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DATE:
TO:
FROM:
STAFF REPORT
CITY COUNCIL
CITY CLERK
File #600-35
April 3, 2012
Honorable Mayor and City Councilmembers
~~
Joni Pattillo, City Manager ° ~'
SUBJECT: Award of Bid -Contract No. 12-02, Fiscal Year 2011-2012 Annual Sidewalk
Safety Repair Program and Curb Ramp Installation
Prepared by Ananthan Kanagasundaram, Assistant Civil Engineer
EXECUTIVE SUMMARY:
On February 21, 2012, the City Council authorized Staff to solicit bids for Contract No. 12-02,
Fiscal Year 2011-2012 Annual Sidewalk Safety Repair Program and Curb Ramp Installation.
Contract No Contract No. 12-02 is proposed to complete improvements identified in two Capital
Improvement Projects. The Annual Sidewalk Safety Repair Program (CIP No. 949103) will
remove and replace approximately 3,900 square feet of sidewalk with offsets of 3/4-inch or more
that may pose a tripping hazard. The Americans with Disabilities Act (ADA) Transition Plan
(CIP No. 939103) will complete the installation of 10 curb ramps.
FINANCIAL IMPACT:
The total budgeted for the two projects is $103,740 ($84,090 for the Annual Sidewalk Repair
Program and $19,650 for the Americans with Disabilities Act (ADA) Transition Plan). The
project budgets include a total of $20,890 allocated for design, inspection, and project
coordination. The remaining $82,850 was budgeted for improvements. The quantities used for
the Engineers estimate were based on initial surveys, with the expectation that additional
locations may be identified in the field.
As shown below the following two budget adjustments are recommended based on the
recommended award of a contract: 1) A transfer of $3,750 from the Sidewalk Project
(CIP#949103) to the ADA Ramp Project (CIP# 939103). This transfer is possible as, based on
the bids received, excess funds are available in the Sidewalk Project. 2) Use of Congestion
Management Agency TIP (CMATIP) funding to construct the missing sidewalk on Sierra Court
just north of Dublin Boulevard. Anticipated construction cost of this improvement is
approximately $30,000 including 10% contingency. This additional work will be negotiated after
the award of the bid.
Page 1 of 3 ITEM NO. 4.4
COMBINED PROJECT FUNDING AND PROPOSED ADJUSTMENTS
BASED ON RECOMMENDED BIDDER
Project Funding Budget For Expense With
Source Improvements Contingency
Sidewalk Safety Repair (949103) General $ 65,000
Low Bid -Base Quantity Fund $40,422
Contingency 20% (additional locations) 8,084
$48,506
Transfer To Project 939103 (General General
Fund) Fund ($3 750)
Congestion
Additional Appropriation Mgt Funds
30 000
Sierra Ct Gap Closure -Change Order
(Estimated Cost with Contingency) 30 000
$91,250 $78,506
Sub-Total All Funds Sidewalk Project
ADA Transition Plan /Curb Ramps General $ 17,850
(939103) Fund $19,500
Contingency 10 % 1, 950
Transfer From Project 949103 (General + 3 750
Fund) General
Fund $21,600 $21,600
Sub-Total All Funds -Curb Ramps
GRAND TOTAL 2 PROJECTS $112,850 $100,106
RECOMMENDATION:
Staff recommends that the City Council: (1) Adopt the Resolution Awarding Contract No. 12-02,
Fiscal Year 2011-2012 Annual Sidewalk Safety Repair Program and Curb Ramp Installation to
AJW Construction; (2) Authorize the City Manager to approve a negotiated Change Order in an
amount not to exceed $30,000 CMATIP Funds for Sierra Court sidewalk gap closure project, as
well as contract changes based on quantities not to exceed $8,084 for Project 949103 and not
to exceed $1,950 for Project 939103; and (3) Approve the budget change.
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Submit ed By
Public Works Director
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Submitted By
Administrative Services
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Reviewed y
Assistant City Manager
Page 2 of 3
DESCRIPTION:
The Annual Sidewalk Safety Repair Program (remove and replace) repairs sidewalk offsets of
3/4-inch or more that may pose a tripping hazard. The remove and replace process is used in
locations where the offset is more significant or where tree roots are causing the offset. This
procedure requires the removal of the existing sidewalk and, in the case of root problems,
removal of the tree roots, and then replacement of the concrete sidewalk.
While maintenance of sidewalks and other frontage improvements is legally the responsibility of
the adjacent private property owner, the City Council has adopted aCity-funded sidewalk repair
program on a year-by-year basis since 1983. The City Council extended funding for the City-
paid repair program for an additional year in the Fiscal Year 2011-12 budget.
The bidder specifications for the Sidewalk Repair Project (CIP#949103) requested costs for
removal and installation of approximately 3,900 square feet of sidewalk and curb and gutter at
locations to be designated by the City. The bids received were below the amount budgeted for
improvements and Staff requests approval to modify the final expense by 20% to account for
additional locations. As part of approved grant funds from the Congestion Management Agency
Traffic Improvement Program (CMATIP), funding is available to construct the missing sidewalk
on Sierra Court just north of Dublin Boulevard (Attachment 1). Staff is requesting that the City
Council authorize the City Manager to execute a change order not to exceed $30,000 to
complete this work.
ADA Curb Ramp Project (CIP#939103) includes the construction of approximately ten (10)
pedestrian curb ramps. The ramps are funded by General Fund as identified in the ADA
Transition Plan. This work is proposed to be completed by the same Contractor since the work
is similar type work and combining the projects will be acost-savings due to economy of scale.
Based on the bids (plus contingency) received for this work, additional funds would be required,
or there would need to be a reduction in the number of ramp locations. Staff recommends that
the City Council authorize a transfer of $3,750 from the Sidewalk Project (CIP#949103) to the
ADA Ramp Project (CIP# 939103). This transfer is possible as, based on the bids received,
excess funds are available in the Sidewalk Project.
Bids Received
A total of 8 bids were received for this project (Attachment 2). The low bid of $59,922.00 was
submitted by AJW Construction. Staff has reviewed the bid results, checked references,
necessary licenses, and recommends that the City Council adopt the Resolution awarding
Contract No. 12-02, Fiscal Year 2011-2012 Annual Sidewalk Safety Repair Program and Curb
Ramp Installation to AJW Construction as the lowest responsive bidder (Attachment 3). A
Budget change (Attachment 4) is required to address full funding for the Curb Ramp project and
account for the special grant funds to complete additional sidewalk work.
NOTICING REQUIREMENTS/PUBLIC OUTREACH: None.
ATTACHMENTS: 1. Vicinity Map of Sierra Court (CMATIP Project)
2. Bid Results
3. Resolution of Award -Contract No. 12-02
4. Budget Change
Page 3 of 3
Vicinity Map of Sierra Court
(CMATIP Project)
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RESOLUTION NO. - 12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING CONTRACT NO. 12-02,
2011-2012 ANNUAL SIDEWALK SAFETY REPAIR PROGRAM AND
CURB RAMP INSTALLATION TO
AJW CONSTRUCTION
WHEREAS, the City of Dublin did on March 19, 2012, publicly open, examine, and
declare all sealed bids for doing the work described in the approved Plans, Specifications, and
Modifications for Contract No. 12-02, 2011-2012 Annual Sidewalk Safety Repair Program and
Curb Ramp Installation, authorized by the City Council on February 21, 2012, which Plans,
Specifications, and Modifications are hereby expressly referred to for a description of said work
and for all particulars relative to the proceedings under the request for bids; and
WHEREAS, said bids were submitted to the Public Works Director, who has reviewed
the bids to determine the lowest bid which was responsive to the requirements of the bid
documents;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby award Contract No. 12-02, 2011-2012 Annual Sidewalk Safety Repair Program and
Curb Ramp Installation, to the lowest responsible bidder therefor, to wit, AJW Construction, at a
bid of Fifty-Nine Thousand, Nine Hundred, Twenty Two Dollars ($59,922), the particulars of
which bid are on file in the office of the Public Works Director.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the
Agreement.
PASSED, APPROVED AND ADOPTED this 3rd day of April, 2012, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
G:\CIP\SIDEWALK\2011-2012\Resolution of Award.doc
CITY OF DUBLIN
BUDGET CHANGE FORM FISCAL YEAR 2011/2012
New Appropriations (City Council Approval Required)
X From Un-Appropriated Reserves
($30,000 from Congestion Management Fund)
From New Revenues
CHANGE FORM #
Budget Transfers:
From Budgeted Contingent Reserve (Approval Req'd)
Within Same Department Activity)
Between Departments (Approval Req'd)
X Other Between CIP (Approval Reg'd)
DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT
Name: EXPENDITURE : Name: EXPENDITURE
General Fund/Sidewalk Safety Repair General Fund/ADA Transition Plan CIP
Project #: 949103.9400.9401.1001 Project #: 939103.9400.9401.1001
GL Account #: 3400.9401.73103 $3,750 GL Account #: 3300.9301.73103 $3,750
Name: TRANSFERS IN: Name: TRANSFERS IN:
General Fun to Sidewalk Safety Repair General Fund/ADA Transition Plan CIP
Project #: 949103.9301 Project #: 939103.9301
GL Account #: 3400.9401.49999 $3,750 GL Account #: 3300.9301.49999 $3,750
Name: EXPENDITURE
General Fund/Sidewalk Safety Repair
Project #: 949103.9400.9401.2208
GL Account #: 3400.9401.73103 $30,000
Name: TRANSFERS IN:
Congestion Management Agency Fund
to Sidewalk Safety Repair CIP
Project #: 949103.9404 $30,000
GL Account #: 3400.9401.49999
Name: TRANSFERS OUT:
Congestion Management Agency Fund
to Sidewalk Safety Repair CIP $30,000
GL Account #: 2208.9401.89101
REASON FOR BUDGET CHANGE ENTRY:
On April 3, 2012, the City Council adopted the Resolution awarding Contract No. 12-02 Fiscal Year 2011-2012 Annual
Sidewalk Safety Repair Program and Curb Ramp Installation to AJW Construction. The City Council also authorized the
City Manager to proceed with a change order and a use of the Un-Appropriated Reserve from the Congestion
Management Agency Fund in the amount of $30,000 to construct the missing sidewalk on Sierra Court. A transfer in the
amount of $3,750 from the Sidewalk Safety Repair Improvements CIP#949103 to the ADA Curb Ramp Improvements CIP
#939103 was also recommended by Staff and approved by Council. This change was necessary based on the low bid
received and excess funds are available in Sidewalk Safety Repair Improvement CIP.
As Presented at the City Council Meeting on: Date 4/3/2012
#################(Finance Use Only)###################
Posted By: Date
City Council Minutes Excerpt Attached
G:IBudget Changesl4_2011_12128_4_3_12_Sidev/alk_&_Curb Ramp.doc
Reviewed By:
ATTACHMENT 4