CITY COUNCIL STAFF REPORT
MEETING DATE: March 1, 2017
PREPARED BY: Cynthia Iwanaga, Management Analyst/Community Services
APPROVED BY: City Manager
Title
AWARD 2017 SIDEWALK REPAIR PROJECT
END
RECOMMENDATION(S)
RECOMMENDATION
Approve the following actions:
1. Award a contract to Golden Bay Construction, Inc. in the amount of $118,200;
2. Authorize the expenditure of construction contingency funds not to exceed $11,820;
3. Authorize the City Manager to execute and administer that certain construction contract with Golden Bay Construction, Inc.;
4. Adopt resolution approving an additional appropriation to the Adopted Fiscal Year 2016-17 Budget; and
5. Approve a First Amendment to the Maintenance Services Agreement with West Coast Arborist, Inc.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Enhancing public safety
Maintaining fiscal responsibility
2017 Strategic Priorities
Infrastructure
REPORT NARRATIVE:
The purpose of this item is to present the Council with an opportunity to review and consider two contracts prepared to complete sidewalk repairs.
The scope of work for the 2017 Sidewalk Repair Project will include the removal and replacement of concrete sidewalks, tree removal, and tree replanting at various locations within the city. The sidewalks and related trees to be addressed with this project will be primarily located along Llagas Road, Monterey Road and E. Dunne Avenue, at which priority repairs are needed based on the deteriorated condition of the sidewalks. The City’s bid documents are attached.
In soliciting bids for the sidewalk repair contract, the City advertised in the Morgan Hill Times and two online services, Online Plan Services and Public Purchase, whose subscribers include hundreds of contractors as well as Northern California Building Exchanges. The bid opening was held on February 9, 2017 and six bids were received as listed below:
|
Contractor |
Bid Amount |
|
Golden Bay Construction |
$118,200 |
|
J.R.R. Construction |
$119,635 |
|
Norcal Contractor |
$135,965 |
|
Don Chapin |
$143,019 |
|
AJ’s Concrete and Landscape |
$166,955 |
|
Alaniz Construction |
$190,000 |
The low bidder, Golden Bay Construction, has over 33 years of experience and has completed multiple projects for the City of Morgan Hill including sidewalk replacement projects. Staff recommends the award of this contract to Golden Bay Construction, Inc. for $118,200. Staff also recommends a 10% contingency of $11,820, which will yield a total construction authorization of $130,020 for the sidewalk repair and replacement contract.
Staff recommends the City’s arborist, West Coast Arborist, Inc., remove and replace trees that are impacted by the sidewalk repairs. Staff requests an amendment to the West Coast Arborist, Inc. Maintenance Services Agreement in the amount of $25,827 for the tree removal and replacement required by the sidewalk repairs. The attached First Amendment to the West Coast Arborist, Inc. agreement in the amount of $25,827 will bring the total cost of the sidewalk repair project to $155,847. This amendment covers work that was not included in the original scope of the contract with West Coast Arborist, Inc.
COMMUNITY ENGAGEMENT: Inform
Signs will be posted at the sidewalk repair sites to inform pedestrians and cars of the construction underway. Notification will be posted on the City’s website and Next Door Morgan Hill to inform residents that sidewalk repairs will be underway throughout the City from April to May.
ALTERNATIVE ACTIONS:
An alternative action would be to delay the repair of citywide sidewalks.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
The City Council approved funding in the City’s Fiscal Years 2016-2018 adopted budget for this project. Sidewalk repairs are to be funded from the approved Capital Improvement Project 574015. The City Council has awarded several prior sidewalk repair contracts. The most recent award was on June 17, 2015.
FISCAL AND RESOURCE IMPACT:
Total project costs are estimated to be $155,847. This total includes $118,200 in direct contract costs, $11,820 in project contingency, and $25,827 in tree removal and replanting costs. Staff has analyzed the sidewalk repair locations and determined whether or not the location is eligible for funding from Fund 355 (School Pedestrian and Traffic Safety) based on its proximity to local schools. Based on this analysis, $105,923 of the project's costs can be charged to Fund 355. The remaining locations are more than 3/4 of a mile from a school and, therefore, cannot be charged to Fund 355. For these locations, staff is recommending that a new appropriation of $49,924 from Fund 346 (Public Facilities) be added to the Sidewalk Repair CIP Project (574015) for the Fiscal Year 2016-2017 Adopted Budget. If adopted, the attached resolution and budget scorecard will enact the recommended appropriation.
CEQA (California Environmental Quality Act):
Categorical Exemption
The activities described in this Staff Report are categorically exempt under CEQA, specifically pursuant to Section 15301 of the CEQA Guidelines (Existing Facilities), as the subject work involves the repair, maintenance or minor alteration of existing City facilities involving negligible or no expansion of use of those facilities.
LINKS/ATTACHMENTS:
1. Golden Bay Contract
2. Resolution for Budget Amendment
3. Budget Scorecard
4. First Amendment to Maintenance Services Agreement with West Coast Arborist, Inc.
5. Bid Documents