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Home My WebLink AboutStaff Report 4.B 04/17/2017� ,1, l e _7 DATE: April 17, 2017 Agenda Item #4.B TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. John;4':,$C ,Director, Public Works & Utilities Larry Zimmer, P`$. — Deputy Director, Public Works & Utilities SUBJECT: Resolution Authorizing Award of Contract for the Various Street Maintenance 2016 -2017 Project to American Asphalt Repair and Resurfacing Company, Inc. and Approve the Project Budget. RECOMMENDATION It is recommended that the City Council approve the Resolution Authorizing the Award of Contract for the Various Streets Maintenance 2016 -2017 Project to American Asphalt Repair and Resurfacing Company, Inc. and Approve the Project Budget. BACKGROUND A pavement management system is used to evaluate road conditions in the City and prioritize maintenance and rehabilitation priorities. Priority streets are cross- referenced with the City's other street maintenance projects and pavement crack sealing program, development projects, and proposed PG &E and outside utility work to endeavor to assure that new or nearly new pavement will not be impacted. This project will use micro surfacing as & cost effective alteration to surface grinding and overlay as has been done more frequently on projects such as Petaluma Blvd. and Madison Street. To reduce costs further, pavement cracks were sealed by City crews within all the project limits. This work has typically been done by the contractor at a higher cost in the past. The project includes portions of Lakeville Street, South McDowell Boulevard and Ely Boulevard South, as shown on Attachment 2. These streets were selected to provide the most cost effective improvements for the entire pavement system and to provide the most benefit to the traveling public. The Americans with Disabilities Act (ADA) requires that local governments ensure that persons with disabilities have access to the pedestrian routes in the public right -of -way. Under ADA law, when a street, roadway or highway is altered, compliant curb ramps are required where pedestrian walkways intersect with the altered street. A roadway alteration includes the addition of a new layer of asphalt or micro surfacing. For that reason, twenty -six (26) new curb ramps within the project limits will be installed. The proposed action meets Council Goal: "Plan for and implement priority capital projects as funding permits." DISCUSSION Microsurfacing treatment is a maintenance measure to extend the life of a street by sealing cracks, improving drainage, and providing a wearing course to protect the existing asphalt. Microsurfacing and other seal coat type applications are typically used on roads in reasonably good condition. If a road has wide cracks, potholes, or other signs of failure, a seal coat will not provide much, if any, additional life to the pavement. The Petaluma street system has many more candidates for microsurfacing than those included in the scope of work. The original scope of work was limited by the available $500,000 approved for this project. The Streets Maintenance Division requested additional areas be added into the original scope of the project along with $226,000 of Street Maintenance operating funds. The streets receiving surface treatment should not require any additional maintenance for five years or longer, thus reducing future maintenance costs. By including the additional operating funds into this project, it will provide a more cost effective use of the limited funds available to maintain streets. The construction plans and specifications were prepared by engineering staff and a Notice Inviting Bids was advertised on February 23, 2017. Four (4) bids were received as follows: Name of Bidder American Asphalt Repair and Resurfacing Company, Inc. Pavement Coatings Co. Intermountain Slurry Seal Team Ghilotti Inc. Bid Total $ 566,687.50 Lowest Responsible Bidder $ 679,500.00 $ 737,373.00 $ 782,930.50 The lowest responsible and responsive bidder, American Asphalt Repair and Resurfacing Company, Inc. has performed similar projects throughout the Bay Area and possess a valid Class A California Contractor's License, #439591, which qualifies American Asphalt Repair and Resurfacing Company, Inc. to perfoi7n the work. It is recommended that Council adopt the resolution awarding the contract to American Asphalt Repair and Resurfacing Company, Inc., the lowest and responsive bidder, in the amount of $566,687.50 Construction is scheduled to begin in May 2017 and to be completed by August 2017. Construction management and inspection services will be conducted by City staff with assistance by an outside consultant for material testing. FINANCIAL IMPACTS The total project budget for the Various Streets Maintenance 2016/2017 Project (C16101303) as approved in the current budget is $500,000. An additional $226,000 in Street Maintenance 2411 Funds is proposed to be transferred to increase the total project budget to $726,000. The transfer 2 would be from a pavement maintenance account so that the intent of the budgeted fiends remains the same, for pavement maintenance. The following is a breakdown of the budget for the project: Uses Total Project Budget Revised Total - Project Cost Construction Contract (low bid) $ 350,000.00 $ 566,687.50 Design (City Staff) $ 50,000.00 $ 45,000.00 Administration $ - $ 2,000.00 Construction Management & Inspection $ 50,000.00 $ 65,000.00 CIP Overheads $ - $ 3,000.00 Contract Contingency $ 50,000.00 $ 44,312.50 Total $ 500,000.00 $ 726,000.00 It is recommended that the project budget be amended and the transfer of fiends for a new revised budget be authorized in the next budget adjustment process. The proposed action supports street maintenance and would not have an unanticipated impact on the Street Maintenance Fund. ATTACHMENTS 1. Resolution 2. Location Map Attachment 1 RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR THE VARIOUS STREETS MAINTENANCE 2016 -2017 PROJECT TO AMERICAN ASPHALT REPAIR AND RESURFACING COMPANY, INC. AND APPROVE THE PROJECT BUDGET WHEREAS, the Streets Maintenance Division requested additional streets be added into the scope of the project to provide a more cost effective approach, by providing a larger scale 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 prepared construction bid documents and solicited bids for the Project; and WHEREAS, the project was bid on February 23, 2017, and four (4) bids were received and opened on March 16, 2017 in accordance with applicable law; and WHEREAS, the lowest responsible bid for the Project was submitted by American Asphalt Repair and Resurfacing Company, Inc. from Hayward, CA for $566,687.50; and WHEREAS, staff has determined that the American Asphalt Repair and Resurfacing Company, Inc., bid satisfies the bidding requirements for the Project; and WHEREAS, staff has verified that American Asphalt Repair and Resurfacing Company, Inc., possesses a valid California Contractor's License, Class A, #439591 that qualifies American Asphalt Repair and Resurfacing Company, Inc. to perform the Project; and WHEREAS, the Project is categorically exempt pursuant to California Environmental Quality Act ( "CEQA ") and Title 14, the California Code of Regulations ( "CEQA Guidelines "), Section 15301, because the project consists of repair and maintenance to an existing public street. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. Approves the Transfer of $226,000.00 from the Streets Maintenance Operating budget 2411.24110 and 2411.24111 to the project budget for the Various Street Maintenance 2016 -2017, Project No. 16101303 2. Approve the revised project budget for the Various Street Maintenance 2016 -2007, Project No. 16101303. 3. 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 and Resurfacing Company, Inc. for the Various Streets maintenance 2016 -2017, Project No. C16101303, finds the bid of $566,687.50 to be the lowest, responsive bid and further finds that American Asphalt Repair and Resurfacing Company, Inc., is the lowest responsible bidder. 4 4. Awards the contract for the Various Street Maintenance 2016 -2007, Project No. 16101303 to American Asphalt Repair and Resurfacing Company, Inc., in the amount of $566,687.50, the amount of the lowest responsive bid, conditioned on American Asphalt Repair and Resurfacing Company, Inc., 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. 5. Approves a construction contract contingency of $44,312.50 6. Directs staff to issue a notice of award American Asphalt Repair and Resurfacing Company, Inc. 7. 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 and Resurfacing Company, Inc., of the signed project contract and all other required document, including but not limited to, executed bonds, certificates of insurance, and endorsements, in accordance with the project bid documents. 8. Approves a construction contract contingency of $44,312.50. 5 Attachment 2 VARIOUS STREET MAINTENANCE 2016 -2017 S. McDWOELL BLVD. (CAULFIELD LN. TO LAKEVILLE HWY ELY BLVD. S. (E. WHASHINGTON ST. TO CASA GRANDE RD LAKEVILLE ST.(E. WASHINGTON ST TO SMART RAIL TRACKS I' r `r rA LOCATION MAP: MCI � 4 D F VIA, /A- '-,,LA EVI ST Date :April 17, 2017 N � L City of Petaluma PROJECT SITE �� E Public Works and Utilities s Department � 0