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HomeMy WebLinkAboutPW ADA Curb Ramps 2015-16; Coastside Concrete (removed)Agenda Item No: 3_f Meeting Date: November 16, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Director of Public Works (SG) City Manager Approval: File No.: 16.01.281 TOPIC: AWARD A CONTRACT FOR CONSTRUCTION OF THE ADA/DOJ CURB RAMPS 2015-2016 PROJECT SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR CONTRUCTION OF THE ADA/DOJ CURB RAMPS 2015-2016 PROJECT, CITY PROJECT NO. 11263, TO COASTSIDE CONCRETE AND CONSTRUCTION, INC., IN THE AMOUNT OF $187,750.00, AUTHORIZING THE EXPENDITURE OF UP TO $22,500.00 (12%) FOR PROJECT CONTINGENCIES, AND AUTHORIZING AN ADDITIONAL $50,136.00 FOR EXTRA WORK FOR A TOTAL AUTHORIZATION OF $263,504 RECOMMENDATION: Staff recommends that the City Council adopt the resolution awarding the construction contract to Coastside Concrete and Construction, Inc. in the amount of $187,750.00 and authorizing a total project expenditure amount of $263,504. BACKGROUND: In August of 2004, the City of San Rafael entered into a Settlement Agreement with the Federal Department of Justice (DOJ) to address a lack of compliance with the Americans with Disabilities Act (ADA) and related accessibility issues in City -owned facilities and the public right-of- way. A section of the Agreement calls for the City of San Rafael to construct curb ramps or sloped areas at any intersection to provide access for pedestrians. In 2004, Public Works identified a backlog of 797 curb ramps requiring construction. The proposed project includes construction of nine new ADA compliant curb ramps and storm drainage improvements. All nine locations are specifically included in the backlog of 797 ramps required by the DOJ Settlement Agreement. To date, 425 of the 797 ramps have been constructed. Four additional locations are currently scheduled for construction as part of the new Loch Lomond development. The DOJ has approved the removal of 29 locations from the required list, and 12 locations are located on steep hillsides where construction of a ramp would essentially make the area more dangerous than the current condition. After completion of this project, 318 remaining locations will require curb ramp construction in accordance with the requirements of the Settlement Agreement. FOR CITY CLERK ONLY File No.: 4-1-672 Council Meeting: 11/16/2015 Disposition: Removed from agenda SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 2 In keeping with our standard practices, Public Works staff conducted a multi -modal study of the locations specific to this project to ensure that the most reasonable facilities for all modes of travel were included in the project design. The study was completed on October 27, 2015. The ADA -DOJ Curb Ramps 2015-2016 project has been determined to have no significant effect on the environment and is therefore categorically exempt from environmental documents. A Notice of Exemption was filed at the Marin County Clerk's Office on October 28, 2015. The project was advertised in accordance with San Rafael's Municipal Code on October 14, 2015. The engineer's estimate was $240,000.00. The following bids were received and read aloud on November 4, 2015, at 11:30 AM: NAME OF BIDDER AMOUNT Coastside Concrete and Construction, Inc. $187,750.00* FBD Vanguard Construction $210,050.00 Maggiora & Ghilotti, Inc. $222,222.00 Ghilotti Bros., Inc. $254,379.00 WR Forde Associates $255,555.00 Darren Taylor Construction, Inc. $279,332.00 JJR Construction $279,937.00 *At the time of the bid opening, the bid from Coastside Concrete & Construction, Inc. was read as $184,250. However, upon evaluation of the unit prices, the Contractor made an arithmetical error in the bid tabulation and the actual bid was for $187,750 as noted in the table above. ANALYSIS: The referenced bids have been reviewed by Public Works staff and the bid from Coastside Concrete and Construction, Inc. was found to be both responsive and responsible. The low bid from Coastside Concrete and Construction, Inc. in the amount of $187,750.00 falls within the allocated project budget. It is important to note that once this project is completed, the City will still have a commitment to construct 318 additional ramps in accordance with the settlement agreement. The average cost of ramps for this project is $20,861.00, exclusive of contingencies, topographic surveys, design and plan reproduction costs. Based on this average cost, the remaining commitment per the settlement agreement is approximately $6.6 million which must be completed by February, 2019. The funding source is the City's FY 15-16 Community Development Block Grant (CDBG) award of $263,504.00. Subtracting expenses to date and document reproduction costs ($3,118.00) and the Coastside bid of $187,750.00 plus a contingency of $22,500.00 leaves $50,136.00. Public Works engineers have designed the nine ramps specific to this project, and have also designed 20 more ramps pending the availability of additional funding. We therefore recommend utilizing the $50,136.00 described above to complete as many ramps as possible, which will be authorized through a contract change order as approved by the Director of Public Works. PUBLIC OUTREACH: Prior to commencement of construction, Public Works staff will send letters to the property owners and residents of adjacent properties notifying them of the upcoming construction, providing a link to the project website listing a detailed construction schedule, and providing a phone number to call with any questions. FISCAL IMPACT: To date, $2,117.75 has been charged to this project for the topographic surveying. The remaining project expenditures include document reproduction, recordation of environmental SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 3 documents, construction to be performed by Coastside Concrete and Construction, Inc. and a recommended contingency of approximately 12%. The total estimated contract amount is $210,250.00 ($187,750.00 + $22,500.00). We also recommend authorizing the Public Works Director to expand the scope to maximize the number of curb ramps given available funding. The following tables summarize funding sources and expenses: Fundine Source Funding Source Amount Community Development Block Grant $263,504 Total Available Funds $263,504 Expenses Category Amount Notes Already Charged Expenses Subtotal $2,118 Environmental document, topographic survey Remaining Expenses Miscellaneous $1,000 Estimated Document Reproduction, etc. Construction Contract $187,750 Base bid contract amount Construction Contingency (Approx. 12%) $22,500 Extra Work $50,136 Additional Curb Ramps to be added Total Project Cost $263,504 OPTIONS: 1. Adopt the resolution awarding the contract to Coastside Concrete and Construction, Inc., the lowest responsive and responsible bid, in the amount of $187,750.00, and authorizing additional funding as set forth above. If this option is chosen, construction will commence as soon as possible. 2. Do not award the contract and direct staff to rebid the project. If this option is chosen, rebidding will delay construction until the spring of 2015, and grant funding may be jeopardized. 3. Do not award the contract and direct staff to stop working on this project. If this option is chosen, the City will still be required to construct these ramps in the future as part of the DOJ Settlement Agreement. ACTION REQUIRED: Adopt the resolution awarding the construction contract to Coastside Concrete and Construction, Inc. in the amount of $187,750.00, authorizing the expenditure of up to $22,500 for project contingencies and authorizing an additional $50,136 for the extra work described previously. Enclosures: Resolution Agreement Location Map RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AWARDING A CONTRACT FOR CONTRUCTION OF THE ADA/DOJ CURB RAMPS 2015-2016 PROJECT, CITY PROJECT NO. 11263, TO COASTSIDE CONCRETE AND CONSTRUCTION, INC., IN THE AMOUNT OF $187,750.00, AUTHORIZING THE EXPENDITURE OF UP TO $22,500.00 (12%) FOR PROJECT CONTINGENCIES, AND AUTHORIZING AN ADDITIONAL $50,136.00 FOR EXTRA WORK FOR A TOTAL AUTHORIZATION OF $263,504.00. WHEREAS, on the 4t' day of November, 2015, pursuant to due and legal notice published in the manner provided by law, inviting sealed bids or proposals for the work hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly open, examine, and declare all sealed bids or proposals for doing the following work in said City, to wit: "ADA/DOJ Curb Ramps 2015-2016" City Project No. 11263 In accordance with the plans and specifications therefore on file in the office of said City Clerk; and WHEREAS, the bid of Coastside Concrete and Construction, Inc. at the unit prices stated in its bid of $187,750.00 was and is the lowest and best bid for said work and said bidder is the lowest responsible bidder; and WHEREAS, City staff has recommended that a contingency amount of up to $22,500.00 (12%) will be required for said project; and WHEREAS, City staff has recommended that an additional amount of $50,136.00 be authorized for the construction of additional curb ramp improvements as feasible, as described in the staff's agenda report prepared for this item. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The plans and specifications for the ADA/DOJ Curb Ramps 2015-2016, City Project No. 11263, on file in the office of said City Clerk, are hereby approved. 2. The bid of Coastside Concrete and Construction, Inc. is hereby accepted at the unit prices set forth therein, and that the contract for said work and improvements is hereby awarded to Coastside Concrete and Construction, Inc. at the unit prices mentioned in said bid. 3. The City Manager and the City Clerk of said City are authorized and directed to execute a contract with Coastside Concrete and Construction, Inc., in a form approved by the City Attorney, for said work and to return the bidder's bond upon the execution of said contract. 4. Funds are authorized in the amount of up to $22,500.00 for project contingencies. 5. Funds are authorized in the amount of $50,136.00 for construction of additional improvements as determined to be feasible and approved by the Director of Public Works. 6. Funds totaling $263,504.00 will be appropriated for City Project No. 11263 from the Community Development Block Grant. 7. The City Manager is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 16th day of November, 2015 by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk File No.: 16.01.281 City of San Rafael ♦ California Form of Contract Agreement for ADA/DOJ Curb Ramps 2015-2016 City Proiect No. 11263 This Agreement is made and entered into this day of , 2015 by and between the City of San Rafael (hereinafter called City) and Coastside Concrete and Construction, Inc. (hereinafter called Contractor). Witnesseth, that the City and the Contractor, for the considerations hereinafter named, agree as follows: 1- Scope of the Work The Contractor hereby agrees to furnish all of the materials and all of the equipment and labor necessary, and to perform all of the work described in the plans and specifications for the project entitled: ADA/DOJ Curb Ramps 2015-2016, City Project No. 11263, all in accordance with the requirements and provisions of the Contract Documents as defined in the General Conditions which are hereby made a part of this Agreement. The Contractor shall furnish insurance as required in the "Insurance Requirements Sheet" attached hereto and incorporated herein by reference. The required additional insured coverage for City under contractor's liability insurance policy shall be primary with respect to any insurance or coverage maintained by City and shall not call upon city's insurance or self-insurance for any contribution. 11- Time of Completion (a) The work to be performed under this Contract shall be commenced within Five (5) Working Days after the date of written notice by the City to the Contractor to proceed. (b) All work shall be completed, including all punchlist work, within Forty (40) Working Days and with such extensions of time as are provided for in the General Provisions. III - Liquidated Damages It is agreed that, if all the work required by the contract is not finished or completed within the number of working days as set forth in the contract, damage will be sustained by the City, and that it is and will be impracticable and extremely difficult to ascertain and determine the actual damage which the City will sustain in the event of and by reason of such delay; and it is therefore agreed that the Contractor will pay to the City, the sum of $1,900 for each and every working day's delay in finishing the work in excess of the number of working days prescribed above; and the Contractor agrees to pay said liquidated damages herein provided for, and further agrees that the City may deduct the amount thereof from any moneys due or that may become due the Contractor under the contract. 1V - The Contract Sum The City shall pay to the Contractor for the performance of the Contract the amounts determined for the total number of each of the units of work in the following schedule completed at the unit price stated. The number of units contained in this schedule is approximate only, and the final payment shall be made for the actual number of units that are incorporated in or made necessary by the work covered by the Contract. ITEM DESCRIPTION ESTIMATED UNIT UNIT PRICE TOTAL PRICE QUANTITY I • Mobilization (Not to exceed 3% of Bid) 1 LS @ $5,000.00 = $5,000.00 2. Signs and Traffic Control 1 LS @ $10,000.00 = $10,000.00 3. Clearing and Grubbing 1 LS @ $25,000.00 = $25,000.00 4. Minor Concrete a. Type A Curb and Gutter 420 LF @ $45.00 = $18,900.00 b. Type E Curb 50 LF @ $35.00 = $1,750.00 c. 4" PCC Sidewalk 680 SF @ $12.00 = $8,160.00 ITEM 5 6 7 8 9 DESCRIPTION ESTIMATED UNIT UNIT PRICE TOTAL PRICE QUANTITY d. 6" PCC Driveway e. Curb Ramp — Case C f. Curb Ramp — Case A g. Type C Catch Basin h. Modified Type C Catch Basin (SE Corner — Sonoma/Charlotte) i. Extend Existing Catch Basin j. Turning Structure with Manhole Lid Hot Mix Asphalt Adjust Existing Facility to Grade a. Install Sewer Cleanout Utility Box b. Water Meter Box c. Sanitary Sewer Manhole (2nd/lda) d. Modify Sewer Lateral and Cleanout (SW Corner Hoag/Mill) Relocate Existing Sign to New Post Storm Drain Pipe (12" PVC SDR 26) Traffic Striping and Pavement Markings a. Install Pavement Markings b. Paint Red Curb "Final Pay Item 15 SF @ $18.00 = $270.00 8 EA @ $4,500.00 = $36,000.00 I EA @ $4,500.00 = $4,500.00 2 EA @ $3,500.00 = $7,000.00 I EA @ $3,500.00 = $3,500.00 5 EA @ $3,000.00 = $15,000.00 2 EA @ $4,500.00 = $9,000.00 85 TON @ $250.00 = $21,250.00 2 EA @ $350.00 = $700.00 5 EA @ $500.00 = $2,500.00 1 EA @ $1,500.00 = $1,500.00 1 EA @ $3,500.00 = $3,500.00 3 EA @ $500.00 = $1,500.00 25 LF @ $250.00 = $6,250.00 40 SF @ $13.00 = $520.00 350 LF @ $17.00 = $5,590.00 GRAND TOTAL BID $ 187,750.00 V - Progress Payments (a) On not later than the 6th day of every month the Public Works Department shall prepare and submit an estimate covering the total quantities under each item of work that have been completed from the start of the job up to and including the 25th day of the preceding month, and the value of the work so completed determined in accordance with the schedule of unit prices for such items together with such supporting evidence as may be required by the City and/or Contractor. (b) As soon as possible after the preparation of the estimate, the City shall, after deducting previous payments made, pay to the Contractor 95% of the amount of the estimate as approved by the Public Works Department. (c) Final payment of all moneys due shall be made within 15 days after the expiration of 35 days following the filing of the notice of completion and acceptance of the work by the Public Works Department. (d) The Contractor may elect to receive 100% of payments due under the contract from time to time, without retention of any portion of the payment by the public agency, by depositing securities of equivalent value with the public agency in accordance with the provisions of Section 4590 of the Government Code. Such securities, if deposited by the Contractor, shall be valued by the City's Finance Director, whose decision on valuation of the securities shall be final. VI - Acceptance and Final Payment (a) Upon receipt of written notice that the work is ready for final inspection and acceptance, the City Engineer shall within 5 days make such inspection, and when he finds the work acceptable under the Contract and the Contract fully performed, he will promptly issue a Notice of Completion, over his own signature, stating that the work required by this Contract has been completed and is accepted by him under the terms and conditions thereof, and the entire balance found to be due the Contractor, including the retained percentage, shall be paid to the Contractor by the City within 15 days after the expiration of 35 days following the date of recordation of said Notice of Completion. (b) Before final payment is due the Contractor shall submit evidence satisfactory to the City Engineer that all payrolls, material bills, and other indebtedness connected with work have been paid, except that in case of disputed indebtedness or liens the Contractor may submit in lieu of evidence of payment a surety bond satisfactory to the City guaranteeing payment of all such disputed amounts when adjudicated in cases where such payment has not already been guaranteed by surety bond. (c) Contractor shall provide a "Defective Material and Workmanship Bond" for 50% of the Contract Price, before the final payment will be made. (d) The making and acceptance of the final payment shall constitute a waiver of all claims by the City, other than those arising from any of the following: (1) unsettled liens; (2) faulty work appearing within 12 months after final payment; (3) requirements of the specifications; or (4) manufacturers' guarantees. It shall also constitute a waiver of all claims by the Contractor, except those previously made and still unsettled. (e) If after the work has been substantially completed, full completion thereof is materially delayed through no fault of the Contractor, and the City Engineer so certifies, the City shall, upon certificate of the City Engineer, and without terminating the Contract, make payment of the balance due for that portion of the work fully completed and accepted. Such payment shall be made under the terms and conditions governing final payment, except that it shall not constitute a waiver of claims. IN WITNESS WHEREOF, City and Contractor have caused their authorized representatives to execute this Agreement the day and year first written above. ATTEST: Esther C. Beirne City Clerk APPROVED AS TO FORM: Robert F. 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