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CC 2015-06-23_08k Award Contract 2015 Citywide Concrete Repair Project NARO Al INCORPORATED �Z o MEMORANDUM JK JULY 10. 1911 CQ'1 F O(tN\P TO: CITY COUNCIL FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR BY: MIKE LINN, ASSISTANT CITY ENGINEER SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO V. LOPEZ JR. AND SONS, GEC INC. FOR CONSTRUCTION OF THE 2015 CITYWIDE CONCRETE REPAIR PROJECT, PW 2015-02 DATE: JUNE 23, 2015 RECOMMENDATION: It is recommended the City Council: 1. Award a contract for construction of the 2015 Citywide Concrete Repair Project to V. Lopez Jr. & Sons, GEC Inc. in the amount of$90,777.50; 2. Authorize the City Manager to approve change orders for 10% of the contract amount, $9,078.00, for additional work and unanticipated costs during the construction phase of the project (total construction costs = $90,777.50 + $9,078.00 = $99,855.50); 3. Roll forward $10,000.00 from the FY 2014/15 Street Maintenance Fund for the project; and 4. Direct the City Clerk to file a Notice of Exemption. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: An allocation of $100,000 is available in the Capital Improvement Program budget concrete repair account for FY 2015/16. The total project cost (design, construction, administration, testing, etc.) is estimated at $110,000. Staff requests that $10,000 from the FY 2014/15 Street Maintenance Fund be rolled forward to FY 2015/16 to cover the additional project expenses. BACKGROUND: The City has established a goal of eliminating all trip and fall hazards located on City right of way within the next few years. The project scope of work involves the replacement of curb, gutter, sidewalk, and driveway approach segments that have experienced damage from adjacent trees. Each site is unique, but the general scope of work involves selective demolition of concrete and asphalt, inspection of the tree roots Item 8.k. - Page 1 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO V. LOPEZ JR. & SONS, GEC INC. FOR CONSTRUCTION OF THE 2015 CITYWIDE CONCRETE REPAIR PROJECT, PW 2015-02 JUNE 23, 2015 PAGE 2 by the City Arborist, root pruning, and the replacement of concrete sidewalk, driveway approaches, and curb and gutter to return the area to its original condition. Tree removal and replacement is necessary at three specific locations. The work requires coordination to ensure that disruptions to the streets are minimized. This project is the latest of a continuing effort to systematically address damaged concrete sidewalk and driveway approach segments for various locations throughout the City. ANALYSIS OF ISSUES: Sidewalk improvements are one of the priorities identified in the City's Critical Needs Action Plan. The 2015 project includes the following locations: Street Block North Courtland Street 300 Whitely Street 200 Mason Street 300 East Grand Avenue 1300, 1500 Short Street 200 Ash Street 1200 On May 28, 2015, three bids were opened for the 2015 Citywide Concrete Repair Project. The lowest bid, from V. Lopez Jr. & Sons, GEC Inc., was in the amount of $90,777.50. Staff has determined the bid to be responsive and V. Lopez Jr. & Sons, GEC, Inc. to be a responsible bidder. Staff recommends the award of a construction contract to V. Lopez Jr. & Sons, GEC Inc. The contract time is 30 calendar days. Work is expected to begin in early July. 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 will reduce the number of trip and fall hazards along selected streets, address complaints from the public and improve access for individuals with disabilities. DISADVANTAGES: No disadvantages were identified at this time. Item 8.k. - Page 2 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO V. LOPEZ JR. & SONS, GEC INC. FOR CONSTRUCTION OF THE 2015 CITYWIDE CONCRETE REPAIR PROJECT, PW 2015-02 JUNE 23, 2015 PAGE 3 ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Guidelines Section 15301(c). PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted 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. Attachment: 1. Bid Tabulations 2. Notice of Exemption Item 8.k. - Page 3 Attachment No. 1 CITY OF - -__ -- BID OPENING LOG SHEET CITY OF ARROYO GRANDE YCALIF O RNIA ° Deadline: May 28, 2015; 2:00 p.m. 2015 Citywide Concrete Repair Project Project No. 2015-02 SUBMITTED BY: TOTAL Crandall Construction $100,715.00 Nipomo, CA D-Kal Engineering $108,406.63 San Luis Obispo, CA V Lopez & Sons $90,777.50 Santa Maria, CA p;R R 0 yo cP ¢R47&i 9° Kelly W or , City Clerk {"t `SLY 10. 1911 c: c4LIFORN�P City Manager Public=WorkstDirector Capital Projects Engineer Item 8.k. - Page 4 Attachment No. 2 Notice of Exemption To: Office of Planning and Research From: (Public Agency) City of Arroyo Grande 1440 Tenth Street, Room 121 300 East Branch Street Sacramento, CA 95814 Arroyo Grande, CA 93420 0 County Clerk County of San Luis Obispo County Government Center San Luis Obispo, CA 93408 Project Title: 2015 Citywide Concrete Repair Project, PW 2015-02 Project Location - Specific: Various locations along North Courtland Street, Whitely Street, Mason Street, East Grand Avenue, Short Street, Ash Street, Elm Street, Paul Place, Juniper Street, James Way, Tally Ho, and South Halcyon Road Project Location -City: Arroyo Grande Project Location -County: San Luis Obispo Description of Project: Replacement of damaged concrete sidewalk, curb and putter, and driveway approach segments that were damaged by adjacent street trees Name of Public Agency Approving Project: City of Arroyo Grande— Public Works Department Name of Person or Agency Carrying Out Project: Geoff English Exempt Status: (check one) ❑ Ministerial (Section 12080(b)(1); 15268); ❑ Declared Emergency (Sec. 21080(b)(3); 15269(a)); ❑ Emergency Project (Sec. 21080(b)(4); 15269(b)(c)); El Categorical Exemption. State type and section number: Section 15301(c) ❑ 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? El Yes ❑ No Signature: Date: Teresa McClish Community Development Director El Signed by Lead Agency ❑ Date received for filing at OPR: ❑ Signed by Applicant Item 8.k. - Page 5 1 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.k. - Page 6