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Home My WebLink AboutAgenda Bill 3.F 08/02/2010~~.A L ~~ a '~ 185a. DATE: TO: FROM: SUBJECT: August 2, 2010 ~l ~~u~cv Itenv #3: Honorable Mayor and Members of the City Council through City Manager Vincent Marengo, Director of Public Works Resolution Approving the Project Budget and Authorizing Award of Contract for the 2010 Slurry Seal Project to American Asphalt Repair & Resurfacing Co. RECOMMENDATION: It is recommended that the City Council adopt the attached resolution approving the project budget and authorizing award of contract for the 2010 Slurry Seal Project to American Asphalt Repair & Resurfacing Co. BACKGROUND: The 2010 Slurry Seal Project involves placing slurry seal on various residential streets in-the City as preventive maintenance to protect and prolong the lives of those roadways. Public Works staff prepared the bid documents, and a Notice Inviting Bids was issued on July 1, 2010. Four bids were received on July 14, 2010, as follows: Name of Bider Base Bid Additive Bid Alternate American Asphalt Repair & Resurfacing Co., Inc. $213,070.47* $85,194.65 Graham Contractors $227,896.96 $92,896.20 Bond Blacktop, Inc. $232,232.00 $'103,347.10 Valley Slurry Seal $299,623.60 $112,349.00 *The original base bid was $193,070.47. However, after staff review, the base bid amount was revised upward, due to a calculation error. American Asphalt remained low bidder. The engineer's estimates for construction are $271,000 for the base bid and $.113,000 for the additive bid alternate. The base bid involves slurry sealing nineteen streets and the additive bid alternate covers another ten streets. Agenda Review ~,' ~ Dept. Director City Attorney Finance Director_=~!~ City Manager DISCUSSION: On June 21, 2010 City Council authorized a project budget of $330;752, including the use of $292,046 of Proposition 1 B funds. As part of preparation of the bid documents; a field investigation revealed numerous locations of pavement within the proposed project limits that have degraded from the overall street condition rating. Since a slurry seal will only function properly on pavement that 'is in relatively good condition, the solution employed by the Public Works Department is to repair the localized failed areas of pavement prior to application of the sealcoat. To allow for the pavement repair, the contract documents included a base bid for the maximum number of street segments that could be included within the approved budget; and an alternate bid, which included the remainder of the street. segments originally approved,. The low base bid is within the approved budget and the base bid, plus alternate, is $60,688 over the approved budget. Performing preventative maintenance is an economical option because it is applied quickly, few to no: adjustments must be made to~ existing street features, and paint striping is easily applied to the new surface. Adequate funds are available within the Street Maintenance operating budget to snake up the budget shortfall, which allows full implementation of the original scope of work. Staff recommends authorizing the City Manager to enter into a contract with the low bidder, American Asphalt Repair & Resurfacing Co., Inc, for both~the base bid and additive bid alternate, to provide slurry seal on the proposed streets. FINANCIAL IMPACTS: Total Cost of Proposal or Project: Amount Budgeted: Amount Required to Complete Alternate Bid: Source of Additional Funding $391,440 $330,752 $ 60,688 Street Maintenance (2411-24110-54150 ) 2411-24110-54150 Budget $375,000 Project Number 01.6101008 Project Funding Sources State Proposition 1B & Street Maintenance The following is a breakdown of the construction budget: Construction. Contract (low bid) Design Constructiori'Management & Inspection Contingency CIP Overhead ATTACHMENTS TOTAL: $298,265.12 $10,000.00 $30,000.00 $44,000.00 $9,175.00 $391,440.12 1. Resolution 2. Location Maps A~~A~~91~IE6+9~' '~ RESOLUTION APPROVING THE PROJECT BUDGET AND AUTHORIZING THE AWARD OF CONTRACT FOR THE 2010 SLURRY.SEAL PROJECT 'I'O AMERICAN ASPHALT REPAIR & RESURFACING CO. WHEREAS, City staff has prepared construction bid documents and advertised for construction of this Project; and WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, City staff solicited bids for the Project; and WHEREAS, the Project was bid on July 14, 2010, and four (4) bids were received and opened in accordance with applicable law; and WHEREAS, the lowest bid for the Project was from American Asphalt Repair & Resurfacing Co., Inc. for $298,265.12; and WHEREAS, staff has determined that American Asphalt's bid satisfies the bidding requirements for the Project; and.. WHEREAS, staff has verified that American, Asphalt possesses a valid. California Contractor's License, Class A, number 439591 that qualifies American Asphalt to perform the Project; and WHEREAS, the Project is exempt pursuant to `Californi'a Environmental' Quality Act ("CEQA") and Title 14, the California Code of Regulations ("CEQA Guidelines"), Section 15301. NOW,. THEREFORE, BE IT RESOLVED that the City Council of the City hereby: 3 Approves the Project Budget in the amount of $391,440. 2. In accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, waives any and all non- conformance in the bid of American Asphalt Repair & Resurfacing Co., Inc.for the 2010 Slurry Seal Project, finds the bid. of $298,265.12 to be the lowest, responsive bid and further finds that American Asphalt is the lowest responsible bidder. 3. Awards the contract'for the;2010 Slurry Seal Project to American Asphalt Repair & Resurfacing Co., Inc:, in the amount of $298,265.12, the amount of the lowest responsive bid, conditioned on American Asphalt timely executing the project contract and submitting all required documents, including but'not limited to, executed bonds, certificates of 'insurance, and endorsements, in accordance with the project bid documents. 4. Directs staff to .issue a notice of award to American Asphalt Repair & Resurfacing Co., Inc. Authorizes and directs the City Manager to execute the project contract on behalf of the City of Petaluma upon timely submission by American Asphalt Repair & Resurfacing Co., Inc. of the signed project contract and all other required documents, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 4 ~o ~ o-- ~ PAVEMENT ~EALC~_A~ PROJECT GRAPHIC SCALE: 2~a O 0 500 D D _• PROJECT LIMITS n 2` ,~ m __ z - -" -~, N PRINTING DATE; JUNE 16, 801'0 -, -= - ~Q 10-11~ PAVEMENT ~EALC®.A.T PROJECT PROJECT LIMTPS PRINTING DATE: JUNE 18, 2010 ~o ~ 0-1 ~ ~AV~N~ s~~~~oA ~oJc~ GRAPHIC SCALE: 250 0 ~' 0 .500 PROJRCT LIDdITS PRINTING BATE: JUNE 18, 2010 GRAPffiC SCALE: 250 0 °° a soo PROJECT LID{ITS PRINTING DATE: JUNE 18, 2010 ~o ~ o- i 1 ~v~~N~ s~A~~c~~.~ ~oJc GRAPHIC SCALE: 250 o C° 0 500 PROJECT LIDiTTS PRINTING DATE: JUNE 18, 2010 ~~~0-11 PAVEMENT SALC~AT PROJECT - -- PROTi;CT .LIMITS PRINTING DATE: JUNE 18, 20f0 20 0-11~ PAVEMENT SEAI~C(~AT P®JECT GRAPHIC SCALE: 250 O N o 5oa PROJECT LIMIT'S PRIN'T'ING DATE: JUNE 18, 2010: - GRAPffiC SCALE: 250 O `'' 0 5:04 s PROJECT PROJECT LIMITS PRINTING DATE: JUNE 18, 201:0 _ ~, GRAPffiC SCALE: 250 O ~' 0 500 PROJECT LIMITS PRINTING DATE: JUNE 18, 2010 GRAPHIC SCALE: 250 ~' 0 500 PROJECT LIMITS PRINTING DATE: JUNE iB, 2010 _ =- ~ O 10--11 AVEIVINT SEALC OAT ~JJE CT