CC 2013-08-27_08.h. Award Contract - 2013 Citywide Digout ProjectTO:
FROM:
BY:
MEMORANDUM
CITY COUNCIL
GEOFF ENGLISH, PUBLIC WORKS DIRECTOR ~c
MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND
CONSTRUCTION FOR CONSTRUCTION OF THE 2013 CITYWIDE
DIGOUT PROJECT, PW 2013-07
DATE: AUGUST 13, 2013
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for construction of the 2013 Citywide Digout Project to
CalPortland Construction in the amount of $766,041;
2. Authorize the City Manager to approve change orders for 10% of the contract
amount, $76,604, for unanticipated costs during the construction phase of the
project (total construction costs = $766,041 + $76,604 = $842,645); and
3. Direct the City Clerk to file a Notice of Exemption.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The Pavement Management Fund in the 2013/2014 Capital Improvement Program
Budget includes $1,261,019 for the 2013 Street Resurfacing Project, the 2013 Citywide
Digout Project, and the paving portion of the Fair Oaks Waterline and Street
Rehabilitation Project.
The 2013 Citywide Digout Project requires significant staff time, but is a top priority in
the City's Critical Needs Action Plan. Funding is included in the project budget for
construction management services. However, the amount of funding for the scheduled
resurfacing project does not allow for adequate contingency funding for potential project
cost over-runs. Because the Pavement Management budget includes funds for both
annual Dig-outs and the Street Resurfacing projects, staff has included the request for
additional funds in the 2013 Street Resurfacing Project.
Item 8.h. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND
CONSTRUCTION FOR CONSTRUCTION OF THE 2013 CITYWIDE DIGOUT
PROJECT, PW 2013-07
AUGUST 13, 2013
PAGE2
PROJECT FUNDING SUMMARY
EXPECTED PROJECT EXPENDITURES
Expenditure Original
Contract: Dia-outs-Cal Portland Construction $ 766,041
Contract: Street Resurfacino-American $ 304,725
Inspection Services@ 5% $ 53,538
Contingency (5% of Contract price-$53,538) $ 53,528
TOTAL PROJECT EXPENDITURES $ 1,177,832
PROJECT FUNDING
Pavement Manaoement (FY 13-14) $ 819,335
Pavement Management (Carrv over FY 12-13) $ 441,684
Pavement Management (Fair Oaks: Halcyon to Alder) $ (128,893)
TOTAL PROJECT REVENUES $ 1,132,126
PROJECT BALANCE OF FUNDS $ (45,706)
BACKGROUND:
"Digouts" are defined as the removal of asphalt and base materials to the roadway
subgrade, usually resulting from water intrusion or the lack of compaction during the
original construction. Dependent upon the encountered condition, additional material
may need to be installed to stabilize the subgrade. The roadway structural section is
then rebuilt through the placement and compaction of base rock and asphalt pavement.
This work is being performed in preparation of roadway resurfacing applications, such
as slurry sealing and microsurfacing, which provides a membrane over the roadway
surface. Since the slurry seal and microsurfacing contractors are typically not equipped
to perform roadway reconstruction, it is prudent to have the work performed by a
company geared to perform asphalt paving.
ANALYSIS OF ISSUES:
On July 30, 2013, four bids were opened for the 2013 Citywide Digout Project. The
lowest bid, from CalPortland Construction, was in the amount of $766,041. Staff has
determined the bid to be responsive and recommends the award of a construction
contract to CalPortland Construction.
The project is essentially split into two separate operations with separate requirements
for contract time;
Item 8.h. - Page 2
CITY COUNCIL
CONSIDERATION OF
CONSTRUCTION FOR
PROJECT, PW 2013-07
AUGUST 13, 2013
PAGE3
AN AWARD OF CONTRACT TO CALPORTLAND
CONSTRUCTION OF THE 2013 CITYWIDE DIGOUT
Preparation work (Digouts) for the 2013 Street Resurfacing Project
Contract Time: 30 Calendar Days
The scope of work is as follows:
Street Name From To
Schedule A -Villae:e Area
Allen Street Traffic Way Garden Street
Cherry A venue Traffic Way PC Railway Place
Cherry A venue PC Railway Branch Mill Road
Cross Street Allen Street Ide Street
Garden Street East Cherry Ave Ide Street
Hawkins Court End of Cul-de-Sac Cross Street
Ide Street Whiteley Street Garden Street
Mason Street E. Branch Street Nelson Street
Mason Street Nelson Street Allen Street
Nelson Street Traffic Way Mason Street (South)
Nelson Street Mason Street (South) End of Cul-de-Sac
Noguera Place End of Cul-de-Sac Myrtle Street
PC Railway Place East Cherry Ave Allen Street
PC Railway Place Allen Street End of Street
Poole Street Traffic Way Mason Street (South)
Poole Street Mason Street (South) Whiteley Street
Short Street Allen Street Nelson Street
Short Street Nelson Street End of Street (creek)
Whitely Street Poole Street Nelson Stret
Whitley Street End of Street Poole Street
Whitley Street Nelson Street End of Street (creek)
Schedule B -Bri2hton and Fair View
Brimton Ave Oak Park Blvd Courtland Street
Fair View Drive East Grand Ave Brimton Ave
Schedule C -Fair Oaks
Fair Oaks Ave Halcyon Road (South) Woodland Drive
Fair Oaks Ave Elm Street (South) Pecan Street
Fair Oaks Ave Pecan Street Halcyon Road (South)
Schedule D -Halcvon
Halcyon (S) Pike Fair Oaks
Halcyon (S) Fair Oaks Grand
Digouts SF
80
80
800
0
6060
0
4784
8400
2400
0
2300
1200
1400
400
840
0
2880
0
0
0
0
480
3000
6000
960
600
2000
1000
Item 8.h. - Page 3
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND
CONSTRUCTION FOR CONSTRUCTION OF THE 2013 CITYVVIDE DIGOUT
PROJECT, PW 2013-07
AUGUST 13, 2013
PAGE4
Halcyon (N) I Grand I El Camino I
Schedule E -James Wav
James Way Equestrian Way Rancho Parkway
Schedule F -Brisco Road -El Camino Real to West Branch Street
Brisco Road ·El Camino Real West Branch Street
Schedule G -La Cresta
La Cresta Drive Platino Road Platino Road
Schedule H -East Grand Avenue I West Branch Street-El Camino Real to Traffic Way
East Grand A venue Halcyon Road El Camino Real
East Grand A venue El Camino Real Traffic Way
Asphalt Overlays
Brisco Road, between El Camino Real and West Branch Street
East Grand Avenue, from the US 101 Overcrossing to Traffic Way
1000
5000
4500
3000
2000
2000
Both of the asphalt overlays require the City and the contractor to obtain
Caltrans encroachment permits as it will affect the operations of the on/off
ramps to US 101. The contract documents require all work on these
roadways to be performed at night due to the vehicle volumes and the
close proximity to major commercial areas.
Contract Time: 60 Calendar Days
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve staff's recommendations to award a construction contract to CalPortland
Construction;
2. Do not award a construction contract for.the project at this time; or
3. Provide direction to staff.
ADVANTAGES:
Performance of the asphalt digouts will provide a stable surface to facilitate the
application of microsurfacing and slurry sealing on a separate project later in the year.
The use of digouts reduces project costs by addressing areas with the most significant
repair needs prior to microsurfacing or slurry seal application, which reduces the need
for a more costly full reconstruction project.
Item 8.h. - Page 4
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND
CONSTRUCTION FOR CONSTRUCTION OF THE 2013 CITYWIDE DIGOUT
PROJECT, PW 2013-07
AUGUST 13, 2013
PAGES
The two asphalt overlay segments are overdue and the roadway deterioration is
accelerating. It is critical to perform this work to avoid having to perform expensive
reconstruction of the roadways in the future.
DISADVANTAGES:
There will be traffic inconveniences to the travelling public during construction. Staff will
monitor the traffic control to conform to the requirements of the Municipal Uniform
Traffic Control Devices manual (MUTCD) to mitigate any negative effects. City
inspectors will be at the site during all phases of the operations to make adjustments for
isolated instances (driveway access, etc.).
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Guidelines Section
15301 (c).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted at City Hall on Thursday, August 8, 2013. The agenda and
staff report was posted on the City's website on Friday, August 9, 2013. No public
comments were received as of the time of preparation of this report.
Attachments:
1. Bid Tabulations
2. Notice of Exemption
Item 8.h. - Page 5
Attachment No. 1
BID OPENING LOG SHEET
CITY OF ARROYO GRANDE
DEADLINE: JULY 30, 2013 -2:00 PM
Citywide Digout Project
SUBMITTED BY:
CalPortland Construction
Santa Maria, CA
John Madonna Construction Co., Inc.
San Luis Obispo, CA
Souza Construction, Inc.
San Luis Obispo, CA
Ferravanti Paving
Paso Robles, CA
c. Director of Public Works
Director of Community Development
Assistant City Engineer
City Manager
TOTAL
$766,041.00
$866,666.00
$856,601.02
$793, 180.00
Item 8.h. - Page 6
Attachment No. 2
Notice of Exemption
To: Office of Planning and Research
1440 Tenth Street, Room 121
Sacramento, CA 95814
From: (Public Agency) City of Arroyo Grande
l!l County Clerk
County of San Luis Obispo
County Government Center
San Luis Obispo, CA 93408
Project Title: 2013 Citywide Digout Project. PW 2013-07
Project Location -Specific: Various roadwavs throughout the Citv
300 East Branch Street
Arroyo Grande, CA 93420
Project Location -City: A"ovo Grande Project Location -County: San Luis Obispo
Description of Project: Perform placement of preparatorv subgrade repairs to facilitate the future
placement of Slurry Sea/ and Microsurfacing surface membrane treatments to selected streets throughout
the Citv. Perform an asphalt overlay of East Grand I West Branch Street between US 101 and Traffic
Wav. and Brisco Road between El Camino Real and Traffic Way
Name of Public Agency Approving Project: Citv of A"oyo Grande -Public Works Department
Name of Person or Agency Carrying Out Project: ---.::G::..::e..,.o""'ff_.E:.:.n:.::ig.._.lis::<!h_,__ ________ _
Exempt Status: (check one)
D Ministerial (Section 12080(b)(1 ); 15268);
D Declared Emergency (Sec. 21080(b)(3); 15269(a));
D Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
l!l Categorical Exemption. State type and section number: -=S.,..e::<!ct::..::io<'-'n'-1'-"5..,.3'""'0_,_11..>=(c"'"">------------
0 Statutory Exemptions. State code number: -----------------------
Reasons Why Project Is Exempt: Perfomance of maintenance preparation and surface treatments to
existing Citv streets
Lead Agency
Contact Person: Michael Linn. P.E. Area Code/Telephone/Extension: (805) 473-5444
If filed by Applicant:
1. Attach a certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project? l!l Yes D No
Signature: -------------
Geoff English
Public Works Director
l!l Signed by Lead Agency
D Signed by Applicant
D
Date: ______ _
Date received for filing at OPR:
Item 8.h. - Page 7
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Item 8.h. - Page 8