CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: April 4, 2023
To: Honorable Mayor and City Councilmembers
From: Mario Landeros, Interim City Engineer
Subject: State Route 116 & Bodega Avenue Pedestrian Improvements Project Contract 2019-01 Bid Award
Recommendation: City Council Award of Contract to Pat Nelson Construction Inc. for State Route 116 & Bodega Avenue Pedestrian Improvements Project Contract 2019-01 Funding: Currently Budgeted: ___X____ Yes _______ No ______ N/A Account Code/Costs authorized in City Approved Budget (if applicable) ____AK______ (verified by Administrative Services Department) SB 1 Road Maintenance & Rehab Fund 217, Traffic Impact Fee Fund 213, Measure M Transportation Fund 201, TDA3 Grant Fund 002 and federal (Quick Strike) grant
INTRODUCTION/PURPOSE
This item is for City Council consideration of Award of Construction Contract to Pat Nelson Construction Inc. for State Route 116 & Bodega Avenue Pedestrian Improvements Project Contract 2019-01 (“Project”), waive the irregularity in the submitted bid, authorization to City Manager to execute the contract and to approve contract change orders up to 10% of the contract award amount.
BACKGROUND
The Project, State Route 116 & Bodega Avenue Pedestrian Improvements Project, combines CIP Projects #0105-
4.00, #0117-74.04 and #0119-74.06 in the adopted Fiscal Year 2022-23 Capital Improvement Program (CIP) into one public project.
The Project will address previously recommended safety improvements from past pedestrian crossing safety studies on State Route (SR) 116 corridor at the intersections of SR 116 & Hurlbut Ave, SR 116 & Cleveland Ave, SR 116 & N Main St and Sr 116 & Wallace St, and on Bodega Avenue at the intersections of Bodega Ave & Robinson Rd and Bodega Ave & Florence Ave. The safety improvements at these intersections include installing new ADAcompliant curb ramps, detectable warning (yellow) surfaces, grouted cobble to indicate non-path of travel, and restripe crosswalks as necessary. In addition to new ramps at Bodega Ave & Robinson Rd and Bodega Ave & Florence Ave intersections new pedestrian-activated warning beacons will be installed for both directions to increase motorists’ awareness of the presence of pedestrians crossing. Additional crossing safety improvements include new ped-crossing signage, new continental crosswalk striping, and advanced yield markings on both the eastbound and westbound approaches.
The Project plans and specifications were prepared by consultants KASL Engineering, W-Trans, and Wood Rodger, reviewed by the Public Works Department, and approved by the City Engineer. On November 1, 2022, Council authorized the Project for public bidding. A Notice of Exemption under the California Environmental Protection Act (CEQA) has been prepared for approval by the Planning Director and filed with the County Clerk.
The Project is estimated to start construction in May 2023 with a duration of approximately three (3) months with completion in August.
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet of: April 4, 2023
DISCUSSION
A notice inviting bids was issued in accordance with the Public Contract Code. The City received four (4) bids and the lowest apparent and responsive bid was from Pat Nelson Construction Inc. in the amount of $515,052. The other bids received ranged from the apparent second low bid of $517,141 to a high bid of $598,587. A summary of the bids received can be found in Attachment 2.
The lowest bid is based on the Bid Schedule of specified bid items, estimated quantities, and fixed unit prices for the total bid amount of $515,052. In addition, Staff isrequesting a 10% contingency to cover unforeseen conditions that may arise during the course of the work.
There was an irregularity with the Pat Nelson Construction Inc. bid however, no protests to the bid were filed within the allowable time for filing such actions as specified in the Information for Bidders included in the bid documents.
The irregularity resulted from the lowbidder not having attached signed addenda asspecified in the bid documents.
During the bid period two addenda were issued that each included statements instructing for copies of signed addenda be included with the bid and any bid submitted without signed copies of addenda “may be considered non-responsive and may be rejected”. The nature of the addenda was non-material and clarified questions by other plan holders, confirmed that federal wages rates were unchanged since the time of the bid notice, and provided a copy of the Caltrans encroachment permit referenced in the bid documents. The addenda did not alter the bid schedule. The bid from Pat Nelson Construction Inc., otherwise, satisfies the bidding requirements for the project as described in the bid documents. Staff has verified that Pat Nelson Construction Inc. possesses the required license(s) and is otherwise qualified to complete the project. The City Attorney has reviewed the irregularity as stated in this paragraph and agrees with waiving the irregularity.
There is sufficient funding in the adopted FY 2022-23 CIP budget to accommodate a 10% contingency for potential contract change orders, and an allowance of up to 15% for construction management and inspection (CM) as summarized in Table 1 below.
Table 1: Construction Cost Summary
Construction $515,052.
Contingency (10%) 51,500.
Contract Management (15%) 77,248.
Total 643,800.
GOALS:
This action supports the following City Council Goals and General Plan Actions:
• Goal 2 - Maintain, Improve and Invest in the City’s Infrastructure (Water, Sewer, Streets, Circulation, Parks, Storm Drains and Public Facilities).
PUBLIC COMMENT
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date. A condition of the City receiving and using Measure M Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet of: April 4, 2023
Transportation funds for this Project, the Contractor will be required to post an informational board at the Project site during construction stating that Measure M is used to fund the Project.
FISCAL IMPACT
The adopted Fiscal Year 2022-23 CIP budget includes $898,230 for the construction and inspection/construction management in the SB 1 Road Maintenance & Rehab Fund 217, Traffic Impact Fee Fund 213, Measure M Transportation Fund 201, TDA3 Grant Fund 002 and federal (Quick Strike) grant. See Table 2 for details.
Table 2 Project Funding Breakdown for Construction Costs Description Grant:
Quick Strike
Grant:
TDA 3
Measure MTransp.Traffic
Impact Fee
SB 1
SR 116 ADA Curb Ramps CIP#0105-4.00 367,000 60,383 90,000 100,487 70,000 Bodega/Florence Ped Xing CIP#0117-74.04 85,000 74,560
Bodega/Robinson Ped Xing CIP#0119-
74.06 24,000 26,800
Subtotal per Fund 476,000 60,383 90,000 201,847 70,000
Total-All Funds $898,230
ENVIRONMENTAL REVIEW
The Project occurs within existing right of way and involves the repair and maintenance of an existing public facility involving negligible or no expansion of use therefore is exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines 15301(c) and 15304(f).
In addition, in accordance with Federal Highway Administration (FHWA) requirements for use federal highway funds the Project must follow the National Environmental Policy Act (NEPA) and other applicable federal environmentally related laws. Pursuant federal code and agreement with the FHWA, Caltrans carried out its responsibility and determined the Project is a Categorical Exclusion under Title 23 of the Code of Federal Regulations, Section 771.117(c)(3), which includes construction of bicycle and pedestrian lanes, paths, and facilities.
RECOMMENDATION
Staff recommends the Sebastopol City Council, by minute order:
1. Award a construction contract to Pat Nelson Construction Inc., in the amount of $515,052,
2. Waive the irregularity in the submitted bid,
3. Authorize the City Manager to execute the construction contract, and
4. Authorize the City Manager to approve contract change orders totaling up to 10% of the original contract amount for State Route 116 & Bodega Avenue Pedestrian Improvements Project Contract 2019-01.
Attachments:
1 Project Map
2 Bid Summary
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet of: April 4, 2023
State Route 116 & Bodega Avenue Pedestrian Improvements Project 2019-01
Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet of: April 4, 2023
ngineer's Estimate
n Quantitymount Unit Price Cost Unit Price Cost Unit Price Cost Unit Price Cost 1 Traffic Control LS 1 28,000.00$ $ 28,000.00 $ 41,076.00 $ 41,076.00 $ 32,000.00 $ 32,000.00 $ 69,472.00 $ 69,472.00 2 Water Pollution and Erosion Control LS 1 10,000.00$ $ 10,000.00 $ 11,000.00 $ 11,000.00 $ 5,000.00 $ 5,000.00 $ 4,800.00 $ 4,800.00 3 Construction Area Signs LS 1 1,500.00$ $ 1,500.00 $ 5,300.00 $ 5,300.00 $ 10,000.00 $ 10,000.00 $ 7,000.00 $ 7,000.00 4 Mobilization, Bonds and Insurance LS 1 45,000.00$ $ 45,000.00 $ 43,417.00 $ 43,417.00 $ 25,000.00 $ 25,000.00 $ 59,000.00 $ 59,000.00 5 Remove Existing PCC Vertical Curb & Gutter LF 392 17.00$ $ 6,664.00 $ 50.00 $ 19,600.00 $ 50.00 $ 19,600.00 $ 37.00 $ 14,504.00 6 Remove Existing PCC Sidewalk & Access Ramps SF 2740 17.00$ $ 46,580.00 $ 14.00 $ 38,360.00 $ 14.00 $ 38,360.00 $ 28.00 $ 76,720.00 7 Construct Type A2-6 PCC Curb and Gutter LF 402 50.00$ $ 20,100.00 $ 84.00 $ 33,768.00 $ 110.00 $ 44,220.00 $ 45.00 $ 18,090.00 8 Construct PCC Sidewalks & Access Ramps SF 2767 20.00$ $ 55,340.00 $ 35.00 $ 96,845.00 $ 34.00 $ 94,078.00 $ 23.00 $ 63,641.00 9 Remove and Replace Existing Pavement with
6.6"AC Over 23.4" of AB
SF 1274 50.00$ $ 63,700.00 50.00$ $ 63,700.00 75.00$ $ 95,550.00 50.00$ $ 63,700.00 10 Furnish and Install Detectable Warning Surfaces EA 16 700.00$ $ 11,200.00 $ 348.00 $ 5,568.00 $ 600.00 $ 9,600.00 $ 1,000.00 $ 16,000.00 11 Furnish and Install 12” Wide Crosswalk/Stop Bar LF 230 15.00$ $ 3,450.00 $ 12.00 $ 2,760.00 $ 16.00 $ 3,680.00 $ 13.00 $ 2,990.00 12 Adjust Traffic Signal Box/Detector/Signal
Equipment/ to Grade
EA 14 800.00$ $ 11,200.00 540.00$ $ 7,560.00 550.00$ $ 7,700.00 1,100.00$ $ 15,400.00 13 Protect Existing Traffic Signal, Re-Grout Base EA 9 300.00$ $ 2,700.00 $ 474.00 $ 4,266.00 $ 400.00 $ 3,600.00 $ 800.00 $ 7,200.00 14 Paint Curb (Red) LF 265 6.00$ $ 1,590.00 $ 5.00 $ 1,325.00 $ 6.00 $ 1,590.00 $ 5.00 $ 1,325.00 15 Construct Grouted Cobble Hardscape SF 247 94.00$ $ 23,218.00 $ 37.00 $ 9,139.00 $ 45.00 $ 11,115.00 $ 100.00 $ 24,700.00 16 Remove and Replace Street Name Sign EA 2 300.00$ $ 600.00 $ 500.00 $ 1,000.00 $ 600.00 $ 1,200.00 $ 550.00 $ 1,100.00 17 Furnish and Install CALTRANS Type GO DI EA 1 8,500.00$ $ 8,500.00 $ 9,100.00 $ 9,100.00 $ 9,000.00 $ 9,000.00 $ 8,000.00 $ 8,000.00 18 Furnish and Install 15" HDPE Storm Drain Pipe LF 22 300.00$ $ 6,600.00 $ 210.00 $ 4,620.00 $ 220.00 $ 4,840.00 $ 580.00 $ 12,760.00 19 Remove and Replace R1-1 Stop Sign EA 1 450.00$ $ 450.00 $ 500.00 $ 500.00 $ 550.00 $ 550.00 $ 550.00 $ 550.00 20 Remove Caltrans Striping Type 39 & 32 LF 55 12.50$ $ 687.50 $ 5.00 $ 275.00 $ 15.00 $ 825.00 $ 3.00 $ 165.00 21 Caltrans Type 39 Stripe LF 68 12.50$ $ 850.00 $ 10.00 $ 680.00 $ 15.00 $ 1,020.00 $ 11.00 $ 748.00 22 Caltrans Type 32 Stripe LF 55 12.50$ $ 687.50 $ 10.00 $ 550.00 $ 10.00 $ 550.00 $ 11.00 $ 605.00 23 Construct 6" Wide PCC Vertical Retaining Curb LF 156 100.00$ $ 15,600.00 $ 45.00 $ 7,020.00 $ 70.00 $ 10,920.00 $ 35.00 $ 5,460.00 24 Paint Curb White w/2-way Reflectors LF 15 15.00$ $ 225.00 $ 10.00 $ 150.00 $ 22.00 $ 330.00 $ 11.00 $ 165.00 25 Adjust Water Service Meter Box Cover to Grade EA 1 1,200.00$ $ 1,200.00 $ 540.00 $ 540.00 $ 800.00 $ 800.00 $ 530.00 $ 530.00 26 Remove and Replace Sign EA 1 450.00$ $ 450.00 $ 500.00 $ 500.00 $ 700.00 $ 700.00 $ 500.00 $ 500.00 27 Construct 6" Wide PCC Vertical Curb LF 20 80.00$ $ 1,600.00 $ 54.00 $ 1,080.00 $ 70.00 $ 1,400.00 $ 30.00 $ 600.00
FBD VANGUARD
CONSTRUCTION, INC.
BID SUMMARY
CITY OF SEBASTOPOL
CONTRACT NO. 2019-01
Bid Opening: MARCH 02, 2023, 2:00PM PST
PAT CONSTRUCTION, TEAM GHILOTTI, INC. M3 INTEGRATED, INC.
INC.
ITEM
NO. Description Unit
STATE ROUTE 116 & BODEGA AVENUE PEDESTRIAN IMPROVEMENTS Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet of: April 4, 2023
ngineer's Estimate
n Quantitymount Unit Price Cost Unit Price Cost Unit Price Cost Unit Price Cost
FBD VANGUARD
CONSTRUCTION, INC.
PAT CONSTRUCTION, TEAM GHILOTTI, INC. M3 INTEGRATED, INC.
INC.
ITEM
NO. Description Unit
28 Cross Walk Signs (W11-2) with posts EA 3 700.00$ $ 2,100.00 $ 550.00 $ 1,650.00 $ 700.00 $ 2,100.00 $ 610.00 $ 1,830.00 29 Remove and Relocated Pedestrian Barricade EA 1 3,000.00$ $ 3,000.00 $ 1,200.00 $ 1,200.00 $ 600.00 $ 600.00 $ 2,400.00 $ 2,400.00 30 Adjust Storm Drain Manhole Cover to Grade EA 1 2,800.00$ $ 2,800.00 $ 702.00 $ 702.00 $ 2,000.00 $ 2,000.00 $ 3,900.00 $ 3,900.00 31 Remove Existing PCC Cross Gutter SF 30 100.00$ $ 3,000.00 $ 33.00 $ 990.00 $ 10.00 $ 300.00 $ 50.00 $ 1,500.00 32 Construct PCC Cross Gutter SF 30 100.00$ $ 3,000.00 $ 65.00 $ 1,950.00 $ 40.00 $ 1,200.00 $ 30.00 $ 900.00 33 Replace Deteriorated Pavment with 4"AC Over 6"
of AB
SF 220 20.00$ $ 4,400.00 20.00$ $ 4,400.00 48.00$ $ 10,560.00 25.00$ $ 5,500.00 34 Grind Existing Striping/Markings LS 1 9,000.00$ $ 9,000.00 $ 2,000.00 $ 2,000.00 $ 9,600.00 $ 9,600.00 $ 2,222.00 $ 2,222.00 35 Remove Existing Beacon LS 1 400.00$ $ 400.00 $ 250.00 $ 250.00 $ 1,500.00 $ 1,500.00 $ 270.00 $ 270.00 36 Furnish and Install 12" White Stripe LF 320 15.00$ $ 4,800.00 $ 12.00 $ 3,840.00 $ 16.00 $ 5,120.00 $ 13.00 $ 4,160.00 37 Furnish and Install White Pavement Markings SF 150 18.00$ $ 2,700.00 $ 12.00 $ 1,800.00 $ 20.00 $ 3,000.00 $ 13.00 $ 1,950.00 38 Furnish and Install R1-5 Sign on South Side and
Replace Sidewalk
EA 1 2,700.00$ $ 2,700.00 500.00$ $ 500.00 1,300.00$ $ 1,300.00 500.00$ $ 500.00 39 Furnish and Install R1-5 Sign on North Side EA 1 450.00$ $ 450.00 $ 500.00 $ 500.00 $ 550.00 $ 550.00 $ 500.00 $ 500.00 40 Furnish and Install PAWB Assembly (Pole,
Foundation, Controller, Solar Panel, Flashing
Beacons, Lighted Signs, PBA, etc.)
EA 4 20,000.00$ $ 80,000.00 16,700.00$ $ 66,800.00 20,000.00$ $ 80,000.00 18,560.00$ $ 74,240.00 41 Relocate Fire House Flasher LS 1 18,000.00$ $ 18,000.00 $ 15,900.00 $ 15,900.00 $ 15,000.00 $ 15,000.00 $ 17,600.00 $ 17,600.00 42 Furnish and Install 12" Yellow Stripe LF 330 17.00$ $ 5,610.00 $ 12.00 $ 3,960.00 $ 18.00 $ 5,940.00 $ 13.00 $ 4,290.00 43 Furnish and Install R1-5 Sign and Replace
Sidewalk
EA 2 2,700.00$ $ 5,400.00 500.00$ $ 1,000.00 650.00$ $ 1,300.00 550.00$ $ 1,100.00 TOTAL $ 515,052.00 $ 517,141.00 $ 573,298.00 $ 598,587.00 Agenda Item Number: 5
Agenda Item Number: 5
City Council Meeting Packet of: April 4, 2023