HomeMy WebLinkAboutStaff Report 4.H 09/18/2017�p,.L��r
za5$
DATE
TO
FROM
Agenda Item #4.H
September 18, 2017
Honorable Mayor and Members of the City Council through City Manager
Dan St. John, F.ASCE — Director, Public Works & Utilities
Larry Zimmer, P.E. — Capital Projects Manager
SUBJECT: Resolution Authorizing Award of Contract for the Airport Preventive
Maintenance Ramp Crack Seal, FY 16 -17 City Project No. C61501705 to
American Asphalt Repair & Resurfacing Co., Inc in the amount of $84,400 and
Transferring $99,400 in to the Project from the Runway Electrical Improvements
Project
RECOMMENDATION
It is recommended that the City Council approve the Resolution Authorizing the Award of
Contract for the Airport Preventive Maintenance Ramp Crack Seal, FY 16 -17 City Project No.
C61501705 to American Asphalt Repair & Resurfacing Co., Inc in the amount of $84,400 and
Transferring $99,400 in to the Project From the Runway Electrical Improvements Project.
BACKGROUND
The Airport Pavement Management Program identifies a section of the paved airport ramp area
that requires pavement crack sealing to extend the remaining life of the asset. The identified area
of the ramp has developed cracks of various sizes due to expansive soil conditions. An estimated
3000 linear feet cracks are 2 inches or wider, causing failure to the adjacent asphalt. It is
recommended that these wide cracks be removed and the area restored by repaving an 18 -inch
strip pavement section.
DISCUSSION
The project addresses approximately 225,000 square feet of pavement at the western end of the
aircraft parking apron. The work also includes re- striping taxiway markings on the pavement for
the western section.
The Notice Inviting Bids was advertised on August 3, 2017. On August 10, 2017, three (3) bids
were received as follows:
Name of Bidder
1. American Asphalt Repair &
Resurfacing Co., Inc.
2. Coastside Concrete
3. Schaefer Engineering, Inc.
Engineers Estimate
Bid Total Comments
$ 84,400 Lowest Responsive Bidder
$ 92,437
$124,500
$ 75,000
The lowest responsible and responsive bidder, American Asphalt Repair & Resurfacing Co, Inc.
has satisfactorily performed various street projects for the City of Petaluma. They possess a valid
Class A California Contractor's License, license #439591, which is valid through May 31, 2019.
The cost of the project is higher the Engineer's estimate due to the severity of the pavement
cracks. The cracks are much wider than observed during the CIP project planning two years ago
which requires significantly more crack sealing materials and more pavement cut out and
replacement than estimated at that time. The proposed action requires a budget adjustment.
Construction is scheduled to begin in October and to be completed in November 2017 before
winter.The project involves crack sealing and cannot be done in cold and rainy weather.
Construction management and inspection services will be conducted by City staff with material
testing and geotechnical support provided by outside consultants. The Airport Commission
considered this matter at its September 7`h meeting and recommended approval of the subject
action including the necessary budget amendment.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits."
FINANCIAL IMPACTS
The Project was funded in the FY 16/17 CIP Airport Enterprise Fund budget. The project was
not undertaken in FY 16/17 and was inadvertently left out of the FY 17/18 CIP Budget. The
Runway Electrical Improvements project has been delayed and will be reduced from $444,000 to
$49,000 in conjunction with the First Quarter Budget Adjustments, and will only include project
design. $99,400 will be transferred from the Runway Electrical Improvements project to the
Airport Preventive Maintenance Crack Seal Project.
Phase
FY 16 -17 CIP
Budget
Airport Preventive Maintenance
Ramp Crack Seal Project
Budget
Design
$ 3,000
$ 3,000
Legal Services
$ 1,000
$ 1,000
Administration
$ 1,000
$ 1,000
Construction Contract
$40,000
$84,400
Construction Management
$ 3,000
$ 4,000
Contingency
$ 5,000
$ 5,000
CIP Overheads
$ 1,000
$ 1,000
TOTAL:
$54,000
$99,400
2
SOURCES
FY 16 -17 CIP
Airport Preventive Maintenance
Budget
Ramp Crack Seal Project
Budget
Airport Operating Fund
$54,000
$99,400
TOTAL:
$54,000
$99,400
ATTACHMENTS
Resolution
Location Map
Attachment 1
RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR
THE AIRPORT PREVENTIVE MAINTENANCE RAMP CRACK SEAL PROJECT, FY
17/18 CITY PROJECT NO. C61501705, AND ADJUSTING THE FY 17/18 BUDGET TO
INCLUDE THE NECESSARY FUNDING.
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 advertised on August 3, 2017 and on August 10, 2017 and
three (3) bids were received and opened on August 17, 2017 in accordance with applicable law;
and
WHEREAS, the lowest responsible bid for the Project was submitted by American
Asphalt Repair & Resurfacing Co., Inca from Petaluma, CA for $84,400; and
WHEREAS, the Contractor's bid satisfies the bidding requirements for the Project; and
WHEREAS, American Asphalt Repair & Resurfacing Co., Inc. possesses a valid
California Contractor's License, Class A, #439591 as required to perform the Project; and
WHEREAS, the FY 16/17 City budget allocated $54,000 of Airport Enterprise funding
for the Project, which has a current project cost estimate of $99,400; and
WHEREAS, the project was not undertaken in FY 16/17 and was inadvertently left out of
the FY 17/18 CIP Budget so funding in the amount of $99,400 will be transferred from the
Runway Electrical Improvements 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 runway.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma
hereby:
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
Airport Preventive Maintenance Ramp Crack Seal, 601 Sky Ranch Drive, City Project
No. C61501705, finds the bid of $84,400 to be the lowest responsive bid, and further
finds that American Asphalt Repair & Resurfacing Co., Inc. is the lowest responsible
bidder.
Awards the contract for the Airport Preventive Maintenance Ramp Crack Seal, 601 Sky
Ranch Drive, City Project No. C61501705, to American Asphalt Repair & Resurfacing
Co., Inc. in the amount of $84,400, the amount of the lowest responsive bid, conditioned
91
onAmerican Asphalt Repair & Resurfacing Co., Inc. 's 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.
5. 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, and
6. Approves a construction contract contingency of $5,000, and
7. Amend the project CIP budget by increasing the funding from the Airport Enterprise fund
in the amount of $45,400 during the next regularly scheduled budget adjustment process.
AIRPORT PREVENTIVE MAINTENANCE RAMP
CRACK SEAL, 601 SKY RANCH DRIVE
PROJECT NO. C61501705
1'o
00, �STcc
co Rs�ti
F
o�
o�
P�
�P
® PROJECT SITE
LOCATION MAP
PETALUMA MUNICIPAL
AIRPORT
s'�yR
qn
Attachment 2
Date :SEPTEMBER 18, 2017
N City of Petaluma
"t E Public Works and Utilities
5 Department
GOB OS�cc
CO �s��
F I
M