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APPROVE RESOLUTION TO AUTHORIZE THE TAM O’SHANTER DRIVE AND CASTLE OAKS DRIVE ROUNDABOUT INSTALLATION (PROJECT NO. PW1443/FEDERAL PROJECT NO. CML-5008(146))
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager to:
1. Approve the Notice of Exemption No. CE005-17 under the California Environmental Quality Act (CEQA) for the Tam O’Shanter Drive and Castle Oaks Drive Roundabout Installation (Project No. PW1443/Federal Project No. CML-5008(146)).
2. Approve the plans and specifications for the Tam O’Shanter Drive and Castle Oaks Drive Roundabout Installation (Project No. PW1443/Federal Project No. CML-5008(146)).
3. Appropriate $147,000 from Measure K Maintenance (Fund 082) fund balance to the Tam O’Shanter Drive and Castle Oaks Drive Roundabout Installation (Project No. PW1443/Federal Project No. CML-5008(146)).
4. Award a Construction Contract in the amount of $547,842.10 to A.M. Stephens Construction Co., Inc. of Lodi, CA, for the Tam O’Shanter Drive and Castle Oaks Drive Roundabout Installation (Project No. PW1443/Federal Project No. CML-5008(146)).
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
On January 28, 2014, by Motion No. 2014-01-28-1210, Council authorized a Congestion Management and Air Quality (CMAQ) program grant application for the Tam O’Shanter Drive and Castle Oaks Drive Roundabout Installation project. The CMAQ application was approved, and the project was included in the City’s Fiscal Year 2015-2020 Capital Improvement Program (CIP) budget.
The Tam O’Shanter Drive and Castle Oaks Drive Roundabout Installation (Project No. PW1443/ Federal Project No. CML-5008(146)) will convert the existing four-way stop controlled intersection to a modern roundabout intersection. On January 26, 2017, the City received three bids for the project. Staff recommends award of the Construction Contract to the lowest responsive bidder, A.M. Stephens Construction Co., Inc., in the amount of $547,842.10. Staff also recommends that Council adopt a resolution authorizing the filing of Notice of Exemption No. CE005-17 under CEQA. Construction is anticipated to begin in June 2017 and be completed by the end of 2017.
This project is federally funded and is subject to federal Disadvantaged Business Enterprise (DBE) requirements.
DISCUSSION
Background
Tam O’Shanter Drive and Castle Oaks Drive are two-lane roadways that serve as important north-south and east-west collector routes (Attachment A - Vicinity Map). The four-way stop controlled intersection of Tam O’Shanter Drive and Castle Oaks Drive carries 7,800 average daily trips. This combination of geometric layout and traffic volume makes the intersection a good candidate for installation of a roundabout.
A roundabout is a traffic control measure that efficiently channels and directs drivers through and around an intersection without making a complete stop. Speeds are controlled by the geometric design of the roundabout, requiring motorists to slow down to safely maneuver through the intersection. Compared to a conventional four-way stop, a roundabout will result in less delay, with reduced vehicle emissions and noise impacts. The Federal Highway Administration has determined that properly designed roundabouts are much safer for vehicles and pedestrians with significantly reduced crash rates.
On January 28, 2014, by Motion No. 2014-01-28-1210, Council authorized an application for a federal CMAQ program grant for the Tam O’Shanter Drive and Castle Oaks Drive Roundabout Installation project. The project will convert the existing four-way stop controlled intersection to a modern roundabout intersection. Other improvements include: pan/tilt/zoom camera, fiber optic cabling, curb ramps, a median island, and streetlights. CMAQ funds are available for transportation projects and programs that contribute to the attainment or maintenance of National Ambient Air Quality Standards. The minimum local match for the CMAQ program is 11.47 percent. The City’s CMAQ program grant application, in the total amount of $534,718, was approved by the funding agency and included in the City’s Fiscal Year 2015-2020 CIP budget.
On March 3, 2016, the City retained Siegfried Engineering, Inc. to prepare the plans and specifications for the construction of the project. The project plans and specifications were completed, and the project was advertised for bids on December 28, 2016.
Since the project is funded with federal transportation dollars, DBE program rules apply. DBE rules require that the prime contractor either meet a calculated project specific DBE participation goal or undertake and document good faith efforts to do so. If the apparent low bidder does not meet the project goal, a Good Faith Efforts Evaluation must be made examining several specific factors. Failure to meet the goal or make adequate good faith efforts are grounds for rejecting the bidder as non-responsive.
By definition, a DBE is a socially and economically disadvantaged small business owned by a woman or by a specified ethnic group that has been properly certified by Caltrans. These groups include:
• African American
• Asian Pacific American
• Native American
• Women
• Hispanic American
• Subcontinent Asian American
A DBE goal of seven percent was established for this project. The goal was calculated by examining the breakdown of the types of work to be performed, and the availability of certified DBE companies in our market area to perform the work. A pre-bid meeting was held on January 11, 2017, to emphasize the DBE requirements, and to provide information on how to meet the project DBE goal.
The federal funding restrictions prohibit the use of the Local Employment Ordinance (SMC section 3.68.095), and the Local Business Preference Ordinance (SMC section 3.68.090).
On July 26, 2016, Council adopted a Community Workforce and Training Agreement (CWTA). The CWTA became effective August 25, 2016, and applies to all Public Works projects over $1 million that are bid after that date. The CWTA was not applied to this project as the estimated construction cost was less than $1 million.
Present Situation
On December 28, 2016, the Tam O’Shanter Drive and Castle Oaks Drive Roundabout Installation project was advertised for bids. On January 26, 2017, three bids were received with the following results:
|
Company Name |
BID AMOUNT |
|
A.M. Stephens Construction Co., Inc. (Lodi, CA) |
$547,842.10 |
|
T&S West (Linden, CA) |
$547,900.00 |
|
George Reed, Inc. (Modesto, CA) |
$716,782.00 |
|
Engineer’s Estimate |
$467,912.00 |
The bid from A.M. Stephens Construction Co., Inc., the lowest responsive bidder, is regular in all respects. A.M. Stephens Construction Co., Inc. has the proper license to perform the work and has proposed a DBE participation of 7.2 percent, which exceeds the seven percent DBE goal. A.M. Stephens Construction Co., Inc.’s bid is 17 percent above the engineer’s estimate. Staff has reviewed the bids and determined there are minimal opportunities to reduce costs, and lower bids are not likely if the project is re-advertised. Staff recommends approving the plans and specifications for the project, and awarding the Construction Contract to A.M. Stephens Construction Co., Inc., of Lodi, CA, in the amount of $547,842.10. Construction is anticipated to begin in June 2017 and to be completed by the end of 2017.
The project is in conformance with the City’s General Plan, pursuant to California Government Code section 65402, and is categorically exempt from the requirements of CEQA as specified under Article 19, Section 15301, Class 1 of the CEQA Guidelines.
FINANCIAL SUMMARY
Additional funding is required to award the Construction Contract and to have a sufficient contingency budget to complete the project. There is sufficient funding available in the Measure K Fund balance (Fund 082) to appropriate $147,000 to the Tam O’Shanter Drive and Castle Oaks Drive Roundabout Installation (Project No. PW1443/Federal Project No. CML-5008(146)).
|
FROM |
TO |
AMOUNT |
|
Measure K Fund Balance (Fund 082) |
PW1443; 082-3020-640 |
$147,000 |
With the additional funding, sufficient funds will be available to award the Construction Contract. The total project budget with the additional funding is $751,202, which consists of $534,718 from Federal Grants, $69,484 from Public Facilities Fees, and $147,000 from Measure K. This budget is for delivery of the project from beginning to end. In addition to the construction contract, the budget funds the consulting costs for project design and construction engineering, all staff costs, and an allowance for contract change orders due to unforeseen circumstances.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map