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42u'tt STAFF REPORT
Development Services Department
DATE: September 17, 2013
TO: Honorable Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director
Philip A. Wray, Deputy Development Services Director /City Engineer
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A
CONTRACT WITH SULLY - MILLER CONTRACTING COMPANY IN THE
AMOUNT OF $466,799 FOR THE REHABILITATION OF THE ASPHALT
PAVEMENT ON FIRST AVENUE BETWEEN DUARTE ROAD AND
CAMINO REAL AVENUE, AND ON TENTH AVENUE BETWEEN
CAMINO REAL AVENUE AND THE SOUTHERLY CITY LIMIT,
APPROVE A 10% CONTINGENCY, AND APPROVE THE PROJECT AS
CATEGORICALLY EXEMPT PURSUANT TO SECTION 15301, CLASS
1(C) FROM THE REQUIREMENTS OF THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT (CEQA)
Recommendation: Approve
SUMMARY
As part of the City's ongoing Pavement Maintenance Program, the City Council
approved a Capital Improvement Project to rehabilitate the asphalt pavement on First
Avenue between Duarte Road and Camino Real Avenue, and on Tenth Avenue
between Camino Real Avenue and the southerly City limit. The project is funded by
federal Surface Transportation Program, Local (STP -L) funds with a local match from
Water and Gas Tax funds.
The project was advertised in August of 2013 and bids were opened on September 9,
2013. Sully - Miller Contracting Company submitted the successful low bid in the amount
of $466,799. Therefore, it is recommended that the City Council award a contract for
the Street Rehabilitation of First Avenue and Tenth Avenue to Sully - Miller Contracting
Company in the amount of $466,799.
Rehabilitation of Asphalt Pavement on First and Tenth Avenues
September 17, 2013
Page 2
BACKGROUND
The City of Arcadia receives annual apportionments of Surface Transportation Program -
Local (STP -L) funding from the Federal Highway Administration through the MTA for a
variety of roadway and transit capital uses. Roadway analysis conducted as a part of
the City's Pavement Maintenance Program indicated that sections of First Avenue and
Tenth Avenue are in poor condition and were rated as a priority for reconstruction and
rehabilitation. The proposed street rehabilitation project includes removal and
replacement of asphalt concrete pavement and portions of curb and gutter, construction
of new gutter, cold milling of asphalt concrete, construction of asphalt concrete overlay,
adjustment of sewer and storm drain manhole frames and covers to grade, adjustment
of water valve covers to grade, application of pavement markers, legends and striping,
construction of curb ramps, and reinstallation of traffic signal detector loops.
Normally, projects of this type are scheduled for the summer months to lessen impacts
on school traffic and avoid inclement weather. The project is directly in front of Dana
Middle School and the School District is aware of the project. Unfortunately, this project
could not be accelerated because of the timing of the budget and the Federal approval
process, and the project cannot be delayed until next summer due to Federal funding
constraints. The project will not begin until late October, and the contractor will be
required to work closely with the school for coordination of construction activities.
DISCUSSION
A Notice Inviting Bids was published in the Arcadia Weekly, and with the area project
advertisers, and the bid opening was held on September 9, 2013. Five (5) bids were
received with the following results:
COMPANY AMOUNT
Sully - Miller Contracting Co.
$466,799.00
Gentry Brothers Inc.
$537,627.25
E C Construction
$542,472.85
All American Asphalt
$565,836.00
Hardy & Harper Inc.
$747,000.00
The Engineer's Estimate for the project is $479,000. The bid documents have been
reviewed for content, and the contractor's background and recent projects have been
investigated for competency. It has been determined that Sully - Miller Contracting
Company can satisfactorily perform the required work.
Rehabilitation of Asphalt Pavement on First and Tenth Avenues
September 17, 2013
Page 3
ENVIRONMENTAL ANALYSIS
The project is categorically exempt per Section 15301 Class 1(c) from the requirements
of California Environmental Quality Act (CEQA).
FISCAL IMPACT
The project was budgeted in the Fiscal Year 2013 -14 Capital Improvement Program
with a total budget of $550,000. The funding comes from $440,000 in Federal Surface
Transportation Program —Local (STP -L) funds with a local match of $35,000 from the
Water Fund and $75,000 from Gas Tax funds. The Water Fund is providing some of
the local match due to water line work in the streets that has caused some of the need
for street repairs. The contract cost of the project is $466,799. The remaining funds in
the budget are sufficient to cover design, materials, testing, inspection, and
contingencies. Unused STP -L funds will be carried over to the next STP -L project.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute a contract with Sully - Miller Contracting Company in the amount of $466,799 for
the Rehabilitation of the Asphalt Pavement on First Avenue between Duarte Road and
Camino Real Avenue, and on Tenth Avenue between Camino Real Avenue and the
southerly City limit, approve a 10% contingency, and approve the project as
categorically exempt pursuant to Section 15301, Class 1(c) from the requirements of
California Environmental Quality Act (CEQA).
Approved:
Dominic Lazzare�t�
City Manager
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