NOTICE OF SPECIAL CITY COUNCIL MEETING
The West Sacramento City Council/Redevelopment Successor Agency/Financing Authority will convene a special meeting on Thursday, Februrary 2 and Friday, February 3, 2023 for the purpose of conducting a facilitated City Council planning session.
To submit a comment in writing, please email [email protected] and write “Public Comment” in the subject line. In the body of the email, include the item number and/or title of the item as well as your comments. All comments received by 4:30 PM Wednesday, February 1 will be provided to the City Council.
The comments submitted shall become part of the record of the meeting. In-person public comment for all items on the agenda will be taken at 9:00 a.m. on Thursday, February 2, after the meeting is called to order.
Anyone wishing to address the Council, or any agenda item, may fill out the Request to Speak card and present it to the City Clerk.
The meeting will be held at 1110 West Capitol Avenue, West Sacramento, CA at the following times (times are approximate) and rooms:
Thursday – February 2: 9:00 am – 5:00 pm Galleria Rooms 157/160/Room 238
1. Public Comment
2. Capital Projects
CONSIDERATION OF AUTHORIZATION TO PURCHASE ELECTRICAL MATERIALS FROM
JAM SERVICES, INC FOR THE WASHINGTON AND BRODERICK LIGHTING AND SAFETY PROJECT (CIP 15053)
Objective: The objective of this report is to provide the City Council with sufficient information to consider the approval of the purchase of electrical materials from JAM Services, inc. for the Washington and Broderick Lighting and Safety Project.
Recommendation: Staff respectfully recommends that the City Council: (1) Find that the Washington and Broderick Lighting and Safety project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to §15303 (New Construction or Conversion of Small Structures) of the CEQA Guidelines; (2) Authorize the City Manager, or his designee, to execute a purchase order for electrical materials from JAM Services, Inc, in the amount of $440,146; and (3) Authorize the City Manager to execute change orders for up to 15% ($66,022) of the total value.
3. Capital Projects
CONSIDERATION OF ADOPTION OF RESOLUTION 23-3 AMENDING THE CAPITAL
IMPROVEMENT PROGRAM BUDGET FOR THE SYCAMORE TRAIL EXTENSION PHASE II PROJECT (CIP 14021); APPROVAL OF THE PROJECT PLANS AND SPECIFICATIONS; AND AWARD OF A CONSTRUCTION CONTRACT TO BRIDGEWAY CIVIL CONSTRUCTORS, INC.
Objective: The objective of this report is to provide the City Council with sufficient information to consider adoption of Resolution 23-3 amending the Capital Improvement Program budget for the Sycamore Trail Extension Phase II project (CIP 14021); approval of the project Plans and 1 Specifications; and award of a construction contract to the lowest responsive, responsible bidder Bridgeway Civil Constructors, Inc.
Recommendation: Staff respectfully recommends that the City Council: (1) Adopt Resolution 23- 3 amending the Capital Improvement Program budget for the Sycamore Trail Extension Phase II project (CIP 14021) and approving an interfund loan and repayment terms from the Traffic Impact Fee Fund (TIF) to the Park Impact Fee Fund (PIF); (2) Approve the Project Plans and Specifications; (3) Award a construction contract to the lowest responsive, responsible bidder, Bridgeway Civil Constructors, Inc.; (4) Delegate Authority to the City Manager, or his designee to execute a construction contract with Bridgeway Civil Constructors, Inc. for an amount not to exceed $11,230,198.50; (5) Authorize the City Manager or his designee to execute amendments, change orders, agreements, and purchases up to 15% of the construction contract ($1,684,529.78), with approval from the City Attorney and the Finance Department; and (6) Delegate Authority to the City Manager, or his designee, to execute a Reimbursable Services Contract Request with the California Highway Patrol (CHP) for an amount not to exceed $100,000, with approval from the City Attorney and the Finance Department.
4. Council Planning Session: The session will cover a broad range of city matters, projects, procedures, policies and functions including but not limited to:
Discussion and review of an update on 2022 Strategic Plan Items; Discussion and identification of Priority Issues for 2023, including public improvements, programs and staffing; and
Discussion of additional Council-identified priorities.
Note that Planning Session items are non-action items. Although the Council may discuss or direct staff to follow up on these items, no formal action will be taken. Any formal action will be placed on the agenda at a subsequent meeting in the action sections of the agenda.
Friday – February 3: 9:00 am – 5:00 pm Galleria Rooms 157/160/Room 238
1. Council Planning Session Continued.
I, Jennifer Cusmir, City Clerk, declare under penalty of perjury that the foregoing February 2-3, 2023 special meeting notice was posted January 27, 2023 at the rear entrance at City Hall, 1110 West Capitol Avenue, West Sacramento, CA and was available for public review.
If you need assistance to participate in this meeting, please contact the City Clerk’s Office at 916-617- 4500 or [email protected]. Notify the City Clerk’s Office at least 48 hours prior to the meeting will assist staff in assuring reasonable arrangements can be made to provide accessibility to the meeting. Assisted listening devices are available at this meeting. 2 CITY COUNCIL AGENDA REPORT
MEETING DATE: February 2, 2023 ITEM # 2
SUBJECT:
CONSIDERATION OF AUTHORIZATION TO PURCHASE ELECTRICAL MATERIALS FROM JAM SERVICES, INC. FOR THE WASHINGTON AND BRODERICK LIGHTING AND SAFETY PROJECT (CIP 15053)
INITIATED OR REQUESTED BY: REPORT PREPARED BY:
Joanna Ortiz, Assistant Engineer
Capital Projects Department
[ ] Council [X] Staff
[ ] Other
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The objective of this report is to provide the City Council with sufficient information to consider the approval of the purchase of electrical materials from JAM Services, Inc. for the Washington and Broderick Lighting and Safety Project.
RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1) Find that the Washington and Broderick Lighting and Safety project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to §15303 (New Construction or Conversion of Small Structures) of the CEQA Guidelines;
2) Authorize the City Manager, or his designee, to execute a purchase order for electrical materials from JAM Services, Inc, in the amount of $440,146; and
3) Authorize the City Manager to execute change orders for up to 15% ($66,022) of the total value.
BACKGROUND
The City of West Sacramento (City) became eligible to receive federal CDBG Entitlement funding from the U.S.
Department of Housing and Urban Development (HUD) in 2016. In accordance with HUD regulations, the City must develop a five-year Consolidated Plan examining the needs of low-income persons and neighborhoods and setting goals for the use of CDBG funding. Annual Action Plans must also be developed to allocate each year’s CDBG funding for activities that advance the Consolidated Plan goals.
On March 16, 2022, City Council adopted Resolution 22-21 approving a substantial amendment to the CDBG 2020 Annual Action Plan which reallocated $485,852 from the Washington Neighborhood Sidewalk, Lighting and Landscaping Improvement Project to the Washington and Broderick Lighting and Safety Improvement Project.
This activity advanced Goal 2 (Achieve goals in the HUD Challenge Grant funded Washington Realized: A Sustainable Community Strategy) of the 2016-2020 Consolidated Plan. On August 3, 2022, City Council adopted Resolution 22-39 which allocated an additional $85,571 towards the Washington and Broderick Lighting and Safety Improvement Project. This funding met Goal #3 (Construct Infrastructure Improvements in Low-Income Neighborhoods) of the 2021-2025 Consolidated Plan.
ANALYSIS
The Washington and Broderick Lighting and Safety Project will improve pedestrian safety and visibility throughout the Washington and Broderick neighborhoods by replacing and updating streetlights, upgrading and adding pedestrian push buttons at various traffic signals, and installing video detection and traffic signal cabinet upgrades. This project meets the CDBG Low/Mod Area Benefit Objective because it will primarily benefit lowincome residents of Census Tract 101.01. The Traffic Signal and Streetlight’s project area can be found in Attachment 2.
City staff solicited bids for lighting fixtures, signal cabinets, video detection cameras, and pedestrian push buttons through Opengov/ProcureNow.
City staff published an invitation to bid on November 30, 2022. The City received bids from the following two vendors, listed in alphabetical order:
1. AZCO Supply
2. JAM Services, Inc.
3 Washington and Broderick Lighting and Safety Project – JAM Services, Inc.
February 2, 2023
The results are summarized in Table 1.
Table 1
VENDOR
AZCO Supply JAM Services, Inc
Base Bid $162,216 $157,361
Optional Bid Items No Bid $282,785
Total $162,216 $440,146
As summarized in Table 1 and based on the review and evaluation of all bids along with required documentation, staff has determined JAM Services, Inc. to be the lowest, responsive, and responsible bidder.
Environmental Considerations
Activities receiving CDBG funding must satisfy all National Environmental Policy Act (NEPA) and California Environmental Quality Act (CEQA) requirements. HUD requires the City to complete all required NEPA reviews prior to initiating any grant activity. NEPA for the Washington and Broderick Lighting and Safety Improvement Project was identified as an activity that is categorically excluded not subject to Section 58.5. NEPA was completed on February 15, 2022.
The proposed project also falls under a Class 3 Categorical Exemption according to (CEQA). Class 3 consists of construction of small new equipment and facilities in small structures; and the conversion of existing small structures from one use to another where only minor modifications are made in the exterior of the structure (New Construction or Conversion of Small Structures, Section 15315, CEQA Guidelines). This project includes replacing and updating streetlights, upgrading and adding pedestrian push buttons at various traffic signals, and installing video detection and traffic signal cabinet upgrades, which is consistent with the activities under the Class 3 exemption, and is therefore determined to be categorically exempt under California Environmental Quality Act.
Commission Recommendations
The amendment to the CDBG 2020 Annual Action Plan was presented to the Economic Development and Housing (EDH) Commission on February 23, 2022. The EDH Commission unanimously voted to recommend that the City Council approve the substantial amendment to the CDBG 2020 Annual Action Plan. The 2022 Annual Action Plan was presented before EDH Commission and Parks, Recreation and Intergenerational Services Commission. Both Commissions unanimously voted that the City Council approve the 2022 Annual Action plan allocating funding for the Washington and Broderick Lighting and Safety Project.
Strategic Plan Integration
CDBG funding is a critical component of the City’s mission to provide quality municipal services, infrastructure, community improvements, financially sound city government and a superior workforce.
Alternatives
The City Council’s primary alternatives of action are summarized below:
1) Approve the recommended actions as stated above.
2) Delay or revise the recommended action.
3) Not approve the recommended action or cancel the project.
Alternatives 2 and 3 are not recommended as this is a grant-funded project with a tight delivery schedule. Any changes or modifications to the scope of the Project or the documents required to move the Project forward will impact the funding and timing available for the Project.
Coordination and Review
This report was prepared by the Capital Projects Department and coordinated with and reviewed by the Economic Development and Housing Department and the Finance Department. 4 Washington and Broderick Lighting and Safety Project – JAM Services, Inc.
February 2, 2023
Budget/Cost Impact
This project is included in the City’s Capital Improvement Program (CIP) as CIP 15053 – Washington and Broderick Lighting and Safety Project. CIP 15053 has sufficient funds available for the purchase of the electrical materials and no budget requests or amendments are being requested at this time.
ATTACHMENT(S)
1) JAM Services, Inc Bid
2) Traffic Signal/Street light Project Area Map
5 City of West Sacramento
Capital Projects - Engineering
Ariana Adame, Director
1110 W Capitol Ave, West Sacramento, CA 95691
EVALUATION TABULATION
ITB No. 22-088-ITB
Electrical Materials for the Washington District Lighting and Safety Project RESPONSE DEADLINE: December 14, 2022 at 2:00 pm
Report Generated: Thursday, December 15, 2022
SELECTED VENDOR TOTALS
Vendor Total
AZCO Supply $162,216.00
JAM Services $440,146.00
ELECTRICAL MATERIALS BID ITEM LIST
AZCO Supply JAM Services
Selected Line Item Description Quantity Unit of
Measure
Unit Cost Total Unit Cost Total
X 1 PRE-2-M-T3-32LC-7-4K-UNV-PT3-SL or approved equal 12 EA $984.00 $11,808.00 $964.00 $11,568.00 X 2 TX03-48-G2-B-A-1-J-3-E-N-A-5-N-NNN-SP1 or approved equal 13 EA $2,010.00 $26,130.00 $1,973.00 $25,649.00 X 3 GCJ1-30J-MV-40K-2R-GY-045-FOC-PCR7-WL-RWG or approved equal
20 EA $226.00 $4,520.00 $222.00 $4,440.00
X 4 GCM1-60J-MV-40K-3F-GY-115-FOC-PCR7-WL-RWG or approved equal
15 EA $302.00 $4,530.00 $296.00 $4,440.00
X 5 GCJ2-30J-MV-40K-2R-GY-070-FOC-PCR7-WL-RWG or approved equal
8 EA $241.00 $1,928.00 $235.00 $1,880.00
6 EVALUATION TABULATION
ITB No. 22-088-ITB
Electrical Materials for the Washington District Lighting and Safety Project
EVALUATION TABULATION
Invitation to Bid - Electrical Materials for the Washington District Lighting and Safety Project
AZCO Supply JAM Services
Selected Line Item Description Quantity Unit of
Measure
Unit Cost Total Unit Cost Total
X 6 DMS50-80W48LED4K-G3-LE3F-UNV-DMG-HS-BKTX & OM-1ARC-BKTX or approved equal44 EA $2,575.00 $113,300.00 $2,486.00 $109,384.00 Sales Tax (@ 8.25%) $0.00 $0.00
Total $162,216.00 $157,361.00
[*] Denotes item is taxable
OPTIONAL BID ITEMS
AZCO Supply JAM Services
Selected Line Item Description Quantity Unit of
Measure
Unit Cost Total Unit Cost Total
X 7 Optional - (8) complete 4 approach systems (32 cameras, 4 processors/monitors/etc) - Iteris Vantage NEXT system or approved equal
8 EA No Bid No Bid $19,980.00 $159,840.00
X 8 Optional - 332L Cabinet fully loaded with CMU 2010E and 206L power Supply : NOT including controller or Opticom or approved equal
3 EA No Bid No Bid $10,500.00 $31,500.00
X 9 Optional - TESCO T-27-000 BBS w/ ATS & GEN SET or approved equal
3 EA No Bid No Bid $12,175.00 $36,525.00
X 10 Optional - FULL intersection APS System complete with (64) buttons and (8) control units - Polara 2 Wire iDS25EN0-X PPB w/I Detect or approved equal
8 EA No Bid No Bid $6,865.00 $54,920.00
7 EVALUATION TABULATION
ITB No. 22-088-ITB
Electrical Materials for the Washington District Lighting and Safety Project
EVALUATION TABULATION
Invitation to Bid - Electrical Materials for the Washington District Lighting and Safety Project
AZCO Supply JAM Services
Selected Line Item Description Quantity Unit of
Measure
Unit Cost Total Unit Cost Total
Sales Tax (@ 8.25%) $0.00 $0.00
Total No Bid $282,785.00
[*] Denotes item is taxable
VENDOR QUESTIONNAIRE PASS/FAIL
Question Title AZCO Supply JAM Services
Please upload your W-9 Pass
Please enter Legal Company Name and related DBA Pass
Response
Cost Proposal using Electronic Pricing Table
Response (without Cost Proposal)
Cost Proposal
California Contractors State License Board
Federal Grant Funds
Certification regarding Debarment
System Award Management
Federal Byrd Anti Lobbying Certification
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Washington and Broderick
Lighting and Safety Project
0 0.13 0.25 0.5 Miles
F:\GIS\Projects\CapitalProjects\5803_WashingtonArea\5803_WashingtonArea.aprx, brianc, 12/16/2022 9:24 AM
CAPITAL PROJECTS & TRANSPORTATION
DEPARTMENT
1110 W. Capitol Ave.
West Sacramento, Ca
Phone: (916)617-4980
Fax: (916) 374-9895
This map has been compiled using a
combination of record maps, tax
assessor's maps, and as-builts and is
intended for information only and should
not be used for legal descriptions.
9 CITY COUNCIL AGENDA REPORT
MEETING DATE: February 2, 2023 ITEM # 3
SUBJECT:
CONSIDERATION OF ADOPTION OF RESOLUTION 23-3 AMENDING THE CAPITAL
IMPROVEMENT PROGRAM BUDGET FOR THE SYCAMORE TRAIL EXTENSION PHASE II PROJECT (CIP 14021); APPROVAL OF THE PROJECT PLANS AND SPECIFICATIONS;
AND AWARD OF A CONSTRUCTION CONTRACT TO BRIDGEWAY CIVIL CONSTRUCTORS, INC.
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Ryan Teves, Senior Civil Engineer
Christian Asuncion, Associate Civil Engineer
Capital Projects Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The objective of this report is to provide the City Council with sufficient information to consider adoption of Resolution 23-3 amending the Capital Improvement Program budget for the Sycamore Trail Extension Phase II project (CIP 14021); approval of the project Plans and Specifications; and award of a construction contract to the lowest responsive, responsible bidder Bridgeway Civil Constructors, Inc.
RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1) Adopt Resolution 23-3 amending the Capital Improvement Program budget for the Sycamore Trail Extension Phase II project (CIP 14021) and approving an interfund loan and repayment terms from the Traffic Impact Fee Fund (TIF) to the Park Impact Fee Fund (PIF); 2) Approve the Project Plans and Specifications;
3) Award a construction contract to the lowest responsive, responsible bidder, Bridgeway Civil Constructors, Inc.;
4) Delegate Authority to the City Manager, or his designee to execute a construction contract with Bridgeway Civil Constructors, Inc. for an amount not to exceed $11,230,198.50; 5) Authorize the City Manager or his designee to execute amendments, change orders, agreements, and purchases up to 15% of the construction contract ($1,684,529.78), with approval from the City Attorney and the Finance Department; and
6) Delegate Authority to the City Manager, or his designee, to execute a Reimbursable Services Contract Request with the California Highway Patrol (CHP) for an amount not to exceed $100,000, with approval from the City Attorney and the Finance Department.
BACKGROUND
In 2013, the City adopted the Bicycle, Pedestrian, and Trails Master Plan (BPTMP) with the vision of providing one of the nation's top bicycle and pedestrian friendly communities. The BPTMP promoted bicycling and walking as practical modes of transportation within the community by laying out an updated vision of connected bikeways, walkways, and trails that link together the neighborhoods, places of employment, shopping centers, parks, and schools. Included in the 2013 Master Plan was the Sycamore Trail, a five-phase project that extends south from Sacramento Avenue near Yolo Street across the State Highway Route (SHR) 50 and the Barge Canal to the Lake Washington Boulevard and Jefferson Boulevard intersection.
In 2016, the City received $1.15 million in funding from the Sacramento Area Council of Governments (SACOG) for the design and received $5.18 million in funding from the California Urban Greening Grant Program through the Natural Resources Agency for the construction of the Sycamore Trail Phase II and III Extension Project.
When the City updated the BPTMP on July 18, 2018, the City renewed its commitment to the Sycamore Trail and listed it as one of its signature projects. On August 22, 2018, the City Council adopted the final Initial Study/ Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program for the Sycamore Trail Phase II and Ill Project.
The City completed Phase I of the Sycamore Trail in April of 2019. The first phase provides a multi-use paved trail and trail amenities that connect Westfield Park to Joey Lopes Park. Phase II includes construction of a new bicycle and pedestrian bridge over SHR 50 and links Joey Lopes Park to the WUSD Clarendon Street Campus, 10 Construction Contract with Bridgeway Civil Constructors, Inc.
February 2, 2023
the current location of Westmore Oaks K-8 School. Subsequently, Phases III-V will extend the Sycamore Trail further south, down across the Deep Water Ship Channel to Southport.
In 2021, the City was awarded $6.189 million in grants from the Caltrans Active Transportation Program Cycle 5 for the design and construction of the Sycamore Trail Phase II and III Project. $3.5 million was awarded for the construction of Phase II, while $2.689 million was awarded for the completion of the design, acquisition of right of way, and construction of Phase III. In August 2022, the City awarded a Professional Services contract with Quincy Engineering, Inc. for construction management services.
ANALYSIS
Pursuant to the Public Contract Code, the project was publicly advertised for construction in the City of West Sacramento News Ledger, City of West Sacramento website, and on OpenGov (an online procurement system) with the following timeline:
Original Date Extended Date
Advertisement: 10/3/2022 n/a
Pre-Bid Meeting: 10/18/2022 n/a
Questions Deadline: 10/21/2022 11/7/2022
Post Responses to Questions: 10/27/2022 11/10/2022
Bid Open: 11/3/2022 11/17/2022
Following the pre-bid meeting, staff determined it was in the best interest of the City to extend the period for questions as well as the bid open date. Contractors tend to bid more competitively when projects are better understood. The Sycamore Trail Extension Phase II Project is a challenging project with varied scope and coordination efforts with multiple stakeholders, including Caltrans, RD-900, Regional San, and the Washington Unified School District.
The project team issued three (3) addendums and responded to thirty (30) questions received during bidding.
The five (5) bid proposals received and publicly opened on November 17, 2022 are as follows:
Table 1: Bid Summary
The Engineer’s Estimate was $8,430,000 at time of bid advertisement. The apparent low bid by Bridgeway Civil Constructors, Inc. is $11,230.198.50, which is 37% higher than the Engineer’s Estimate. In analyzing the contractor’s bids in the itemized bid schedule, staff found that bid items for the bridge were $1,336,818.50 higher than the Engineer’s estimate. These items include concrete and steel costs, which were 50% higher than estimated. Additionally, railing and fencing costs were $408,936.00 higher than the Engineer’s Estimate.
Complex coordination with Caltrans for freeway traffic management also contributed to the higher construction bids. As shown in Table 1: Bid Summary, the bids received were very competitive for a project of this scale with the apparent low bid within 18% of the high bid. Staff confirmed with the construction management team that prices have risen sharply recently given the inflationary state of the economy combined with uncertainty associated with supply chain delays.
As summarized above and based on the evaluation of all required bid documentation, staff has determined Bridgeway Civil Constructors, Inc. to be the lowest, responsive responsible bidder. Staff is recommending that Council award the construction contract to Bridgeway Civil Constructors, Inc. in the amount of $11,230,198.50.
Contractor Bid Amount
(1) Bridgeway Civil Constructors, Inc. $ 11,230,198.50
(2) MCM Construction, Inc. $ 12,443,117.00
(3) Viking Construction Company, Inc. $ 12,606,954.25
(4) Myers & Sons Construction, LLC $ 12,796,700.00
(5) Gordon N. Ball, Inc. $ 13,343,943.00
11 Construction Contract with Bridgeway Civil Constructors, Inc.
February 2, 2023
Upon award of the contract by Council, staff will coordinate with the contractor to execute the contract and issue a Notice to Proceed with construction.
Environmental Considerations
On August 22, 2018, the City Council adopted the Final Initial Study/Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program for the Project with Resolution 18-51. As the project has not been modified since that time, no new environmental analysis is required, consistent with State CEQA Guidelines Section 15162 and 15168(c)(2).
Commission Recommendation
Not applicable
Strategic Plan Integration
The Project is consistent with the City of West Sacramento’s vision: “A Vibrant City where you can Live, Work, Learn and Play”. The Sycamore Trail Project is a top priority of the BPTMP, connecting communities both north and south of SHR 50 providing a safer intergenerational alternative connection for pedestrians.
Alternatives
Staff recommends that the City Council:
1) Approve the recommended actions as stated above.
2) Modify or defer the recommended actions.
3) Not approve the recommended action or delay the project.
Alternative 1 is recommended to allow construction to move forward for the Project in compliance with grant milestone requirements and the strategic goals of the City.
Coordination and Review
This report was prepared by the Capital Projects Department in coordination with and review by the Finance Department and the City Attorney.
Budget/Cost Impact
The Project Costs and Sources of Funding are summarized in the Table 2 and Table 3 as follows:
Table 2: Breakdown of Project Costs
Project Costs
Management and Engineering (Expended) Approval
Contracts &
Amendments
City Staff & Misc. $ 667,342.00
Consultant (Dewberry) 9/6/2017 $ 1,182,228.00
Construction Phase (Encumbered)
Consultant - Support During Const. (Dewberry) 9/6/2017 $ 203,242.00 Consultant - CM (Quincy Engineering) 8/3/2022 $ 1,534,759.00 Total Project Costs to Date $ 3,587,571.00
Construction Phase
City CM Staff (Project Management, Engineering, and Inspection) Pending $400,000.00 Construction - (Bridgeway Civil Constructors, Inc.) Pending $ 11,230,198.50 Construction Contingency (15%) Pending $ 1,684,529.78
Total Project Costs Remaining $ 13,314,728.28
Total Project Costs $ 16,902,299.28
12 Construction Contract with Bridgeway Civil Constructors, Inc.
February 2, 2023
Table 3: Project Sources of Funding
Federal & State Grants Grant Totals
Congestion Mitigation Air Quality - CMAQ (Federal Grant) $1,301,010.00 Urban Greening (State Grant) $5,178,684.00
Active Transportation Program - ATP (State Grant) $3,500,000.00 Total Federal & State Grants $9,979,694.00
City Funds Fund Totals
Fund 106 Measure G $ 1,100,000.00
Fund 205 Traffic Impact Fees $459,114.00
City Funds $ 1,559,114.00
TOTAL APPROPRIATED FUNDS $11,538,808.00
Funds Needed ($16,902,299.28-$11,538,808) ($5,363,491.28) TOTAL PROJECT FUNDS $16,902,299.28
Based on the information above, Resolution 23-3 is requesting an additional $5,363,492 for this project as an interfund loan from the Traffic Improvement Fund (TIF) to the Park Impact Fee Fund (PIF). This project is a regional transportation trail project; however, it was not included in the current project list for the basis of the Traffic Impact Fee program. The long-term plan is to utilize Traffic Impact Fee funds to fund regional transportation trail projects, including this project. In order to do this, however, the Traffic Impact Fee program will need to be updated to include these types of transportation trail projects. In the meantime, the project is legally fundable with Park Impact Fee funds and therefore a loan is requested from the Traffic Impact Fee fund to the Park Impact Fee Fund to provide the needed funds for the project until the Traffic Impact Fee Fund can legally do so. This interfund loan will accrue annual interest at the Local Agency Investment Fund (LAIF) rate until the Traffic Impact Fee program is updated. At that time, the loan and all accrued interest is intended to be forgiven, and the funding source for the project will be changed to TIF.
ATTACHMENT(S)
1) Resolution 23-3
2) Construction Contract with Bridgeway Civil Constructors, Inc. 13 RESOLUTION 23-3
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO
AMENDING THE CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET FOR THE SYCAMORE TRAIL EXTENSION PHASE II PROJECT (CIP 14021)
WHEREAS, the City of West Sacramento was awarded a Congestion Mitigation Air Quality (CMAQ) Federal Grant of $1,301,010, an Urban Greening Grant of $5,178,684 through the California Natural Resource Agency, and a State Active Transportation Program (ATP) Grant of $3,500,000 through the California Transportation Commission (CTC) and Caltrans for the Sycamore Trail Extension Phase II Project (CIP 14021), which includes construction of a new bicycle and pedestrian bridge over US-50 and links Joey Lopes Park to the Washington Unified School District (WUSD) Clarendon Street Campus; and
WHEREAS, an Invitation to Bidders was publicly advertised for construction in the City of West Sacramento News Ledger, City of West Sacramento website, and on OpenGov (an online procurement system) on October 3, 2022; and
WHEREAS, five (5) bid proposals were received and publicly opened on November 17, 2022; and
WHEREAS, a construction contract will be awarded for the Sycamore Trail Extension Phase II Project (CIP 14021) to Bridgeway Civil Constructors, Inc. as the lowest responsive, responsible bidder for a contract amount of $11,230.198.50, a 15% contingency amount of $1,684,529.78, and City staff support of $400,000 for a total amount of $13,314,728.28; and WHEREAS, inflationary factors and the disruption in the construction supply chain leading to uncertainty in the availability of materials resulted in overall higher bids received for the project causing a funding shortfall of $5,363,492; and
WHEREAS, based on the above construction cost and recommended additional costs, City staff is requesting and recommending an additional $5,363,492 for this project as a forgivable interfund loan from the Traffic Impact Fee Fund (TIF) to the Park Impact Fee Fund (PIF) with accrued annual interest payments at the LAIF rate until the TIF program is updated to include regional transportation trail projects and can legally fund the project; and WHEREAS, the City Council has considered all information related to this matter, as presented at the public meetings of the City Council identified herein, including any supporting reports by City staff, and any other information provided during public meetings.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Sacramento as follows:
1) The City Council hereby approves amendments to the Capital Improvement Program for Fiscal Year 2022/23 as listed below:
SOURCES
$5,363,492 205-0000-3085 Traffic Improvement Fund Balance $5,363,492 211-9530-4990 Transfer in from TIF to PIF for interfund loan $5,363,492 400-9900-4990/400-14021-4990 Transfer in from PIF $5,363,492 TOTAL SOURCES
USES
$5,363,492 400-9900-5530/400-14021/5800 Sycamore Trail Ph II Project Budget Attachment 1
14 Resolution 23-3
$5,363,492 205-9211-5950 Transfer out to TIF from PIF for interfund loan $5,363,492 211-9530-5950 Transfer out to CIP-14021 from PIF $5,363,492 TOTAL USES
*Note: Interfund Transfers are not included in total sources and uses to avoid duplication of total costs.
2) The loan is from the Traffic Impact Fee Fund (TIF) to the Park Impact Fee Fund (PIF) with annual interest payments at the LAIF rate to accrue until the TIF program is updated to include regional and local trail projects and can therefore legally fund the project. 3) Once the TIF program is updated to include regional transportation trail projects, this interfund loan will be forgiven.
4) The City Council hereby finds that the facts set forth in the recitals to this Resolution are true and correct and establish the factual basis for the City Council’s adoption of this Resolution.
5) This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED by the West Sacramento City Council this 2nd day of February 2023, by the following vote:
AYES:
NOES:
ABSENT:
Martha Guerrero, Mayor
ATTEST:
Jennifer Cusmir, City Clerk
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CONSTRUCTION CONTRACT
THIS CONTRACT made on February 2, 2023 by and between the City of West Sacramento (“City”), and Bridgeway Civil Constructors, Inc., hereinafter “Contractor”. The City and Contractor may be collectively referred to as the “parties”.
The parties have mutually covenanted and agreed as follows:
1. THE CONTRACT DOCUMENTS:
The complete Contract consists of the following documents (“Contract Documents”):
Invitation to Bid (See Part 1)
Accepted Bid (and all accompanying documents)
Addenda Nos.1, 2, and 3, as issued
Bidders List of Subcontractors, (See Part 2)
Construction Contract (See Part 3)
Payment Bond to accompany Contract (See Part 3)
Performance Bond to accompany Contract (See Part 3)
Contractor’s Certification Regarding Workers’ Compensation (See Part 3) General Conditions (See Part 4)
Supplemental Conditions (See Part 5)
Special Provisions (See Part 5)
Drawings (See Part 9)
Technical Specifications (See Part 7)
Change Orders
City of West Sacramento Standard Specifications 2002, with Amendments #1 & #2 State of California Department of Transportation (Caltrans) Standard Specifications 2015
2. THE WORK:
The Contractor agrees to furnish all tools, equipment, apparatus, facilities, labor, transportation, and material necessary to perform and complete in a good and workmanlike manner, the Sycamore Trail Phase II (“Project”) as called for, and in the manner designated in, and in strict conformity with, the Contract Documents. It is understood and agreed that the tools, equipment, apparatus, facilities, labor, transportation, and material shall be furnished and the work performed and completed as required in the Drawings and Specifications under the sole direction and control of the Contractor, and subject to inspection and approval of the City, or its representatives. The City hereby designates as its representative for the purpose of this Contract the following named person: Ryan Teves.
3. CONTRACT PRICE:
The City agrees to pay and the Contractor agrees to accept, in full payment for the work above agreed to be done, the sum of eleven million, two hundred thirty thousand, one hundred ninety eight dollars and fifty cents ($11,230,198.50) for the Project subject to additions and deductions as provided in the Contract Documents.
Attachment 2
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4. COMPLETION DATE:
The Project shall be commenced on the date specified in the Notice to Proceed. The total project will be completed within Three Hundred (300) working days, as defined in the General Conditions, after the date stated in the Notice to Proceed.
5. NOTICE AND SERVICE THEREOF:
Any notice from one party to the other under the Contract shall be in writing and shall be dated and signed by the party giving such notice or by a duly authorized representative of such party. Any such notice shall not be effective for any purpose whatsoever unless served in the following manner, namely:
(a) If the notice is given to the City, by personal delivery thereof to the Director of Capital Projects, or by depositing the same in the United States mail, enclosed in a sealed envelope, postage prepaid, and certified; addressed to the City at:
City of West Sacramento
Ryan Teves, Senior Civil Engineer
1110 West Capitol Avenue, 1st Floor
West Sacramento, CA 95691
(b) If the notice is given to the Contractor, by personal delivery thereof to said Contractor or to its duly authorized representative at the site of the project, or by depositing the same in the United States mail, enclosed in a sealed envelope, postage prepaid, and certified; addressed to the Contractor at:
Bridgeway Civil Constructors, Inc.
Gabe Farncroft
3333 Vaca Valley Pkwy, Suite 2000
Vacaville, CA, 95688
(c) If the notice is given to the surety or any other person, by personal delivery to such surety or other person, or by depositing the same in the United States mail, enclosed in a sealed envelope, addressed to such surety or other person, as the case may be, at the address of such surety or person last communicated by it to the party giving the notice, postage prepaid and certified.
6. LIQUIDATED DAMAGES:
Liquidated damages as provided for in the General Conditions of the Contract shall be in the sum of Six Thousand Eight Hundred Dollars ($6,700.00) for each and every day as defined therein for each different scope of work as defined by the Base Bid and each change order except as otherwise specified in the Supplemental Conditions.
7. PREVAILING WAGE:
Copies of the prevailing rate of per diem wages as determined by the Director of the Department of Industrial Relations in accordance with Labor Code section 1773.2 are on file at the City, and copies are available for inspection at that office to any interested party on request. 17 1751480.1 7203-001
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Bidders shall be responsible for verifying with the Director of the Department of Industrial Relations that all such copies of the prevailing rate provided by the City are current and accurate. The requirement to pay the wage rate so specified is further detailed in the General Conditions.
8. CONTRACTOR REGISTRATION
By the execution of this Contract, Contractor hereby certifies that it is registered with the California Department of Industrial Relations as required pursuant to Labor Code section 1725.5 (Contractor registration).
IN WITNESS WHEREOF, four (4) identical counterparts of this Contract, each of which shall for all purposes be deemed an original, have been duly executed by the above-named parties, on the date noted on the first page of this Contract.
Date Bridgeway Civil Constructors, Inc.
Date Martha Guerrero, Mayor
City of West Sacramento
Approved as to form:
Jeffrey Mitchell, City Attorney
Attest:
Jennifer Cusmir, City Clerk
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THIS PAGE IS INTENTIONALLY LEFT BLANK
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PERFORMANCE BOND
The CITY OF WEST SACRAMENTO, hereinafter “City,” entered into a Contract dated February 2, 2023 with Bridgeway Civil Constructors, Inc. hereinafter “Contractor,” for the work described as follows:
SYCAMORE TRAIL PHASE II
WHEREAS, said Contractor is required under terms of said Contract to furnish a bond for the faithful performance of said Contract; and
WHEREAS, the Contract is by reference made a part hereof.
NOW, THEREFORE, we, Bridgeway Civil Constructors, Inc., the undersigned Contractor, as Principal, and Berkley Insurance Company, a corporation organized and existing under the laws of the State of Delaware, and duly authorized to transact business under the laws of the State of California, as Surety, are held and firmly bound unto the City in the penal sum of eleven million, two hundred thirty thousand, one hundred ninety eight dollars and fifty cents ($11,230,198.50), lawful money of the United States, said sum being not less than one hundred percent (100%) of the total Contract amount, for the payment of which sum be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH, THAT, if the above-bounded Contractor, its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and perform the covenants, conditions, and agreements in said Contract and any alterations thereof made as therein provided, on its part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless the City, its officers and agents, as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force and virtue.
As a condition precedent to the satisfactory completion of said Contract, the above obligation in said amount shall hold good for a period of one (1) year after the completion and Acceptance of said work, during which time if the above-bounded Contractor, its heirs, executors, administrators, successors or assigns shall fail to make full, complete, and satisfactory repair and replacements or totally protect the City from loss or damage made evident during said period of one (1) year from the date of Acceptance of said work, and resulting from or caused by defective materials or faulty workmanship in the prosecution of the work done, the above obligation in said sum shall remain in full force and effect. However, anything in this paragraph to the contrary notwithstanding, the obligation of the Surety hereunder shall continue so long as any obligation of the Contractor remains.
And the Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract or to the work to be performed thereunder or the specifications accompanying the same shall, in any way, affect its obligations on this bond and it does hereby waive notice of any such change, extension of time, alteration, or addition to the terms of the Contract or to the work or the specifications. Said Surety hereby waives the provisions of Sections 2819 and 2845 of the Civil Code of the State of California.
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In the event suit is brought upon this bond by the City and judgment is recovered, the Surety shall pay all costs incurred by the City in such suit, including reasonable attorneys’ fees to be fixed by the Court.
IN WITNESS WHEREOF, we have hereunto set our hands and seals this ______________ day of _______________________, 20___.
(Contractor as Principal)
(Seal) By
(Seal) By
NOTE: If Contractor is a Partnership, all parties must execute the Bond.
IMPORTANT: Surety companies executing Bonds must appear on the Treasury Department’s most current list (Circular 570 as amended) and be authorized to transact business in California.
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PAYMENT BOND
The CITY OF WEST SACRAMENTO, hereinafter “City,” has awarded to Bridgeway Civil Constructors, Inc., hereinafter “Contractor,” a Contract for the work described as follows:
SYCAMORE TRAIL PHASE II
WHEREAS, the Contractor is required by the Contract and by the provisions of Third Division, Part 4, Title 15, Chapter 7 of the Civil Code to furnish a bond in connection with the Contract, as hereinafter set forth.
NOW, THEREFORE, we, Bridgeway Civil Constructors, Inc, the undersigned Contractor, as Principal, and Berkley Insurance Company, a corporation organized and existing under the laws of the State of Delaware duly authorized to transact business under the laws of the State of California, as Surety, are held and firmly bound unto the City in the sum of eleven million, two hundred thirty thousand, one hundred ninety eight dollars and fifty cents ($11,230,198.50), said sum being not less than one hundred (100) percent of the total Contract amount payable by the City, under the terms of the Contract, for which payment well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors and assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH, THAT, if the Contractor, its heirs, executors, administrators, successors, and assigns or Subcontractors shall fail to pay for any materials, provisions, provender or other supplies or teams, implements or machinery used in, upon, for or about the performance of the work contracted to be done, or shall fail to pay for any work or labor thereon of any kind, or shall fail to pay any persons named in Civil Code section 9100, or shall fail to pay for amounts due under the Unemployment Insurance Code with respect to such work or labor thereon of any kind, or shall fail to pay for any amounts required to be deducted, withheld, and paid over to the Employment Development Department from the wages of employees of the Contractor and Subcontractors pursuant to Section 13020 of the Unemployment Insurance Code with respect to such work or labor, and provided that the claimant shall have complied with the provisions of that code, the Surety or Sureties hereon will pay for the same in an amount not exceeding the sum specified in the Contract; otherwise, the above obligation shall be void. In case suit is brought upon this bond, the Surety will pay reasonable attorneys’ fees to the prevailing party to be fixed by the court.
This bond shall insure to the benefit of any and all persons, companies and corporations entitled to file claims under Section 9100 of the Civil Code, so as to give a right of action to them or to their assigns in any suit brought upon this bond.
It is further stipulated that the Surety of this bond shall not be exonerated or released from the obligation of the bond by any change, extension of time for performance, addition, alteration, or modification in, to, or of any contract, plans, specifications, or agreement pertaining or relating to any scheme or work of improvement described above or pertaining or relating to the furnishing of labor, materials, or equipment therefor, nor by any change or modification of any terms of payment or extension of the time for any payment pertaining or relating to any scheme or work of improvement described above, nor by any rescission or attempted rescission of the Contract, agreement, or bond, nor by any conditions precedent or subsequent in the bond attempting to limit the right of recovery of claimants otherwise entitled to recover under any such contract or agreement or under the bond, nor by any fraud practiced by 22 1751480.1 7203-001
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any person other than the claimant seeking to recover on the bond, and that this bond be construed most strongly against the Surety and in favor of all persons for whose benefit such bond is given, and under no circumstances shall Surety be released from liability to those for whose benefit such bond has been given, by reason of any breach of contract between the City and original Contractor or on the party of the obligee named in such bond, but the sole conditions of recovery shall be that claimant is a person described in Section 8400 and 8402 of the California Civil Code and has not been paid the full amount of its claim and that Surety does hereby waive notice of any such change, extension of time, addition, alteration, or modification.
IN WITNESS WHEREOF, we have hereunto set our hands and seals this _________ day of ___________________________, 20___.
(Contractor as Principal)
(Seal) By
(Seal) By
NOTE: If Contractor is a Partnership, all partners should execute Bond.
IMPORTANT: Surety companies executing Bonds must appear on the Treasury Department’s most current list (Circular 570 as amended) and be authorized to transact business in California.
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CONTRACTOR’S CERTIFICATE REGARDING WORKER’S COMPENSATION TO: Ryan Teves, Senior Civil Engineer
City of West Sacramento
1110 West Capitol Avenue, 1st Floor
West Sacramento, CA 95691
I am aware of the provisions of Section 3700 of the Labor Code of the State of California which require every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Contract.
Bridgeway Civil Constructors, Inc.
(Contractor)
By
(Business Address)
(Place of Residence)
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SUPPLEMENTAL CONDITIONS
Except as modified by these Supplemental Conditions, the work shall be performed in accordance with Division 3 General Conditions. The numbering of these Supplemental Conditions coincides to the numbering in the General Conditions. The existence of a section in these Supplemental Conditions means that a corresponding section in the General Conditions is modified in some respect. Under these contract documents, Supplemental Conditions and Special Provisions have the same meaning. Work within State right of way shall be performed in accordance with the current State of California Department of Transportation (Caltrans) Standard Specifications.
The following Supplemental Conditions, if any, shall be used in conjunction with the City of West Sacramento Standard Specifications current edition including Standard Details and all revisions, and the current State of California Department of Transportation (Caltrans) Standard Specifications, in that order.
The following provisions apply to use of or reference to the Caltrans Standard Specifications:
1. None of the “General Provisions” of the Caltrans Standard Specifications, i.e., Sections 1 through 9, applies to these Contract Documents with the exception of any specific provisions, if any, which are expressly stated to apply to these Contract Documents. The City’s “General Conditions” shall govern.
2. If there is a conflict or inconsistency between any provision in the Caltrans Standard Specifications and a provision of these Contract Documents, the provision in the Contract Documents will govern.
3. Any reference to the “Engineer” in the Caltrans Standard Specifications is deemed to mean “City”, “Owner” or “Architect/Engineer” or Owner’s designated representative.
4. Any reference to the “State” in the Caltrans Standard Specifications is deemed to mean “City” or “Owner.”
City Standard Specifications are available online at:
https://www.cityofwestsacramento.org/government/departments/communitydevelopment/development-engineering-division/documents Bound hardcopies may be purchased from City Hall at:
1110 West Capitol Avenue, 2nd Floor
West Sacramento, California 95691
or by calling (916) 617-4645 for purchase by mail.
State Standard Specifications are available online at:
https://dot.ca.gov/programs/design/ccs-standard-plans-and-standardspecifications
5. This Contract is funded in whole or in part through grant funds received under the following grants (the “Grant”), the terms of which are incorporated herein:
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a. Urban Greening Grant awarded April 2018, Grant Agreement dated April 2018, and any amendments thereto;
b. State ATP Grant awarded March 2021, Program Supplement Agreement dated August 2022, and any amendments thereto; (the “Grants”), the terms of which are incorporated herein.
Contractor shall ensure that its performance under this Contract, and that of any subcontractors, conforms to the requirements of the Grant. 26