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CC 2014-09-23_08.e. Award Contract for Larchmont Drvie RehabTO: FROM: BY: MEMORANDUM CITY COUNCIL GEOFF ENGLISH, PUBLIC WORKS DIRECTO~ MIKE LINN, CAPITAL PROJECTS ENGINEER SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO FERRAVANTI GRADING & PAVING FOR CONSTRUCTION OF THE LARCHMONT DRIVE REHABILITATION PROJECT, PW 2014-12 DATE: SEPTEMBER 23, 2014 RECOMMENDATION: It is recommended the City Council: 1. Award a contract for the Larchmont Drive Rehabilitation Project to Ferravanti Grading & Paving in the amount of $174,810; 2. Authorize the City Manager to approve change orders for 20% of the contract amount, $34,962 for unanticipated costs during the construction phase of the project (total construction costs= $174,810 + $34,962 = $209,772); 3. Allocate an additional $93,000 from the Pavement Management Program Budget into the project budget; and 4. Direct the City Clerk to file a Notice of Exemption. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The 2014/2015 Capital Improvement Program Budget includes $150,000 for the Larchmont Drive Rehabilitation Project. Based on the bids received, staff has reevaluated the total project costs as follows: Expenditures Construction Contract & Contingencies Design Consultant Engineer Administration, Design, Testing Contract Inspection Services Current Budget Allocation Required $209,772 $20, 100 $2,400 $10,000 $242,272 $150,000 $92,272 Item 8.e. - Page 1 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO FERRAVANTI GRADING & PAVING FOR CONSTRUCTION OF THE LARCHMONT DRIVE REHABILITATION PROJECT PW 2014-12 SEPTEMBER 23, 2014 PAGE2 Staff requests an allocation of an additional $93,000 from the Pavement Management Fund to the project budget accordingly. Excess funding was available after bids were received for the Pavement Management Program. BACKGROUND: The scope of work involves rehabilitation of the full length of Larchmont Drive, between Vernon Street and Wesley Street through the application of an asphalt overlay. The work includes grinding of the existing pavement surface, isolated pavement repairs to failing roadway sections, connection of existing drain lines to an existing interceptor drain system, the installation of paving fabric, and replacement of asphalt berms at the roadway edges. ANALYSIS OF ISSUES: On September 11, 2014, six bids were opened for the Larchmont Drive Rehabilitation Project. The lowest bid, from Ferravanti Grading & Paving was in the amount of $174,810. Staff has determined the bid to be responsive and recommends the award of a construction contract to Ferravanti Grading & Paving. Staff is recommending a 20% contingency in order to upgrade an existing ADA ramp at southeast corner of the Larchmont Drive and Wesley Street intersection to current standards. The contract time is 30 calendar days. Work is expected to begin in early October and complete in early November. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Approve staff's recommendations to award a construction contract to Ferravanti Grading & Paving and allocate additional funding for the Larchmont Drive Rehabilitation Project; 2. Do not award a construction contract for the project; or 3. Provide direction to staff. ADVANTAGES: The existing roadway is in poor condition and requires an asphalt overlay as the minimum maintenance treatment. The asphalt overlay will restore a consistent roadway profile (centerline crown) to ensure that stormwater sheets uniformly to the roadway edges and into the drainage system. DISADVANTAGES: There will be temporary inconveniences to the traveling public and the surrounding neighborhood during the construction project. Item 8.e. - Page 2 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO FERRAVANTI GRADING & PAVING FOR CONSTRUCTION OF THE LARCHMONT DRIVE REHABILITATION PROJECT PW 2014-12 SEPTEMBER 23, 2014 PAGE3 ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Section 15301 (c). PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted at City Hall on Thursday, September 18, 2014. The agenda and staff report was posted on the City's website on Friday, September 19, 2014. No public comments were received as of the time of preparation of this report. Attachment: 1. Bid Tabulations 2. Notice of Exemption Item 8.e. - Page 3 CITY OF ARROYO GRANDE BID OPENING LOG SHEET DEADLINE: THURSDAY, SEPTEMBER 11, 2014 -2:00 PM PROJECT NAME: LARCHMONT DRIVE REHABILITATION PROJECT PROJECT NO. PW 2014-12 ENGINEER'S ESTIMATE: $150,000 SUBMITTED BY: Apodaca Paving, Inc. Grover Beach, CA Souza Construction, Inc. San Luis Obispo, CA R. Burke Corporation San Luis Obispo, CA John Madonna Construction Co., Inc. San Luis.Obispo, CA Rockwood General Contractors, Inc. Nipomo, CA Ferravanti Paving Paso Robles,· CA Deputy City Clerk c: Director of Community Development Director of Public Works Capital Projects Engineer City Manager TOTAL $219,680.00 $186, 700.00 $218,825.00 $241,410.00 $214,304.67 $174,810.00 ATTACHMENT 1 Item 8.e. - Page 4 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 00 County Clerk County of San Luis Obispo County Government Center San Luis Obispo, CA 93408 300 East Branch Street Arroyo Grande, CA 93420 Project Title: Larchmont Drive Rehabilitation Project. PW 2014-12 Project Location -Specific: Larchmont Drive: between Vernon Street and Weslev Street Project Location -City: Arrovo Grande Project Location -County: San Luis Obispo Description of Project: Perform an asphalt over/av. replacement of asphalt berms. minor drainage considerations 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=/i-=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)); [!] Categorical Exemption. State type and section number: ~S~ec~t~io~n~1~5~3~0~1~~c~) ___________ _ D Statutory Exemptions. State code number: ---------------------- Reasons Why Project Is Exempt: Maintenance resurfacing of an existing City street 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? [!] Yes D No Signature: -------------Date: ______ _ Teresa McC/ish Director of Community Development [!] Signed by Lead Agency D Signed by Applicant D Date received for filing at OPR: Item 8.e. - Page 5 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.e. - Page 6