CC 2017-09-12_09g Award Contract 2017 Street Resurfacing
MEMORANDUM
TO: CITY COUNCIL
FROM: JAMES A. BERGMAN, CITY MANAGER
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN
ASPHALT SOUTH INC. FOR CONSTRUCTION OF THE 2017 STREET
RESURFACING PROJECT, PW 2017-05
DATE: SEPTEMBER 12, 2017
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for the 2017 Street Resurfacing Project to American Asphalt
South Inc. in the amount of $171,524.71 and;
2. Authorize the City Manager to approve change orders for 10% of the contract
amount, $17,152.47 for unanticipated costs during the construction phase of the
project (total construction costs = $171,524.71 + $17,152.47 = $188,677.18).
SUMMARY OF ACTION:
Take action to award a construction contract for street resurfacing throughout the City.
Work is anticipated in November 2017.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
An allocation of $845,000 is available in the Capital Improvement Program budget
pavement management program account for FY 2017/18. Approximately $50,700 was
carried over from FY 2016/17 for a total available budget of $895,700. Based on this
budget, it is estimated that there enough funds to complete the base bids for both the
2017 Street Repairs and 2017 Street Resurfacing projects and the 2017 Street Repairs
Bid Alternate 1.
BACKGROUND:
The 2017 pavement management projects were designed to include separate projects
for Street Repairs and Street Resurfacing (slurry seals).
For the 2017 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 overlay treatments and upgrades to four (4) curb ramps
Item 9.g. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT
SOUTH INC. FOR CONSTRUCTION OF THE 2017 STREET RESURFACING
PROJECT, PW 2017-05
SEPTEMBER 12, 2017
PAGE 2
as required under the Americans with Disabilities Act (ADA). The project also includes
the repair of uneven pavement adjacent to an existing concrete crosswalk.
For the 2017 Street Resurfacing Project, a slurry seal application will be applied to the
street segments that received repairs as part of the 2017 Street Repair Project, which
includes the Crown Hill Street neighborhood in the vicinity of Paulding Middle School. In
addition, East Branch Street (Traffic Way to Mason Street), will receive a micro-surface
treatment. Staff will perform additional coordination and noticing in these areas with
both the businesses and the Lucia Mar Unified School District. The project
specifications restrict working hours in these areas as well as restrict work from
occurring during the Harvest Festival, Halloween in the Village trick-or-treating event,
and the Thanksgiving holiday to help to minimize disruption.
The project also includes a fog seal and restriping of East Branch Street from Garden
Street around the curve towards Huasna Road; and the project includes the installation
of two-way left turn arrows on East Grand Avenue at Alpine Street, and refreshing of the
existing striping at the East Grand Avenue/Courtland Street intersection.
ANALYSIS OF ISSUES:
On August 8, 2017, the Council approved the construction plans and specifications for
the 2017 Street Repairs and 2017 Street Resurfacing projects and authorized the
advertisement for construction bids.
The 2017 Street Repair and 2017 Street Resurfacing projects included a schedule of
streets in the base bid and one additive alternative in the event favorable bids were
received. The project specifications stipulated that contract award would be determined
solely on the base bid.
On August 29, 2017, five bids were received for the 2017 Street Resurfacing Project.
The lowest base bid, from American Asphalt South Inc., was in the amount of
$171,524.71. The bid is determined to be responsive and American Asphalt South Inc.
to be a responsible bidder.
Based on the total pavement management program budget available, it is estimated
that there are enough funds to complete the base bids for both the 2017 Street Repairs
and 2017 Street Resurfacing projects and the 2017 Street Repairs Bid Alternate 1 as
follows:
Item 9.g. - Page 2
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT
SOUTH INC. FOR CONSTRUCTION OF THE 2017 STREET RESURFACING
PROJECT, PW 2017-05
SEPTEMBER 12, 2017
PAGE 3
REVENUE
Pavement Management Fund
FY 2017/18 Budget $ 845,000
FY 2016/17 Carry Over 50,700
TOTAL REVENUE $ 895,700
EXPENDITURES
2017 Street Resurfacing - Base Bid, plus Contingencies 188,677
2017 Street Repairs - Base Bid, plus Contingencies $ 374,550
2017 Street Repairs - Bid Alternate 1, plus Contingencies 209,898
Construction Mgt, Inspection, Advertisement, Testing 71,521
2017 and 2018 Streets Design 46,495
StreetSaver Updates 4,000
TOTAL EXPENDITURES $ 895,141
PROJECTED PAVEMENT MANAGEMENT FUND BALANCE $ 559
Based on this total pavement management program budget available, the award of a
construction contract to American Asphalt South Inc. is recommended as follows:
BASE BID (RECOMMENDED)
Slurry Seal:
Street From To
Crown Hill Street Neighborhood
Crown Hill Street East Branch Street Corbett Canyon Road
Crown Terrace Crown Hill Street North End of Street
Harrison Street McKinley Street East End of Street
Le Point Street Corbett Canyon Road West End of Street
Le Point Terrace East Branch Street North End of Public Street
May Street McKinley Street West End of Street
McKinley Street May Street Crown Hill Street
Paseo Street May Street North End of Street
Village Area
North Mason Street East Branch Street Le Point Street
Nevada Street East Branch Street Le Point Street
Item 9.g. - Page 3
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT
SOUTH INC. FOR CONSTRUCTION OF THE 2017 STREET RESURFACING
PROJECT, PW 2017-05
SEPTEMBER 12, 2017
PAGE 4
Micro-Surfacing:
Street From To
East Branch Street Traffic Way Mason Street
Fog Seal and Striping:
Street From To
East Branch Street Garden Street Curve w/o Huasna Road
Left Turn Arrows:
Street From To
East Grand Avenue Alpine Street Alpine Street
Intersection Striping:
Street From To
East Grand Avenue Courtland Street Courtland Street
The contract time is fifteen (15) working days. It is anticipated work will be completed in
November 2017.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendations;
2. Do not award a construction contract for the project; or
3. Provide direction to staff.
ADVANTAGES:
The consistent application of slurry seal is part of an annual 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 the 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. 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.g. - Page 4
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT
SOUTH INC. FOR CONSTRUCTION OF THE 2017 STREET RESURFACING
PROJECT, PW 2017-05
SEPTEMBER 12, 2017
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.
Attachments:
1. 2017 Street Resurfacing Bid Opening Log Sheet
Item 9.g. - Page 5
ATTACHMENT 1Item 9.g. - Page 6