CC 2013-07-09_08.j. Contract - Citywide Drainage ImprovementsMEMORANDUM
TO: CITY COUNCIL
FROM:
BY:
GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO V. LOPEZ JR. &
SONS FOR CONSTRUCTION OF THE CITYWIDE DRAINAGE
IMPROVEMENTS, PROJECT PW 2013-04
DATE: JULY 9, 2013
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for construction of the Citywide Drainage Improvements to V.
Lopez Jr. & Sons in the amount of $90,301.50;
2. Authorize the City Manager to approve change orders for 10% of the contract
amount, $9,030.00, for additional work and unanticipated costs during the
construction phase of the project (total construction costs = $90,301.50 +
$9,030.00 = $99,331.50);
3. Transfer $24,500 from the Sales Tax Fund, Larchmont Street Improvements, into
the project budget; and
4. Direct the City Clerk to file a Notice of Exemption.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2012-13 Capital Improvement Program budget currently includes $86,832 for
the project. The estimated cost for the entire project (design, construction, contract
administration and inspection) is approximately $111,000. Staff requests a transfer of
$24,500 from the Sales Tax Fund, Larchmont Street Improvements, into the project
budget accordingly.
BACKGROUND:
The City's Stormwater Drainage Master Plan provides a thorough review of the City's
drainage deficiencies and lists specific capital project recommendations to address
system deficiencies. Three specific sites were targeted for Summer 2013:
Item 8.j. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO V. LOPEZ JR. & SONS FOR CONSTRUCTION
OF THE CITYWIDE DRAINAGE IMPROVEMENTS, PROJECT PW 2013-04
JULY 9, 2013
PAGE2
Site 25: Larchmont Drive
Underground water seeps from hillsides on the north side of Larchmont Drive
and the flow erodes the roadway as it crosses to the south side. Staff has
designed an interceptor drain to capture the flow and redirect it into the
stormwater system. The pavement management plan calls for an asphalt
overlay of Larchmont Street for Summer 2014.
Site 9: West Branch at Larchmont Drive
The existing drainage grades on the north side of West Branch Street, directly
west of Wesley Street, are inconsistent and result in ponding areas during storm
events. The scope of work requires the installation of an additional curb inlet and
piping at the low point to capture the additional stormwater volume.
Staff recently discovered that an existing 36" corrugated metal pipe (CMP), which
extends from the existing West Branch Street catch basin on the north side
beneath the roadway to the drainage ditch on the south side (directly west of the
Chevron Station), is rusting away. Although there is not an immediate danger,
staff believes that inserting a high density polyethelyne pipe (HOPE) into the
existing pipe will prevent the failure of the existing CMP. The timing is right to
perform the work as the current pavement management schedule calls for an
overlay of this segment of West Branch Street for Summer 2014. Systematic
replacement of the existing CM P's are a priority of the City to avoid failures, such
as that which occurred in the 1100 block of West Branch Street last summer.
Staff has incorporated the pipe insertion repair into the Site 9 scope of work.
East Branch Street at Crown Hill Drive
The 2009 Caltrans Relinquishment Agreement of Highway 227 through the
Village provided the City with $60,000 to perform various right-of-way and
drainage improvements. One of the identified drainage deficiencies was
intermittent water seepage through the westbound East Branch Street drive
lanes directly west of Crown Hill Drive. Staff has designed an interceptor drain
system to redirect the subsurface flow into a nearby catch basin.
ANALYSIS OF ISSUES:
On June 18, 2013, six bids were opened for the Citywide Drainage Improvements. The
lowest bid, from V. Lopez Jr. & Sons, was in the amount of $90,301.50. Staff has
determined the bid to be responsive and recommends the award of a construction
contract to V. Lopez Jr. & Sons.
The contract time is 30 calendar days. Work is expected to begin in late July.
Item 8.j. - Page 2
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO V. LOPEZ JR. & SONS FOR CONSTRUCTION
OF THE CITYWIDE DRAINAGE IMPROVEMENTS, PROJECT PW 2013-04
JULY 9, 2013
PAGE3
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve staff's recommendations to award a construction contract to the lowest
responsible bidder;
2. Do not award a construction contract for the project at this time; or
3. Provide direction to staff.
ADVANTAGES:
The project components will address drainage deficiencies identified in the City's
Stormwater Master Plan and are located on roadways recommended for street
resurfacing operations within the next year.
DISADVANTAGES:
No disadvantages were identified at this time.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Guidelines Section
15301(c).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted on Wednesday, July 3, 2013. The agenda and staff report
was posted on the City's website on Friday, July 5, 2013. No public comments were
received as of the time of preparation of this report.
Attachment:
1. Bid Tabulations
2. Notice of Exemption
Item 8.j. - Page 3
J
(
Attachment No. 1
BID OPENING LOG SHEET
CITY OF ARROYO GRANDE
DEADLINE: JUNE 18, 2013-2:00 PM
Citywide Drainage Improvements
SUBMITTED BY:
John Madonna Construction Co., Inc.
San Luis Obispo, CA
Crandall Construction
Nipomo, CA
R. Burke Corporation
San Luis Obispo, CA
V; Lopez Jr. & Sons
Santa Maria, CA
Pacific Coast Excavation, Inc.
Santa Maria, CA
R. Baker, Inc.
Arroyo Grande, CA
c. Director of Public Works
Director of Community Development
Assistant City Engineer
City Manager
TOTAL
$130,940.00
$106,975.00
$103,076.00
$ 90,301.50
$109,010.00
$151,800.00
Item 8.j. - Page 4
Attachment No. 2
Notice of Exemption
To: Office of Planning and Research
1440 Tenth Street, Room 121
Sacramento, CA 95814
l!I County Clerk
County of San Luis Obispo
County Government Center
San Luis Obispo, CA 93408
From: (Public Agency) City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
Project Title: Citywide Drainage Repair Project. PW 2013-04
Project Location -Specific: Various locations along Larchmont Drive. West Branch Street at
Larchmont Drive. East Branch Street at Crown Hill
Project Location -City: Arrovo Grande Project Location -County: San Luis Obispo
Description of Project: Installation of drainage improvements including paved surface drainage
systems. curb inlet catch basins and connecting pipes. lining an existing CMP storm drain pipe. and catch
basin fossil filters
Name of Public Agency Approving Project: City of Arroyo Grande -Public Works Department
Name of Person or Agency Carrying Out Project: __...G"""e-..o .... ff_.E=n...,g ..... li=sh~---------
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!I Categorical Exemption. State type and section number: -=Se=c=t=io=n_,1'"""5=3=0-'-'1Gi.::b.._) ___________ _
D Statutory Exemptions. State code number:
Reasons Why Project Is Exempt: Demolish/Replace damaged concrete segments in same location
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!I Yes D No
Signature:
Geoff English
Public Works Director
l!J Signed by Lead Agency
D Signed by Applicant
Date: ______ _
D Date received for filing at OPR:
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