CC 2021-07-27_08h Award Contract 2021 Concrete Repairs_Calportland Construction
MEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, ASSISTANT CITY MANAGER/PUBLIC WORKS
DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND
CONSTRUCTION FOR CONSTRUCTION OF THE 2021 CONCRETE
REPAIRS PROJECT, PW 2021-02
DATE: JULY 27, 2021
SUMMARY OF ACTION:
Award a construction contract for concrete repairs within the City. W ork is anticipated to
begin in late August 2021.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Allocations of $148,300 of Local Sales Tax funds (approximately $30,000 remaining in
FY 2020/21 and $115,000 in FY 2021/22) for Sidewalk Repairs and Improvements, and
$65,000 of Local Sales Tax Funds in FY 2020/21 for repairs to the brick walkway between
208 and 214 East Branch Street have been included in the Capital Improvement Program
budget. This provides a total budget of approximately $210,000 for construction,
construction contingencies and construction engineering for the subject project. Staff time
will be necessary to provide construction management and inspection services for the
project.
RECOMMENDATION:
It is recommended the City Council 1) Award a contract for the 2021 Concrete Repairs
Project to CalPortland Construction in the amount of $182,458; 2) Authorize the City
Manager to approve change orders for 10% of the contract amount, $18,245, for
unanticipated costs during the construction phase of the project (total construction costs
= $182,458 + $18,245 = $200,703); and (3) Approve a Budget Adjustment Request to
carryover $95,000 of Local Sales Tax funds from FY 2020-21.
BACKGROUND:
On June 8, 2021, the City Council approved construction plans and specifications for the
2021 Concrete Repairs project consisting of the following:
• where mature trees may be the cause of damage and/or uplift the adjacent sidewalk,
removal of two trees at 165 Refugio Court, removal of two trees to be replaced with
Item 8.h. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND
CONSTRUCTION FOR CONSTRUCTION OF THE 2021 CONCRETE REPAIRS
PROJECT, PW 2021-02
JULY 27, 2021
PAGE 2
one tree (tree area too small for 2 trees) of a more appropriate species at 921 Huasna
Road, and replacement of the sidewalk, curb and gutter at these two locations;
• installation of a section of sidewalk, curb and gutter at 1041 Huasna Road where it is
used as a route to Paulding Middle School and where the adjacent traffic volumes and
speeds are high; and
• removal of the damaged and lifted brick walkway between 208 and 214 East Branch
Street and replace it with exposed aggregate Village Style sidewalk.
The project design also included a bid additive to replace the bricks in front of 214 East
Branch Street and replace them with exposed aggregate Village Style sidewalk should
favorable bids be received.
ANALYSIS OF ISSUES:
On July 8, 2021, four bids were received for the 2021 Concrete Repairs project. The
project specifications state that the lowest bidder will be determined using the base bid.
Following review, it has been determined that the lowest base bid was received from
CalPortland Construction in the amount of $147,037 approximately $33,000 less than the
engineer’s estimate. CalPortland Construction’s base bid has been determined to be
responsive and CalPortland Construction to be a responsible bidder.
The engineer’s estimate for the project was $180,000. CalPortland Construction’s base
bid and bid additive together equal $182,458. Based on the total concrete repair program
budget available and both the base bid and bid additive being close to the engineer’s
estimate, the award of a construction contract consisting of both the base bid and bid
additive to CalPortland Construction is recommended.
The contract time is 30 working days and it is anticipated work will be completed in
October 2021. Because some of the work will be performed within residential areas, the
specifications restrict work hours to 8:00 a.m. to 5:00 p.m.
Budget Adjustments
Staff is requesting a budget adjustment to carryover Local Sales Tax funds from FY 2020-
21 totaling $95,000. The budget request is necessary to ensure that changes to the
budget are correctly recorded and appropriately authorized by the City Council.
$30,000 Capital Improvement Project – Sidewalk Repairs and Improvements: This is the
annual funding allocated towards sidewalk improvements and repairs throughout the City.
The FY 2020-21 adjusted program budget is $174,149, approximately $30,000 is
remaining and would be carryover from FY 2020-21 budget to FY 2021-22.
Item 8.h. - Page 2
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO CALPORTLAND
CONSTRUCTION FOR CONSTRUCTION OF THE 2021 CONCRETE REPAIRS
PROJECT, PW 2021-02
JULY 27, 2021
PAGE 3
$65,000 Capital Improvement Project - Brick Walkway between 208 and 214 East Branch
Street: This project was budgeted for FY 2020-21 and was designed as part of the 2021
Concrete Repairs Project in order to reduce construction costs and staff time. The entire
FY 2020-21 adjusted program budget of $65,000 would be construction carryover from
FY 2020-21 budget to FY 2021-22.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve the recommended actions as proposed;
2. Award a construction contract consisting of just the base bid to the lowest
responsive/responsible bidder;
3. Do not award a construction contract for the project at this time; or
4. Provide other direction to staff.
ADVANTAGES:
The project will reduce potential trip and fall hazards along selected streets, provide a
safe, continuous, and accessible route for students to walk to school, benefit active
residents, address concerns expressed by the public, and improve access for individuals
with mobility limitations. The project will help protect existing City infrastructure by
removing trees that damage and uplift adjacent sidewalk panels and replacing them with
more appropriate species.
DISADVANTAGES:
There will be intermittent sidewalk closures during the project. These closures will be
minimized as much as possible and the project specifications require the contractor to
notify affected residents and businesses in advance.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (CEQA)
pursuant to Guideline Section 15301(c) for repair and maintenance of existing sidewalk,
gutter and similar facilities.
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 8.h. - Page 3
CITY OF ARROYO GRANDE
BID OPENING LOG SHEET
DEADLINE: THURSDAY, JULY 1, 2021 -2:00 PM
PROJECT NAME: 2021 CONCRETE REPAIRS
PROJECT NO.: PW-2021-02
ESTIMATED CONSTRUCTION COST: $180,000
ADDENDUM:
SUBMITTED BY: BASE BID
1 . DOD Construction $173,171.00
Bakersfield, CA 93387
2.R. Burke Corporation $158,733.00
San Luis Obispo, CA 93406
3.CalPortland Construction $147,037.00
Santa Maria, CA 93456
4.JJ Fisher Construction $147,225.50
Nipomo, CA 93444
Glenda Boner, Administrative Secretary
C: Director of Public Works
Capital Improvement Project Manager
City Manager
City Website
ALTERNATE 1
$23,650.00
$18,6 63.00
$35,421.00
$9,940.00
TOTAL
$196,821.00
$177,396.00
$182,458.00
$157,165.50
Attachment 1
Item 8.h. - Page 4