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CC 2018-06-12_09i Award Contract_2018 Street Repairs MEMORANDUM TO: CITY COUNCIL FROM: BILL ROBESON, PUBLIC WORKS DIRECTOR BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO V. LOPEZ JR. & SONS G.E.C., INC. FOR CONSTRUCTION OF THE 2018 STREET REPAIRS PROJECT, PW 2018-04 DATE: JUNE 12, 2018 SUMMARY OF ACTION: Take action to award a construction contract for the 2018 Street Repairs project which includes work on James Way and Garden Street within the City. Work is anticipated in July and August 2018. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: It is proposed that the project be funded as follows. Staff time will be necessary to coordinate construction activities with the contractor and construction management and testing consultants. REVENUE FY 2018/19 Budget * $1,164,500 FY 2017/18 Carry Over 39,100 TOTAL REVENUE $1,203,600 EXPENDITURES 2018 Street Repairs – Construction Contingencies $ 775,886 Construction Mgt, Inspection, Advertisement, Testing 52,700 2019 Streets Design and Triennial Streets Evaluation 56,050 StreetSaver Update 2,500 TOTAL EXPENDITURES $ 887,136 PROJECTED PAVEMENT MANAGEMENT FUND BALANCE $ 316,464 * Pending Council approval of the FY 2018-19 Capital Improvement Program (CIP) budget. RECOMMENDATION: It is recommended the City Council: 1. Award a contract for the 2018 Street Repairs Project to V. Lopez Jr. & Sons, G.E.C., Inc. in the amount of $705,350.90; and 2. Authorize the City Manager to approve change orders for 10% of the contract amount, $70,535.09 for unanticipated costs during the construction phase of the project (total construction costs = $705,350.90 + $70,535.09 = $775,885.99). Item 9.i. - Page 1 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO V. LOPEZ JR. & SONS G.E.C., INC. FOR CONSTRUCTION OF THE 2018 STREET REPAIRS PROJECT, PW 2018-04 JUNE 12, 2018 PAGE 2 BACKGROUND: On April 10, 2018, the Council selected digouts and a pavement overlay as the preferred treatment for James Way. On April 24, 2018, the Council approved construction plans and specifications for the 2018 Street Repairs project which included digouts on approximately 2 miles of James Way, and digouts and a pavement overlay of Garden Street (south of East Branch Street). It is anticipated that the ADA compliant curb ramps and pavement overlay of James Way will be accomplished in the forthcoming fiscal years. The specifications restrict work hours on Garden Street for any work extending past August 15, 2018, in order to avoid conflicts with morning student commute traffic. The specifications also require the contractor to ensure that one lane of vehicular traffic in each direction is available at all times on James Way. ANALYSIS OF ISSUES: On May 22, 2018, seven bids were received for the 2018 Street Repairs project. The lowest bid, from V. Lopez Jr. & Sons G.E.C., Inc. was in the amount of $705,350.90. The bid has been determined to be responsive and V. Lopez Jr. & Sons G.E.C., Inc. to be a responsible bidder. The contract time is 30 working days. It is anticipated work will be completed in July and August 2018. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve staff’s recommendations; 2. Do not approve staff’s recommendations and request further information; 3. Modify staff’s recommendation and approve; or 4. Provide direction to staff. ADVANTAGES: The street repairs will provide a stable surface to facilitate the application of a pavement overlay on Garden Street and in future fiscal years on James Way. The project meets the City Council’s goal of supporting City infrastructure. 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.). Due to the length of James Way, this Street Item 9.i. - Page 2 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO V. LOPEZ JR. & SONS G.E.C., INC. FOR CONSTRUCTION OF THE 2018 STREET REPAIRS PROJECT, PW 2018-04 JUNE 12, 2018 PAGE 3 Repairs project will extend over two annual budgets which focus budget monies towards James Way for approximately two years. This two year commitment of the Street Repairs project budget will postpone the repairs of other streets for this time frame. 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 Item 9.i. - Page 3 $77$&+0(17 Item 9.i. - Page 4 CITY OF ARROYO GRANDE BID OPENING LOG SHEET DEADLINE: TUESDAY, MAY 22, 2018-2:00 PM PROJECT NAME: 2018 STREET REPAIRS PROJECT NO.: PW-2018-04 ESTIMATED CONSTRUCTION COST: $885,200 SUBMITTED BY: TOTAL 1. V. Lopez Jr. & Sons Santa Maria, CA 93456 2. Souza Construction , Inc. San Luis Obispo, CA 93403 3. Papich Construction Arroyo Grande, CA 93420 4 . R. Burke Corporation San Luis Obispo, CA 93406 5. Ferravanti Paving Paso Robles, CA 93446 6. Calportland Construction Santa Maria, CA 93456 7. Granite Construction Company Santa Barbara, CA 93160 Glenda Boner, Administrative Secretary C: Director of Public Works Capital Improvement Project Manager City Manager City Website $705,350.90 $730,000.00 $887,824.75 $791 ,863.30 $774,982.54 $871 ,983.95 $705,470.60