Title
Report regarding awarding a construction contract to Bayside Stripe & Seal, Inc. of Petaluma, California for the Citywide School Traffic Safety Improvement Project (No. st2402, Bid No. 2694) in an amount not to exceed $677,930, authorizing a total construction contract authority budget of $745,723. (Jeffrey Chou, Senior Civil Engineer)
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RECOMMENDATION
Recommendation
Staff recommends that the City Council adopt a resolution awarding a construction contract to Bayside Stripe & Seal, Inc. of Petaluma, California for the Citywide School Traffic Safety Improvement Project (No. ST2402, Bid No. 2694) in an amount not to exceed $677,930, authorizing a total construction contract authority budget of $745,723, and authorizing the City Manager to execute the agreement on behalf of the City.
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BACKGROUND/DISCUSSION
On July 26, 2023, as part of the City’s General Plan and Vision Zero goal to enhance safety for children, families, and school faculty, and to achieve zero roadway fatalities by 2025, City Council adopted a resolution declaring a prima facie speed limit of 15 miles per hour (MPH) when children are present, as allowed by State Law, for the remaining qualified K-12 schools within the City limit.
To ensure a comprehensive and well-informed approach, staff worked closely with the South San Francisco Unified School District (SSFUSD), actively engaging parents, families, and school principals to gather their valuable insights and opinions. Based on discussion with the respective principals and an examination of the school areas, the Project will encompass enhancements related to traffic safety and calming measures around the school premises. These traffic improvements are designed to complement the new 15 MPH school zone, enhancing safety, and promoting increased driver awareness in the vicinity of the schools (e.g. Rectangular Rapid Flashing Beacons, high visibility crosswalks, etc.).
A reminder of the list of schools for the 15 MPH school zone speed reduction (See Attachment 1):
1. All Souls Catholic School (Private)
2. Alta Loma Middle School
3. Baden High School
4. Buri Buri Elementary School
5. El Camino High School
6. Los Cerritos Elementary School
7. Martin Elementary School
8. Monte Verde Elementary School
9. Parkway Heights Middle School
10. Ponderosa Elementary School
11. Saint Veronica Catholic School (Private)
12. South San Francisco High School
13. Spruce Elementary School
The Project was originally combined and bid together with the 2024 Street Surface Seal Project. On April 25, 2024, only one bid proposal was received for the combined Project coming in at approximately 48% over the Engineer’s Estimate.
On May 22, 2024, City Council, through motion, rejected the sole bid for the combined 2024 Street Surface Seal and Citywide School Improvements Project.
Bid Process and Results
The current Project falls under Procurement Type 1: Competitive Bidding for Construction Projects. For more details on the City’s Procurement Process, refer to Attachment 2.
Staff decided to separate the two projects and bid them out individually to target a more focused scope, with the aim of attracting more competitive bids.
Staff advertised a notice inviting bids for the Project on June 6, and July 2, 2024. On August 7, 2024, staff received two (2) bid proposals in response to the notice inviting bids. Staff reviewed all bid proposals and identified that the lowest responsive and responsible bidder was Bayside Stripe & Seal, Inc. of Petaluma CA, California. Staff verified Bayside Stripe & Seal contractor’s license with the California State Licensing Board and found it in good standing.
The following is a summary of all bids received:
|
Rank |
Contractor |
"Base Bid" Schedule Results |
|
1 |
Bayside Stripe & Seal, Inc. of Petaluma, CA |
$677,930.00 |
|
2 |
Zara Construction Inc. of Sacramento, CA |
$595,130.00* |
|
|
|
|
Engineers Estimate (by DKS Associates) |
$568,723.00 |
* Although Zara Construction submitted the lowest bid, a thorough review by City staff and the City Attorney's Office revealed that their bid does not meet the City's bid specifications. As a result, Zara Construction’s bid was deemed non-responsive and has been rejected. Please refer to Attachment 3 for the Notice of Bid Rejection letter, which provides a detailed explanation.
The Project was advertised with a “Base Bid” schedule only. The selection of award of a contract is based on the lowest responsive bid for the Base Bid schedule.
Bayside Stripe & Seal, Inc.’s bid is 18.9% higher than the Engineer’s Estimate. Staff and City’s engineering consultant reviewed the bid and found it consistent with current market prices, considering the current construction climate and rising cost in material and labor.
Staff recommend awarding the Base Bid schedule to Bayside Stripe & Seal, Inc.
The project construction budget is:
|
Bayside Stripe & Seal, Inc.’s Construction Contract |
$677,930 |
|
Construction Contingency (10%) |
$ 67,793 |
|
Total Project Construction Budget |
$745,723 |
The construction contingency will be used for any additional costs related to design changes during the construction operations. There are no Disadvantaged Business Enterprise (DBE) requirements on the Project.
FISCAL IMPACT
CIP Project No. ST2402 is included in the City of South San Francisco’s fiscal year (FY) 2024-2025 Capital Improvements Program. There are sufficient funds in FY 2024-2025 to cover the total construction contract costs and is funded by Citywide Traffic Impact Fees.
RELATIONSHIP TO STRATEGIC PLAN
Approval of this action will contribute to the City’s Strategic Plan outcome of improved Quality of Life by maintaining and improving infrastructure to serve the public.
CONCLUSION
Staff recommends that the City Council adopt a resolution awarding a construction contract to Bayside Stripe & Seal, Inc. of Petaluma, California for the Citywide School Traffic Safety Improvement Project (No. st2402, Bid No. 2694) in an amount not to exceed $677,930, authorizing a total construction contract authority budget of $745,723, and authorizing the City Manager to execute the agreement on behalf of the City.
Attachments:
1. Map of 15 MPH School Zone
2. Overview of City’s Procurement Process
3. Notice of Bid Rejection letter