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CC 2015-06-23_08i Award Contract 2015 Street Surface Repairs_Brisco Road OverlayMEMORANDUM TO: CITY COUNCIL FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR BY: MIKE LINN, ASSISTANT CITY ENGINEER SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO R. BURKE CORPORATION FOR CONSTRUCTION OF THE 2015 STREET REPAIRS AND BRISCO ROAD ASPHALT OVERLAY; EL CAMINO REAL TO WEST BRANCH STREET, PW 2015-06 DATE: JUNE 23, 2015 RECOMMENDATION: It is recommended the City Council: 1. Award a contract for construction of the subject project to R. Burke Corporation in the amount of $524,660; 2. Authorize the Interim City Manager to approve change orders for 10% of the contract amount, $52,466, for unanticipated costs during the construction phase of the project (total construction costs= $524,666 + $52,466 = $577, 132); and 3. Direct the City Clerk to file a Notice of Exemption. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The Pavement Management Fund in the 2015/2016 Capital Improvement Program Budget includes $1,038,400 for the subject project and the 2015 Street Resurfacing Project: REVENUE Pavement Management Fund FY2015/16 FY 2014/15 Carry Over Car Corral EXPENDITURES 2015 Street Repairs -PW 2015-06 2015 Street Resurfacing -PW 2015-02 Projected Balance $875,000 $150,000 $13,400 $1,038,400 $577,132 $263,780 $840,912 $197,488 Item 8.i. - Page 1 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TOR. BURKE CORPORATION FOR CONSTRUCTION OF THE 2015 STREET REPAIRS & BRISCO ROAD ASPHALT OVERLAY; EL CAMINO REAL TO WEST BRANCH STREET, PW 2015-06 JUNE 23, 2015 PAGE2 The lowest responsible bid of $524,666 (for all schedules and additive alternates) was well below the Engineer's Estimate $675,000. BACKGROUND: Street surface repairs involve the grinding and repaving of isolated pavement failures. Dependent upon the encountered condition, additional material may need to be removed from the roadway subgrade and stabilized as needed. 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 the slurry seal or microsurfacing application later this summer, which provides a membrane over the roadway surface. Since the resurfacing contractors are typically not equipped to perform roadway reconstruction, it is prudent to have the work performed by a company that specializes in asphalt paving. ANALYSIS OF ISSUES: Staff designed the 2015 project to include separate schedules for the performance of asphalt overlays and street repairs. Staff also added two additive alternates to include in the recommendation for project award in the event favorable bids were received. The schedules and additive alternates are as follows: Schedule A -Asphalt Overlay (Recommended) Brisco Road; from the El Camino Real to West Branch Street The asphalt overlay requires 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 work will be performed at night due to the vehicle volumes and the close proximity to major commercial areas. Schedule E -Asphalt Overlay (Recommended) Harrison Street: from McKinley to end of cul-de-sac Schedules B through D, F through G (Recommended) Preparation work for the 2015 Street Resurfacing Project Street From To Schedule B Miller Circle Miller Way End of Cul-de-Sac Miller Way Le Point Street End of Street Le Point Street Nevada Street N. Mason Street Schedule C Alpine Street (N) East Grand Ave Faeh Ave Item 8.i. - Page 2 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TOR. BURKE CORPORATION FOR CONSTRUCTION OF THE 2015 STREET REPAIRS & BRISCO ROAD ASPHALT OVERLAY; EL CAMINO REAL TO WEST BRANCH STREET, PW 2015-06 JUNE 23, 2015 PAGE3 Bell Street Faeh Bennett Ave Bell Street Bennett Ave Cornwall Bell Street Cornwall Ave E. Grand Bennett Ave Halcyon Road El Camino Real Cornwall Ave N. Rena Street El Camino Real Faeh Ave N. Alpine El Camino Real Oak Street East Grand Ave El Camino Real Rena Street (N) East Grand Ave Bennett Ave ScheduleD Fair Oaks Avenue Woodland Drive Valley Road Fair Oaks Avenue Valley Road Orchard Road Fair Oaks Avenue Orchard Road Traffic Way Schedule F Car Corral Park Parking Lot Schedule G Corporation Yard Parking Lot Alternates (Recommended) Preparation work for the 2015 Street Resurfacing Project Street From To Alternate 1 Mercedes Lane Rodeo Drive Old Ranch Road Mercedes Lane Old Ranch Road End of Cul-de-Sac Old Ranch Road West Branch Street Mercedes Lane Alternate 2 Emerald Bay Rodeo Drive End of Cul-de-Sac Emerald Bay End of Cul-de-Sac Rodeo Drive Rodeo Drive Emerald Bay Drive James Way Rodeo" Drive James Way End of Cul-de-Sac Rodeo Drive Mercedes Lane Emerald Bay Drive Rodeo Drive West Branch Street Mercedes Lane On June 11, 2015, five bids were opened for the subject project. R. Burke Corporation submitted the lowest aggregate bid of $524,660 for the combination of the base bid schedules and the additive alternates, well below the Engineer's Estimate of $675,000. Staff has determined the bid to be responsive and recommends the award of a Item 8.i. - Page 3 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TOR. BURKE CORPORATION FOR CONSTRUCTION OF THE 2015 STREET REPAIRS & BRISCO ROAD ASPHALT OVERLAY; EL CAMINO REAL TO WEST BRANCH STREET, PW 2015-06 JUNE 23, 2015 PAGE4 construction contract to R. Burke Corporation for all the base bid schedules and both additive alternates as well. The project duration is 30 calendar days. The work is anticipated to begin in mid-July. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Approve staff's recommendations to award a construction contract to R Burke Corporation; 2. Do not award a construction contract for the project at this time; or 3. Provide direction to staff. ADVANTAGES: Performance of the street surface repairs will provide a stable surface to facilitate the application of slurry seal membranes with a separate project later in the year. The repairs reduce project costs by addressing areas with the most significant repair needs prior to the slurry seal application, which reduces the need for a more costly full reconstruction project. 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, June 18, 2015. The agenda and staff report was posted on the City's website on Friday, June 19, 2015. No public comments were received as of the time of preparation of this report. Attachments: 1. Bid Tabulations 2. Notice of Exemption Item 8.i. - Page 4 Attachment No.1 CITY OF ARROYO GRANDE BID OPENING LOG SHEET DEADLINE: THURSDAY, JUNE 11, 2015-2:00 PM PROJECT NAME: 2015 CITYWIDE STREET SURFACE REPAIRS AND BRISCO ROAD OVERLAY PROJECT; EL CAMINO REAL TO WEST BRANCH STREET PROJECT NO. PW 2015-10 ENGINEER'S ESTIMATE: $675,000.00 SUBMITTED BY: JG Contracting Nipomo, CA R Burke Corporation San Luis Obispo, CA Papich Construction Co. Inc Pismo Beach, CA Souza Construction, Inc. San Luis Obispo, CA CaiPortland Construction Santa Maria, CA c: Director of Public Works Capital Projects Engineer City Manager TOTAL BASE BID $452,566.40 $450,360.00 $576,340.00 $505,490.00 $617,352.00 ADDITIVE AL TS $77,082.00 $74,300.00 $89,450.00 $83,510.00 $93,244.00 Item 8.i. - Page 5 Attachment No. 2 Notice of Exemption To: Office of Planning and Research 1440 Tenth Street, Room 121 Sacramento, CA 95814 !!J 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: 2015 Citvwide Street Repairs and Brisco Road Asphalt Overlav,· from El Camino Real to West Branch Street, PW 2015-06 Project Location -Specific: Various roadways throughout the City Project Location -City: Arroyo Grande Project Location -County: San Luis Obispo Description of Project: Perform placement of preparatory subgrade repairs to facilitate the future placement of Slurry Sea/ surface membrane treatments to selected streets throughout the City. Perform an asphalt overlay of Brisco Road between El Camino Real and West Branch Street 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;t.!./J~·s:!.!.h _________ _ Exempt Status: (check one) D Ministerial (Section 12080(b)(1); 15268); D Declared Emergency (Sec. 21 080(b)(3); 15269(a)); D Emergency Project (Sec. 21080(b)(4); 15269(b)(c)); !!J Categorical Exemption. State type and section number: ~s~ec~t~io~n!....1~5~3!.=0:....!.1.l..!(c:!../.) ____________ _ D Statutory Exemptions. State code number: ----------------------- Reasons Why Project Is Exempt: Perfomance of maintenance preparation and surface treatments to existing City 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? !!J Yes D No Signature: ------------- ·Teresa McClish Community Development Director [!] Signed by Lead Agency D Signed by Applicant 0 Date: ______ _ Date received for filing at OPR: Item 8.i. - Page 6