TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Matt Loesch
John Ristow
SUBJECT: See Below DATE: December 6, 2024
Approved
Date:
12/6/2024
COUNCIL DISTRICT: 6
SUBJECT: Actions Related to the 8813 – West San Carlos Street Urban Village Streetscape Improvements Project
RECOMMENDATION
a) Report on bids and award of a contract for the construction of 8813 – West San Carlos Street Urban Village Streetscape Improvements Project to the lowest responsive, responsible bidder, Redgwick Construction Co. for the base bid of $9,263,476; and
b) Approve a 10% contingency in the amount of $926,347.
SUMMARY AND OUTCOME
The 8813 – West San Carlos Street Urban Village Streetscape Improvements Project (Project) is funded by the One Bay Area Grant program. The grant deadline to award the Project is by December 31, 2024.
Award of the contract to Redgwick Construction Co. for the construction of the Project will allow for the installation of various transportation infrastructure safety measures along West San Carlos Street. Approval of the 10% contingency will provide funding for unanticipated work that may be necessary for the proper completion of the Project.
BACKGROUND
The Project is located along West San Carlos Street, from I-880 to McEvoy Street, (Attachment – Location Map – West San Carlos Street Urban Village Streetscape Improvements.) The Project is partially funded by the One Bay Area Federal Grant - Complete Streets Competitive Program. The Project will include measures to help COUNCIL AGENDA: 12/17/24
FILE: 24-2344
ITEM: 3.3
HONORABLE MAYOR AND CITY COUNCIL
December 6, 2024
Subject: Actions Related to 8813 – West San Carlos Street Urban Village Streetscape Improvements Project
reduce vehicle speeds and minimize conflicts with pedestrians and bicyclists by increasing awareness and visibility of these vulnerable users.
On October 22, 2024, City Council approved the resolution that authorized the Director of Public Works to award the Project to the lowest responsive responsible bidder in an amount not to exceed $7,800,000. The resolution was recommended to ensure the contract can be awarded by the December 2024 federal granting agency’s delivery deadline.
ANALYSIS
On October 24, 2024, a total of six bids were received with the following results.
Contractor Base Bid
Variance
Amount
Over/(Under)
Percent
Engineer Estimate $7,754,680 -- --
Redgwick Construction Co.
(Oakland) $9,263,476 $1,508,796 19
McGuire and Hester
(Oakland)
(non-responsive)
$8,478,376 $723,696 9
Granite Construction Company
(Santa Clara)
(non-responsive)
$8,540,403 $785,723 10
FBD Vanguard Construction, Inc.
(Livermore)
(non-responsive)
$10,243,929 $2,489,249 32
Granite Rock Company
(San José)
(non-responsive)
$10,463,000 $2,708,320 35
O'Grady Paving, Inc.
(Mountain View)
(non-responsive)
$11,006,968 $3,252,288 42
In accordance with the California Department of Transportation’s procurement regulations, bidders were required to submit several certification forms; an Equal Employment Opportunity certification for both the bidder and all designated subcontractors; a Public Contract Code certification for the bidder; and a Debarment and Suspension Certification for the bidder.
The bid from McGuire and Hester was deemed non-responsive for failing to submit an Equal Employment Opportunity certification for the bidder and for submitting improperly
HONORABLE MAYOR AND CITY COUNCIL
December 6, 2024
Subject: Actions Related to 8813 – West San Carlos Street Urban Village Streetscape Improvements Project
completed Equal Employment Opportunity certifications for two of its listed subcontractors.
The bid from Granite Construction Company was deemed non-responsive for the following reasons: failing to specify a price for all line items in the Schedule of Quantities, failing to submit the bidder’s California Air Resources Board certificate of reported compliance, and failing to submit the federal Equal Employment Opportunity certification form for the bidder. It should be noted that the missing price (for line item 4, Temporary Traffic Control Plan) caused a $904,350 discrepancy between Granite Construction Company’s intended bid and the one recorded above. Had the company correctly completed the Schedule of Quantities, their bid would have been third highest ($9,444,753.30), not second.
In addition, FBD Vanguard Construction, Inc.’s bid was deemed non-responsive for failing to complete a required portion of the Subcontractors Listing form and for failing to submit the subcontractors’ California Air Resources Board certificates of reported compliance. The bid from Granite Rock Company was deemed non-responsive for failing to submit the federal Equal Employment Opportunity certification form for the bidder and for failing to submit the subcontractors’ California Air Resources Board certificates of reported compliance. Lastly, O’Grady Paving, Inc.’s bid was deemed non- responsive for failing to submit the federal Equal Employment Opportunity certification form for the bidder and for failing to submit the subcontractors’ California Air Resources Board certificates of reported compliance.
On November 19, 2024, the City issued the Notice of Intent to Award the contract to Redgwick Construction Co. No protest was received during the five-day protest period.
Bid Price Analysis
Redgwick Construction Co. submitted the lowest responsive bid of $9,263,476, which is 19% higher than the Engineer’s Estimate. In reviewing the bid received against the Engineer’s Estimate, staff recognized the impact of a longer construction duration on traffic control costs and the costs associated with constructing new green stormwater infrastructure were both underestimated, contributing to the higher than anticipated bid.
Though higher than anticipated, the bid received by Redgwick Construction Co. is deemed acceptable for the scope of the Project.
HONORABLE MAYOR AND CITY COUNCIL
December 6, 2024
Subject: Actions Related to 8813 – West San Carlos Street Urban Village Streetscape Improvements Project
Responsibility Analysis
Redgwick Construction Co. has successfully completed projects for the City of San José of similar scope, including the Mt. Pleasant Pedestrian and Bike Traffic Safety Improvement Project and the Traffic Signal Installation at 6th and Taylor Streets Project.
Contingency
San José Municipal Code Section 27.04.050 provides for a standard contingency of 10% on all public works contracts except those involving the renovation of a building or buildings. The standard 10% contingency is appropriate for this Project.
Wage Theft Prevention Policy Check
The Office of Equality Assurance reviewed bidders for compliance with the City’s Wage Theft Prevention Policy on October 24, 2024 and again on November 13, 2024. No wage theft issues were identified.
Project Labor Agreement Applicability
The City’s Project Labor Agreement is applicable to this Project because the Engineer’s Estimate is over $1.21 million.
Local and Small Business Analysis
In accordance with the California Department of Transportation’s requirements, Procurement staff conducted outreach to Disadvantaged Business Enterprises. The recommended contractor is not a local business enterprise. In addition, no local business enterprises are listed as subcontractors.
Disadvantaged Business Enterprise (DBE) Program Requirement
In accordance with Federal Regulations, 49 CFR Part 26, a DBE goal of 21% was established for this Project. Redgwick Construction Co. met and exceeded the 21% goal and committed to $4,152,920 (44.8%) DBE participation.
EVALUATION AND FOLLOW-UP
No additional follow-up action with City Council is expected at this time.
HONORABLE MAYOR AND CITY COUNCIL
December 6, 2024
Subject: Actions Related to 8813 – West San Carlos Street Urban Village Streetscape Improvements Project
COST SUMMARY/IMPLICATIONS
Operation and maintenance costs associated with this Project are allocated in the Department of Transportation’s Operating Budget. The source of funding for this Project is the Building and Structure Construction Tax Fund.
1. TOTAL COST OF PROJECT:
Project Delivery* $ 4,009,246
Construction 9,263,476
Contingency 926,347
TOTAL PROJECT COSTS $14,199,069
Prior Year’s Expenditures 2,447,600
TOTAL REMAINING PROJECT COSTS $11,751,469
* Project delivery includes $2,461,958 for planning and design services and $1,547,288 for construction management, inspection services, survey, materials lab services, utilities, and project closeout costs.
2. COST ELEMENTS OF CONTRACT AS RECOMMENDED AS PART OF THE MEMORANDUM:
Mobilization $637,675
Traffic Control 841,200
Demolition 770,000
Landscape Improvement 724,281
Traffic Signals Improvement 3,694,360
Civil Improvement 2,595,960
TOTAL CONTRACT AMOUNT $9,263,476
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the contract recommended as part of this memorandum and remaining project costs, including project delivery, construction, and contingency costs.
Fund
#
Appn.
#
Appropriation
Name
Total
Appropriation
Amount for
Contract
2024-2025
Capital
Budget Page
Last Budget
Action (Date,
Ord. No.)
429 405J* W San Carlos
Urban Village
$10,345,000 $9,263,476 989 10/22/2024
Ord. No.
31130
*A total of $10,345,000 is allocated in the Building and Structure Construction Tax Fund in 2024-2025. Additional costs of approximately $1.5 million are expected in 2025-2026 for project delivery. The additional funds required will be programmed as part of the development of the 2026-2030 Proposed Traffic Capital Improvement Budget and are subject to appropriation by City Council.
HONORABLE MAYOR AND CITY COUNCIL
December 6, 2024
Subject: Actions Related to 8813 – West San Carlos Street Urban Village Streetscape Improvements Project
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, the City Manager’s Budget Office, and the Planning, Building, and Code Enforcement Department.
PUBLIC OUTREACH
During the Project preliminary phase, the Department of Transportation staff held a community meeting in conjunction with the West San Carlos Urban Village community meeting to present information about the Project to the public and solicit feedback. City staff also informed business owners regarding proposed driveway closures through verbal and written correspondence. Additionally, staff published the Project’s information on its webpage
1 to continue informing the community about the Project's progress.
Staff and the contractor will conduct additional outreach to the affected neighborhoods and businesses before the start of and during construction.
This memorandum will be posted on the City’s Council Agenda website for the December 17, 2024 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Categorically Exempt, File No. ER23-009, CEQA Guidelines Section 15301, Existing Facilities.
1 https://www.sanjoseca.gov/your-government/departments-offices/transportation/projects/west-san-carlos-urban- village-streetscape-improvement-project
HONORABLE MAYOR AND CITY COUNCIL
December 6, 2024
Subject: Actions Related to 8813 – West San Carlos Street Urban Village Streetscape Improvements Project
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/ /s/
MATT LOESCH JOHN RISTOW
Director of Public Works Director of Transportation
For questions, please contact Mathew Nguyen, Public Works Deputy Director, at [email protected] or Jessica Zenk, Transportation Deputy Director, at [email protected].
ATTACHMENTS
Attachment – Location Map – West San Carlos Street Urban Village Streetscape Improvements
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West San Carlos Street Urban Village Streetscape Improvements Legend:
Rectangular Rapid Flashing
Beacons(RRFB)
Enhance Existing Crosswalks
ADA Ramps
Modified Signal
Project Limits
Project Info:
The project includes adding new crosswalks, ADA-compliant curb ramps, rectangular rapid flashing beacons, modification for right –turn slip-lanes, and reconstruct medians .
High Visibility Sidewalk (Rectangular Rapid Flashing Beacons): Along W San Carlos on intersections on Bradley Ave, Vaughn Ave and Menker Ave Traffic Signal Modification: Bascom Ave, Shasta/Leigh Ave, Race St and Lincoln Ave.
ADA Ramps: Various locations on corridor
W San Carlos St
N. Bascom Ave
MacArthur Ave
Bradley Ave
Menker Ave
Revey Ave
Cleveland Ave
Wabash Ave
Willard Ave
Race St
Lincoln Ave
Vaughn Ave
S. Bascom Ave
Leigh Ave
Bellerose Dr
Attachment A - Location Map