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
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Attachhment Noo. 1
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Attachhment Noo. 2
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