HomeMy WebLinkAboutc7cdbgcurbramps2014
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Manny Guzman, Engineer III
SUBJECT: COMMUNITY DEVELOPMENT BLOCK GRANT CURB RAMPS 2014,
SPECIFICATION NO. 91210
RECOMMENDATIONS
1. Award a contract to DOD Construction for the CDBG Curb Ramps 2014 project,
including the base project and Additive Alternate for a total contract amount of $123,104.
2. Approve the transfer of $30,549 from the Master Street Reconstruction and Resurfacing
Account to this project’s construction phase.
3. Authorize the Mayor to execute the contract.
DISCUSSION
Background
This project is part of an ongoing program to construct sidewalk ramps throughout the City and
is partially funded through Community Development Block Grant (CDBG) funds. The ramps
provide access, and implement the requirements of the Americans with Disabilities Act (ADA).
As such, they meet one of the basic criteria of CDBG funding – to provide access to the disabled.
Curb ramps in Pavement Area 7, included in this project, will be installed prior to pavement
rehabilitation scheduled to occur this upcoming summer.
Sixteen street corners will be addressed with this project. Fifteen new curb ramps will be
installed at corners where curb ramps do not currently exist. One existing corner ramp will be
updated.
Bids and Staff Determination of Award Recommendation
On December 3, 2013, the City Council authorized inviting bids for the CDBG Curb Ramps 2014,
Specification Number 91210 project. Bids were opened on January 8, 2014 and Victor Concrete
was the apparent lowest bidder. As discussed below, the Victor Concrete bid was determined to be
non-responsive. The recommended bid exceeds the Engineer’s Estimate, and therefore the City
Council must approve the bid award.
Only one of eight bid submittals was below the Engineer’s Estimate of $105,000. However, the
lowest bid proposal from Victor Concrete was determined to be non-responsive and staff is
recommending to award to the second responsive lowest bidder, DOD Construction, who’s bid is in
the amount of $123,104. This increase in costs can be attributed to the overall increase in
construction activity. Typically, when construction activity increases, proposals tend to be higher as
contractors can be more selective and command a higher dollar value for projects they bid on.
2-18-2014
C7 - 1
CDBG Curb Ramps 2014, Specification No. 91210 Page 2
After sealed bids were publicly opened, Public Works Staff evaluated the bid documents for cost,
and responsiveness. All bids were reviewed for mathematical errors and then ranked from the
lowest to the highest cost bid, creating a bid summary which is included as an attachment. The
lowest cost bid document was then reviewed in more detail for responsiveness.
A bid must conform to the material terms of the bid package. A bid is responsive if it meets the
requirements of the bidding instructions. Staff reviews the lowest cost bid package to verify that
all requested items of information are complete, addendums are acknowledged and in case of
federally funded projects, that the established Disadvantage Business Enterprise (DBE) goal was
met or that a good faith effort submittal was provided and was adequate. In adequate good faith
effort is cause for the bid to be categorized as “non-responsive”. If a bid is determined to be
“non-responsive”, the next lowest bid document is then reviewed. Once the lowest cost bid that
is responsive has been determined, staff then recommends the project for award.
A DBE goal is set when required by the funding source; in this case CDBG funds require DBE
goals. A DBE goal percentage is calculated based on the type of work anticipated to be
completed for the project, and historic information of DBE participation for the expected type of
work. For this project, the DBE goal was set at 25%. The percentage indicates the total DBE
subcontractor cost when compared to the total bid amount. If the DBE goal is not met the
Contractor then has the opportunity to submit a good faith effort which is documentation that the
Contractor made good faith efforts to allow companies managed by disadvantaged groups to bid
on work for the project.
A good faith effort contains proof, newspaper clippings or a website printout that the Contractor
publically advertised the project requesting DBE participation. Copies of solicitations, telephone
records, and fax confirmations are also among the many other items that a Contractor could
submit to support their good faith effort submittal.
If CDBG funds are not correctly administered by the City, the City is at risk of being required to
refund this granted funding at a later date if the granting agency determines non-compliance with
funding requirements.
First Low Bidder
Staff is recommending that the contract not be awarded to Victor Concrete, the lowest cost bidder,
due to their non-responsive proposal. Victor Concrete did not meet the DBE goal and did not submit
an adequate good faith effort. Victor Concrete’s good faith effort was limited to requesting a
proposal from three DBE subcontractors as opposed to publically advertising the project for DBE
participation and submitting this information as mentioned above.
Victor Concrete was given an opportunity to respond with information on why their bid should be
considered responsive. Victor Concrete did not respond.
Recommended Award
The second lowest bidder, DOD Construction submitted a complete and responsive bid package.
DOD Construction meets the DBE goal and all other requirements. While the bid is higher for DOD
to complete the work, their proposal preparation indicates they are prepared to complete the work as
C7 - 2
CDBG Curb Ramps 2014, Specification No. 91210 Page 3
required, and their cost proposal was still less than six other bidders. It is important to complete this
work in advance of the street maintenance work, and staff recommends proceeding with this
contractor to avoid delays and impacts to other projects associated with re-bidding.
FISCAL IMPACT
This project is included in the 2013-15 Financial Plan, pages 3-295 to 3-297 with a $105,000
budget for the 2013-14 Fiscal Year. Additional funds to support this request are also available in
Street Reconstruction and Resurfacing Master Account, which has a current available balance of
$652,694.52.
Council approved the transfer of funds from the CDBG Curb Ramps 2012 project on December
3, 2013, to support this project.
Construction:$123,104
Contingencies:$13,896
Materials Testing:$1,500
Printing:$500
Total for Construction:$139,000
Project Cost by Funding Sources:
2013-14 Financial Plan:$105,000
CDBG Curb Ramps 2012:$3,451
Street Reconstruction and Resurfacing Master Account (90346):$30,549
Total Available:$139,000
CDBG Curb Ramps 2014 Spec. No. 91210
ALTERNATIVE
Reject all bids and direct staff to re-advertise the project. The City Council may choose to reject
all bids and direct staff to re-bid the project. However, staff does not recommend this alternative
because this will delay the project without any guarantee of reduced bid amounts and a
responsive proposal. Also any delay of awarding the project will only farther delay the start of
construction and consequently cause conflicts with other City projects that are scheduled to start
construction this summer.
ATTACHMENTS
1. Bid Summary
2. Copy of original report authorizing advertising
3. Contract, DOD Construction
4.
\\chstore6\team\council agenda reports\2014\2014-02-18\award cdbg curb ramps (girgsby-guzman)\car award cdbg curb ramps 2014.docx
C7 - 3
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(S
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17
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7
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$7
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3
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$7
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3
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0
0
$4,500.00 $4,500.00
17
TR
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PA
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0
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5
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0
$4
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0
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$4
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$1
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$1
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$9
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$9
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$6
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1
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.
5
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$6
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.
5
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$3,950.00 $3,950.00
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$4,
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$4,
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$53
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$8
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$1
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$40
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$80
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$92
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C7 - 5
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Manny Guzman, Engineer III
SUBJECT: COMMUNITY DEVELOPMENT BLOCK GRANT CURB RAMPS 2014,
SPECIFICATION NO. 91210
RECOMMENDATIONS
1. Approve plans and specifications for the Community Development Block Grant (CDBG) Curb
Ramp 2014 Project, Specification No. 91210.
2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if the
lowest responsible bid is within the Engineer’s Estimate of $105,000.
3. Approve the transferring of $3,451 in CDBG funds from the CDBG Curb Ramps 2012 project to
the CDBG Curb Ramps 2013 project.
DISCUSSION
Background
This project is part of an ongoing program to construct sidewalk ramps throughout the City and is
partially funded through Community Development Block Grant (CDBG) funds. The ramps provide
access, and implement the requirements of the Americans with Disabilities Act (ADA). As such,
they meet one of the basic criteria of CDBG funding – to provide access to the disabled. Curb
ramps in Pavement Area 7, included in this project, will be installed prior to pavement rehabilitation
scheduled to occur in the summer of 2014. The Attachment shows the locations where work will be
completed as part of this project.
Sixteen street corners will be addressed with this project. Fifteen new curb ramps will be installed at
corners where curb ramps do not currently exist. One existing corner ramp will be updated.
A Transition Plan for removal of architectural barriers was adopted by the City in 1995. In
recognition of the high cost to retrofit all non-complaint ramps a strategy for removal and upgrade
was generated. Ramp upgrades are done in streets scheduled for paving or when requested by
citizens.
Staff is currently working to update citywide curb ramp information. Recent data collection shows
the City has 2,423 points where pedestrians cross the street. Of those 2,423 points, 78%, or 1890
crossings, have a ramp. Not all of these, however, meet the latest ADA standards. In addition, the
remaining 533 (22%) of crossing points have a step between the street and sidewalk. This analysis
is continuing, and we will soon have actual data on how many of the existing 1890 ADA ramps do
not meet the latest standards and need to be retrofitted. On average, the City funds 30 ramp
installations or upgrades annually, with an annual average budget of $170,000. CDBG and Street
Reconstruction and Resurfacing funds are the primary funding source for construction of curb
ramps.
Meeting Date
Item Number
12/3/2013
C7 - 6
CDBG Curb Ramps 2014, Specification No. 91210 Page 2
ENVIRONMENTAL REVIEW
National Environmental Protection Act (NEPA) clearance has been obtained. This project is also in
the process of obtaining a Categorical Exemption of Environmental Impact from the Community
Development Department, in compliance with the California Environmental Quality Act (CEQA).
The project will not be awarded until CEQA clearance is obtained.
FISCAL IMPACT
This project is included in the 2013-15 Financial Plan, pages 3-295 to 3-297 with a $105,000 budget
for the 2013-14 Fiscal Year. Additional funds to support this request are also available in Street
Reconstruction and Resurfacing Master Account, which has a current available balance of
$723,231.
Other sources of funding are the remaining funds from the CDBG Curb Ramps 2012 project which
was awarded and because of favorable bids; $3,451 remain and are also available to support this
project. A budget amendment request will be completed at the time of contract award to transfer
funding into this project’s account.
The estimated project costs are shown below:
Engineer’s Estimate:$105,000
Contingencies:$10,500
Materials Testing:$1,500
Printing:$500
Total Estimated Project Cost $117,500
Funding Sources:
2013-14 Financial Plan:$105,000
CDBG Curb Ramps 2012:$3,451
Street Reconstruction and Resurfacing Master Account (90346):$9,049
Total Available:$117,500
CDBG Curb Ramps 2014 Spec. No. 91210
ATTACHMENT
Vicinity Map
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
Plans and Special Provisions
C7 - 7
CDBG Curb Ramps 2014, Specification No. 91210 Page 3
t:\council agenda reports\2013\2013-12-03\cdbg curb ramps 2014 (grigsby-guzman)\91210 car advertise.docx
C7 - 8
CITY OF SAN LUIS OBISPO
CALIFORNIA
FORM OF AGREEMENT
THIS AGREEMENT, made on this ______ day of ___________, 2014, by and between the City
of San Luis Obispo, a municipal corporation and charter city, San Luis Obispo County, California
(hereinafter called the Owner) and DOD CONSTRUCTION (hereinafter called the Contractor).
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be
performed, shall provide and furnish all of the labor, materials, necessary tools, expendable
equipment, and all utility and transportation services required to complete all the work of
construction of
CDBG CURB RAMPS 2014, SPEC NO. 91210
in strict accordance with the plans and specifications therefor, including any and all Addenda,
adopted by the Owner, in strict compliance with the Contract Documents hereinafter enumerated.
It is agreed that said labor, materials, tools, equipment, and services shall be furnished and said
work performed and completed under the direction and supervision and subject to the approval
of the Owner or its authorized representatives.
ARTICLE II, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration for
the faithful performance of this Contract, subject to any additions or deductions as provided in the
Contract Documents, the contract prices as follows
Item
No. Item Unit of
Measure
Estimated
Quantity
Item Price
(in figures)
Total
(in figures)
1
Curb Ramp Improvements at
Patricia and Cerro Romauldo
NorthWest Corner (sheet 3) LS 1
$5,870.00 $5,870.00
2
Curb Ramp Improvements at
Patricia and Cerro Romauldo
NorthEast Corner (sheet 4) LS 1 $8,200.00 $8,200.00
3
Curb Ramp Improvements at
Patricia and Cerro Romauldo
SouthEast (sheet 5) LS 1 $7,750.00 $7,750.00
4
Curb Ramp Improvements at
Patricia and Cerro Romauldo
SouthWest Corner (sheet 6) LS 1
$5,800.00 $5,800.00
1
C7 - 9
Item
No. Item Unit of
Measure
Estimated
Quantity
Item Price
(in figures)
Total
(in figures)
5
Curb Ramp Improvements at
Patricia and Warren Way
SouthEast Corner (Sheet 7) LS 1 $4,800.00 $4,800.00
6
Curb Ramp Improvements at
Patricia and Warren Way
NorthEast Corner (Sheet 8) LS 1
$8,200.00 $8,200.00
7
Curb Ramp Improvements at
Patricia and Highland
NorthEast Corner (Sheet 9) LS 1
$9,500.00 $9,500.00
8
Curb Ramp Improvements at
Patricia and Highland
NorthEast Corner (Sheet 10) LS 1 $7,200.00 $7,200.00
9
Curb Ramp Improvements at
Patricia and Highland
SouthEast Corner (Sheet 11) LS 1 $8,200.00 $8,200.00
10
Curb Ramp Improvements at
Patricia and Highland
SouthWest Corner (Sheet
12) LS 1
$8,200.00 $8,200.00
11
Curb Ramp Improvements at
Jeffrey and Highland
NorthEast Corner (Sheet 13) LS 1 $4,200.00 $4,200.00
12
Curb Ramp Improvements at
Jeffrey and Highland
SouthEast Corner (Sheet 14) LS 1
$5,000.00 $5,000.00
13
Curb Ramp Improvements at
Southwood and Fernwood
SouthWest Corner (Sheet
15) LS 1
$5,400.00
$5,400.00
14
Curb Ramp Improvements at
Southwood and Fernwood
SouthEast Corner (Sheet 16) LS 1
$5,700.00 $5,700.00
15
Curb Ramp Improvements at
Southwood and Kentwood
SouthWest Corner (Sheet
17) LS 1
$4,200.00 $4,200.00
16
Curb Ramp Improvements at
Southwood and Kentwood
SouthEast Corner (Sheet 18) LS 1
$4,200.00 $4,200.00
17
Traffic Stripes and Pavement
Markings LS 1 $12,000.00 $12,000.00
18 City Benchmarks EA 1 $500.00 $500.00
2
C7 - 10
BID ALTERNATE “A”
Item
No.
Item Unit of
Measure
Estimated
Quantity
Item Price
(in figures)
Total
(in figures)
1 Tree Well Frame and Grate EA 4 $1,000.00 $4,000.00
2 Tree Planting EA 4 $350.00 $1,400.00
3 Slotted Drain Pipe LF 16 $174.00 $2,784.00
TOTAL PROJECT BID (Including Bid Alternate “A”): $123,104.00
Payments are to be made to the Contractor in accordance with and subject to the provisions
embodied in the documents made a part of this Contract.
Should any dispute arise respecting the true value of any work omitted, or of any extra work which
the Contractor may be required to do, or respecting the size of any payment to the Contractor,
during the performance of this Contract, said dispute shall be decided by the Owner and its
decision shall be final, and conclusive.
ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the
following documents, all of which are as fully a part thereof as if herein set out in full, and if not
attached, as if hereto attached:
1. Notice to Bidders and information for bidders.
2. Standard Specifications, Engineering Standards, Special Provisions, and any
Addenda.
2. Accepted Proposal.
4. Public Contract code Section 10285.1 Statement and 10162 Questionnaire.
5. Noncollusion Declaration.
6. Plans.
7. List of Subcontractors.
8. Agreement and Bonds.
9. Insurance Requirements and Forms.
ARTICLE IV. It is further expressly agreed by and between the parties hereto that should there
be any conflict between the terms of this instrument and the bid or proposal of said Contractor,
then this instrument shall control and nothing herein shall be considered as an acceptance of the
said terms of said proposal conflicting herewith.
3
C7 - 11
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this year
and date first above written.
ATTEST: CITY OF SAN LUIS OBISPO
By:
City Clerk Jan Howell Marx, Mayor
APPROVED AS TO FORM: CONTRACTOR
By:
J. Christine Dietrick, City Attorney DOD Construction
Derrick Dickerson, President
4
C7 - 12