CC 2016-09-13_09e Award Contract 2016 Street Resurfacing
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 AMERICAN
ASPHALT SOUTH, INC. FOR THE 2016 STREET RESURFACING
PROJECT, PW 2016-08
DATE: SEPTEMBER 13, 2016
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for the 2016 Street Resurfacing Project to American Asphalt
South, Inc. in the amount of $75,374.03;
2. Authorize the Interim City Manager to approve change orders for 10% of the
contract amount, $7,537.40 for unanticipated costs during the construction phase
of the project (total construction costs = $75,374.03 + $7,537.40 = $82,911.43);
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 the 2016 Street Repairs project, it is
estimated that there will be enough funds to complete the Base Bid for both this 2016
Street Resurfacing and 2016 Street Repairs 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.e. - Page 1
CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT
SOUTH, INC. FOR THE 2016 STREET RESURFACING PROJECT, PW 2016-08
SEPTEMBER 13, 2016
PAGE 2
EXPENDITURES
2016 Street Resurfacing, Base Bid plus Contingencies $ 82,911.43
2016 Street Repairs, Base Bid plus Contingencies (Less Le Point
Street Parking Lot) 679,782.40
Le Point Parking Lot plus Contingencies 61,395.40
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. In
addition, two streets will receive full width pavement overlays and upgrades to thirteen
(13) curb ramps as required under the Americans with Disabilities Act (ADA).
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:
The 2016 Street Repair and 2016 Street Resurfacing projects included a schedule of
streets in the base bid and two additive alternatives 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, three bids were received for the 2016 Street Resurfacing
project. The lowest bid, from American Asphalt South, Inc., was in the amount of
$75,376.03. Upon review of the bid, it was determined that there was a minor addition
error for one of the Bid Line Items which resulted in a corrected Base Bid amount of
$75,374.03. The project scope of work is as follows:
Item 9.e. - Page 2
CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT
SOUTH, INC. FOR THE 2016 STREET RESURFACING PROJECT, PW 2016-08
SEPTEMBER 13, 2016
PAGE 3
BASE BID (RECOMMENDED)
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
Area B6
Rosemary Lane w/o Sombrillo End of Street
Salida Del Sol James Way End of Street
Sombrillo Rosemary Lane Salida Del Sol
Camino Mercado
Camino Mercado West Branch Street w/o Walmart driveway
ALTERNATES (NOT RECOMMENDED)
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
Rosemary Court La Canada End of Street
Los Ciervos Vista Drive End of Street
Los Ciervos Court Vista Drive End of Street
Puesta Del Sol Los Ciervos Vista Drive
Vista Drive s/o Los Ciervos Court La Canada
Asilo Street Vista Drive Vista Drive
Castillo Court Vista Drive End of Street
Paraiso Court Asilo Street End of Street
La Canada s/o Asilo Street Vista Drive
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
Item 9.e. - Page 3
CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT
SOUTH, INC. FOR THE 2016 STREET RESURFACING PROJECT, PW 2016-08
SEPTEMBER 13, 2016
PAGE 4
The bid has been determined to be responsive and the bidder to be responsible. It is
recommended a construction contract be awarded to American Asphalt South, Inc. 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 American Asphalt South, Inc. for the 2016
Street Resurfacing project;
2. Do not award a construction contract for the project; or
3. Provide direction to staff.
ADVANTAGES:
The consistent application of slurry seals is part of a yearly maintenance program
essential to ensure the integrity of the City's roadway network. The program is designed
to apply maintenance treatments to every street in the City on an ongoing cycle. The
recommendations maintain funding for the highest priority projects and minimize
deferring improvement of streets in the City’s pavement management program.
DISADVANTAGES:
There is a temporary inconvenience to the traveling public as vehicles are rerouted
when the surface treatments are applied.
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 and streets.
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.
Attachments:
1. Bid Opening Log Sheet
2. Notice of Exemption
Item 9.e. - Page 4
Attachhment Noo. 1
Item 9.e. - Page 5
Attachhment Noo. 2
Item 9.e. - Page 6