CC 2017-09-12_09f Award Contract 2017 Street Repairs
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 SOUZA
CONSTRUCTION INC. FOR CONSTRUCTION OF THE 2017 STREET
REPAIRS PROJECT, PW 2017-04
DATE: SEPTEMBER 12, 2017
RECOMMENDATION:
It is recommended the City Council:
1. Award a contract for the 2017 Street Repairs Project to Souza Construction Inc.
in the amount of $531,316; and;
2. Authorize the City Manager to approve change orders for 10% of the contract
amount, $53,132 for unanticipated costs during the construction phase of the
project (total construction costs = $531,316 + $53,132 = $584,448).
SUMMARY OF ACTION:
Take action to award a construction contract for street repairs throughout the City. Work
is anticipated in October and 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 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.
BACKGROUND:
The 2017 pavement management projects were designed to include separate projects
for Street Repairs and Street Resurfacing (slurry seals).
Item 9.f. - Page 1
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO SOUZA CONSTRUCTION
INC FOR CONSTRUCTION OF THE 2017 STREET REPAIRS PROJECT, PW 2017-04
SEPTEMBER 12, 2017
PAGE 2
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.
Areas where these repairs will be performed include East Branch Street between Traffic
Way and Mason Street, and the Crown Hill Street/Le Point Street neighborhood in the
vicinity of Paulding Middle School. 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 minimize disruption.
The project also includes a full width pavement overlay and upgrades to four (4) curb
ramps as required under the Americans with Disabilities Act (ADA) on North Oak Park
Boulevard from James Way to the northern city limits, and the repair of uneven
pavement adjacent to an existing concrete crosswalk on Courtland Street. Bid alternate
1 includes varied pavement overlay treatments on Los Berros Road from Valley Road to
Century Lane. There are no curb ramps along this area of Los Berros Road.
For the 2017 Street Resurfacing Project, a slurry seal application will be applied to the
street segments that receive repairs as part of the 2017 Street Repair Project.
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, six bids were received for the 2017 Street Repairs Project. The
lowest base bid, from Souza Construction Inc., was in the amount of $340,500. The bid
is determined to be responsive and Souza Construction Inc. to be a responsible bidder.
Based on the total pavement management program budget available, 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 as
follows:
Item 9.f. - Page 2
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO SOUZA CONSTRUCTION
INC FOR CONSTRUCTION OF THE 2017 STREET REPAIRS PROJECT, PW 2017-04
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 Repairs - Base Bid, plus Contingencies $ 374,550
2017 Street Repairs - Bid Alternate 1, plus Contingencies 209,898
2017 Street Resurfacing - Base Bid, plus Contingencies 188,677
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 Souza Construction Inc. is recommended as follows:
BASE BID (RECOMMENDED)
Overlays and Curb Ramp Replacement:
Street From To
North Oak Park Blvd James Way Northern City Limits
Preparation Work for the 2017 Street Resurfacing Project:
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
Item 9.f. - Page 3
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO SOUZA CONSTRUCTION
INC FOR CONSTRUCTION OF THE 2017 STREET REPAIRS PROJECT, PW 2017-04
SEPTEMBER 12, 2017
PAGE 4
Street From To
Village Area
North Mason Street East Branch Street Le Point Street
Nevada Street East Branch Street Le Point Street
East Branch Street Traffic Way Mason Street
Crosswalk Repair:
Street From To
Courtland Street Strawberry Avenue Strawberry Avenue
BID ALTERNATE NO. 1 (RECOMMENDED)
Overlay:
Street From To
Los Berros Road Valley Road Century Lane
The contract time is thirty (30) working days. It is anticipated work in the Crown Hill
Street neighborhood and Village area will be completed in October 2017 and the
remaining areas in November 2017.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendations;
2. Approve staff’s recommendations, but only for the base bid;
3. Do not award a construction contract for the project; or
4. Provide direction to staff.
ADVANTAGES:
The street 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
Item 9.f. - Page 4
CITY COUNCIL
CONSIDERATION OF AN AWARD OF CONTRACT TO SOUZA CONSTRUCTION
INC FOR CONSTRUCTION OF THE 2017 STREET REPAIRS PROJECT, PW 2017-04
SEPTEMBER 12, 2017
PAGE 5
inspectors will be at the site during all phases of the operations to make adjustments for
isolated instances (driveway access, etc.).
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. 2017 Street Repairs Bid Opening Log Sheet
Item 9.f. - Page 5
ATTACHMENT 1
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