
Reviewed by: Ananthan Kanagasundaram, City Engineer
Approved by: Ethan Bindernagel, City Manager