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HomeMy WebLinkAboutItem 1f: Contract with CJ Construction, Inc. for the rehabilitation of streets with stone pine trees.C1111 \'.. DATE: December 18, 2012 STAFF REPORT Public Works Services Department TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director& By: Ken Herman, Deputy Public Works Services Director Mark Rynkiewicz, Associate Civil Engineer SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH CJ CONSTRUCTION, INC. FOR THE REHABILITATION OF STREETS WITH STONE PINE TREES IN THE AMOUNT OF $60,780 AND AUTHORIZE AN ADDITIONAL APPROPRIATION OF $10,000 FROM THE CAPITAL OUTLAY FUND. Recommendation: Approve SUMMARY Phases 1 and 2 of the Stone Pine tree removal and replacement project were completed under Fiscal Year 2010 -11 Capital Improvement Program. Phase 3 of the Stone Pine tree removal project was budgeted in the Fiscal Year 2012 -13 Capital Improvement Program and the tree removal portion of the project is currently underway. The second part of Phase 3 includes the rehabilitation of the streets damaged by Stone Pine tree roots. The contract presented in this staff report addresses the final portion of work remaining in Phase 3 of the Rehabilitation of Streets with Stone Pine Trees. To ensure the City is receiving the most competitive prices and quality service for the rehabilitation of streets damaged by Stone Pine tree roots, a formal bid was conducted. On November 20, 2012, the City Clerk opened sealed bids and based on the bid results, it is recommended that the City Council authorize the City Manager to execute a contract with CJ Construction, Inc. for the rehabilitation of streets with Stone Pine Trees in the amount of $60,780 and authorize an additional appropriation of $10,000 from the Capital Outlay Fund. DISCUSSION Over the years, the Stone Pine trees in the Highland Oaks area north of Elkins Drive have caused significant damage to City streets, curbs and gutters, sewer laterals, sprinkler systems, and private property hardscape. Also, there have been several instances when trees or tree limbs have fallen due to the size of the trees. In response to hazards associated with these massive trees, the Public Works Services Department had an arborist review each Stone Pine tree in the Highland Oaks neighborhood and Honorable Mayor and City Council December 18, 2012 Page 2 of 3 asses the condition of each tree. Public Works Services then assessed the damage to the streets caused by the trees and categorized the damaged streets into three levels. At the August 3, 2010, City Council study session, the City Council directed the Public Works Services Department to move ahead with its plan to rehabilitate the City streets damaged by the Stone Pine trees that included removing the Stone Pine trees in the Highland Oaks neighborhood north of Elkins Drive. The project was broken up into three phases based on the level of damage: Phase 1 was streets with the most extreme damage; Phase 2 was streets with severe damage; and Phase 3 is streets with the least or moderate street damage. In the spring of 2011, Phases 1 and 2 of this project were completed. Subsequently, Phase 3 was scheduled as part of this year's Capital Improvement Program. On October 16, 2012, the City Council awarded the contract for the removal and replacement of the trees and that portion of work is currently underway. The only remaining work to be done is the repair of curbs, gutters, and street paving, which will be completed with the contract presented in this staff report. A Notice Inviting Bids was published in the City's adjudicated newspaper and bid packages were distributed to area contractors. The City Clerk received five sealed bids on November 20, 2012, with the following result: Rank Bidder Location Bid 1. CJ Construction, Inc. Santa Fe Springs $ 60,780 2. Grigolla and Sons Const. Co. Inc. Azusa, CA $ 82,020 3. Gentry Brothers, Inc. Irwindale, CA $ 150,800 4. EC Construction , Inc. South El Monte, CA $ 215,333 5. SJ Construction (unresponsive) La Verne, CA $ 67,105 The bid documents were reviewed for content, and the background and recent projects of the lowest and most responsive, responsible bidder were investigated for competency. It was concluded that CJ Construction, Inc. can perform the work required in the bid documents for the rehabilitation of City streets damaged by Stone Pine tree roots. The budget approved for this project as a part of the Fiscal Year 2012 -13 Capital Improvement Program is $130,000. To date, $78,750 has been expended or encumbered against this project for the preparation of bid documents and for tree removal and replacement, leaving a balance of $51,250. All of the bids received exceeded the Engineer's estimate for this portion of work due to the increase in the cost of asphalt since the budget was originally approved. This increase in cost has caused the total cost of the project to exceed the approved budget by approximately $10,000. For this reason, an additional appropriation of $10,000 is being requested to be paid from the Capital Outlay Fund and be added to the project budget for the completion of this work. Honorable Mayor and City Council December 18, 2012 Page 3 of 3 ENVIRONMENTAL ANALYSIS This tree removal project is considered a Class 1 exemption as defined in Section 15301(c) of the California Environmental Quality Act since the project consists of the maintenance of existing public streets. These trees were planted as part of urban landscaping and have outgrown their aesthetic purpose and have become a hazard and nuisance to the public. FISCAL IMPACT This project is included in the Fiscal Year 2012 -13 Capital Improvement Program with a total budget of $130,000. Total costs to complete all phases of this work including bid preparation, replacement of trees, and the rehabilitation of the streets is estimated to cost $139,530 and will require an additional appropriation of $10,000 from the Capital Outlay Fund. RECOMMENDATIONS It is recommended that the City Council approve the following: 1. Authorize the City Manager to execute a contract with CJ Construction, Inc. for the rehabilitation of Streets with Stone Pine Trees in the amount of $60,780. 2. Approve the additional appropriation of $10,000 from the Capital Outlay Fund. 3. Waive any informality in the bid or bidding process. 4. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. APPROVED: Dominic Lazza o City Manager Attachment: Location map Repair of Streets with Stone Pine Trees Project No.: 33855713B