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CC 2016-09-13_09d Award Contract 2016 Street Repairs MEMORANDUM TO: CITY COUNCIL FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO R. BURKE CORPORATION FOR THE 2016 STREET REPAIRS PROJECT, PW 2016-03 DATE: SEPTEMBER 13, 2016 RECOMMENDATION: It is recommended the City Council: 1. Award a contract for the 2016 Street Repairs Project to R. Burke Corporation in the amount of $673,798.00; 2. Authorize the Interim City Manager to approve change orders for 10% of the contract amount, $67,379.80 for unanticipated costs during the construction phase of the project (total construction costs = $673,798.00 + $67,379.80 = $741,177.80); and 3. Direct the City Clerk to file a Notice of Exemption. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: An allocation of $870,000 is available in the Capital Improvement Program budget pavement management program account for FY 2016/17. It is anticipated that approximately $35,000 will be carried over from FY 2015/16 for a total available budget of $905,000. Based on this budget plus $61,395 of Parking Improvement Funds for the Le Point Street Parking Lot overlay portion of this project, it is estimated that there will be enough funds to complete the Base Bid for both this 2016 Street Repairs and the 2016 Street Resurfacing projects. REVENUE Pavement Management Fund FY 2015/16 Carry Over $ 35,000.00 FY 2016/17 Budget 870,000.00 Parking Improvement Fund 61,395.40 TOTAL REVENUE $ 966,395.40 Item 9.d. - Page 1 CONSIDERATION OF AN AWARD OF CONTRACT TO R. BURKE CORPORATION FOR THE 2016 STREET REPAIRS PROJECT, PW 2016-03 SEPTEMBER 13, 2016 PAGE 2 EXPENDITURES 2016 Street Repairs, Base Bid plus Contingencies (Less Le Point Street Parking Lot) $ 679,782.40 Le Point Parking Lot 61,395.40 2016 Street Resurfacing, Base Bid plus Contingencies 82,911.43 Inspection, Advertisement, 17/18 Design 122,500.00 TOTAL EXPENDITURES $ 946,589.23 PROJECTED PAVEMENT MANAGEMENT FUND BALANCE $19,806.17 BACKGROUND: The 2016 pavement management projects were designed to include separate projects for Street Repairs and Street Resurfacing (slurry seals). For the 2016 Street Repairs project, street surface repairs which involve the grinding and repaving of isolated pavement failures are to be performed on several streets. 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. Two streets, Oro Drive and Collado Corte, are included in the project that will receive full width pavement overlays. These two road segments have deteriorated to the point that a routine slurry seal surface treatment would not be an adequate resurfacing. Additionally, because pavement overlays are considered an alteration of a street under the Americans with Disabilities Act (ADA), the work triggers the City’s obligation to provide ADA compliant curb ramps where pedestrian walkways intersect the resurfaced street. Therefore, curb ramps are provided on these two streets. A total of thirteen (13) curb ramps are required to be upgraded as part of the overlay work on Oro Drive and Collado Corte due to this Federal requirement. For the 2016 Street Resurfacing project, a slurry seal application will be applied to the street segments that received repairs as part of the 2016 Street Repair project. Since resurfacing contractors are typically not equipped to perform roadway repairs or reconstruction, it is prudent to have the work separated into two projects to be performed by two prime contractors; that helps eliminate the need for a prime contractor to hire subcontractors and pass along potential mark-up costs to the City. ANALYSIS OF ISSUES: On August 12, 2016, five bids were received for the 2016 Street Repairs project. The apparent low bidder did not include Area B1 of the Base Bid and, therefore, was deemed non-responsive. Based on the total pavement management program budget available, it was estimated that there would not be enough funds to complete the Base Bid for both projects should the second low bidder be considered. Therefore, on August Item 9.d. - Page 2 CONSIDERATION OF AN AWARD OF CONTRACT TO R. BURKE CORPORATION FOR THE 2016 STREET REPAIRS PROJECT, PW 2016-03 SEPTEMBER 13, 2016 PAGE 3 23, 2016, Council rejected all bids and directed staff to modify the Base Bid in the bid package and rebid the project. The Base Bid in the bid package was modified, and on August 25, 2016, the modified 2016 Street Repairs project was advertised. This resulted in the 2016 Street Repair and the 2016 Street Resurfacing projects including a schedule of streets in the base bid and two additive alternates in the event favorable bids were received. The project specifications stipulated that contract award would be determined solely on the Base Bid. On September 2, 2016, six bids were received for the 2016 Street Repairs project. The lowest base bid, from R. Burke Corporation, was in the amount of $673,798. The project scope of work is as follows: BASE BID (RECOMMENDED) Overlays and Curb Ramp Replacement: Street From To Oro Drive Huasna Road Gularte Road Collado Corte Avenida de Diamante End of Street Preparation Work for the 2016 Street Resurfacing Project: Street From To Area B1 Robin Circle N Oak Park Blvd Meadowlark Drive Cardinal Court Robin Circle End of Street Quail Court Robin Circle End of Street Meadowlark Drive N Oak Park Blvd Robin Circle East Branch Street (Isolated Repair) East Branch Street 405 E Branch Street 405 E Branch Street Camino Mercado Camino Mercado West Branch Street 300 n/o W Branch Le Point Parking Lot Le Point Parking Lot E Le Point Street Car Corral Item 9.d. - Page 3 CONSIDERATION OF AN AWARD OF CONTRACT TO R. BURKE CORPORATION FOR THE 2016 STREET REPAIRS PROJECT, PW 2016-03 SEPTEMBER 13, 2016 PAGE 4 ALTERNATES (NOT RECOMMENDED) Preparation Work for the 2016 Street Resurfacing Project Street From To Bid Alt 1 – Area B3 Clinton Court James Way End of Street Jenny Place James Way End of Street Le Canada James Way Asilo Street Bid Alt 2 – Area B4 Via Las Aguilas Camino Mercado End of Street Dos Cerros Via Las Aguilas End of Street Calle Cuervo Via Las Aguilas End of Street Palos Secos Via Las Aguilas Rancho Parkway Refugio Court Rancho Parkway End of Street The bid has been determined to be responsive and the bidder to be responsible. It is recommended a construction contract be awarded to R. Burke Corporation. The contract time is 60 working days. Work is expected to be completed in November and December 2016. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Award a construction contract to R. Burke Corporation for the 2016 Street Repairs project; 2. Do not award a construction contract for the project; or 3. Provide direction to staff. ADVANTAGES: The street surface repairs will provide a stable surface to facilitate the application of slurry seal membranes with a separate project to follow immediately after. 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.). Item 9.d. - Page 4 CONSIDERATION OF AN AWARD OF CONTRACT TO R. BURKE CORPORATION FOR THE 2016 STREET REPAIRS PROJECT, PW 2016-03 SEPTEMBER 13, 2016 PAGE 5 ENVIRONMENTAL REVIEW: The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline Section 15301(c) covering the repair and maintenance of existing highways, streets and sidewalks. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachment: 1. Bid Opening Log Sheet 2. Notice of Exemption Item 9.d. - Page 5 Attachhment Noo. 1 Item 9.d. - Page 6 Attachhment Noo. 2 Item 9.d. - Page 7 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.d. - Page 8