Loading...
HomeMy WebLinkAboutItem 3g - Contract for Rehabilitation of Asphalt Pavement on First Avenue�t r. I——.. ma , .g­ 5, 1903 42u'ity°t - °�� STAFF REPORT Development Services Department DATE: October 1, 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: REJECT THE APPARENT LOW BID FROM SULLY - MILLER CONTRACTING COMPANY, DUE TO A NONRESPONSIVE BID, AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A CONTRACT WITH GENTRY BROTHERS INC. IN THE AMOUNT OF $537,627.25 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, APPROVE AN ADDITIONAL APPROPRIATION OF $48,000 FROM STP -L FUNDS AND $12,000 FROM GAS TAX FUNDS, 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 low bid in the amount of $466,799. However, they did not submit the required information to comply with the Federal funding requirements, and were determined to be non - responsive. The City reviewed the second low bid from Gentry Brothers, Inc., and found it to be acceptable and in compliance with the Federal requirements. It is recommended that the City Council award a contract for the Street Rehabilitation of First Avenue and Tenth Avenue to Gentry Brothers, Inc., in the amount of $537,627.25. Rehabilitation of Asphalt Pavement on First and Tenth Avenues October 1, 2013 Page Page 2 of 3 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 Management 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 Upon review of the Sully Miller Contracting Co. bid, the bid was determined to be non- responsive because it did not meet the requirements of the Disadvantaged Business Enterprise (DBE) program and goals, which is required under the STP -L funding program. The second low bidder, Gentry Brothers, Inc., was considered the lowest bidder, their bid was complete, and did meet the requirements of the DBE program and goals. Gentry Brothers, Inc. has recently performed other paving work for the City and has done a very good job; therefore, it was determined that Gentry Brothers, Inc., can satisfactorily perform the required work. Rehabilitation of Asphalt Pavement on First and Tenth Avenues October 1, 2013 Page Page 3 of 3 ENVIRONMENTAL ANALYSIS The project is categorically exempt per Section 15301 Class 1(c) from the requirements of the 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 80% Federal Surface Transportation Program —Local (STP -L) funds in the amount of $440,000 and a local match of 20% shared from the Water Fund in the amount of $35,000 and from the Gas Tax fund in the amount of $75,000. 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 proposed project expenses are as follows: Contract $537.627.25 10% Contingency $53,763.00 Inspection /Administration $10,000.00 Materials Testing $8,000.00 TOTAL $609,390.25 An additional appropriation of $60,000 will be necessary to proceed with the project. Additional STP -L funds in the amount of $48,000 are available for this project from the City's accrued apportionment from Metro. STP -L funding can be used for street maintenance and improvements on a federally approved network of arterial and collector streets in Arcadia. Street maintenance projects like this are a good use of STP -L funding because these types of collector streets are not eligible for use of County Proposition funding for maintenance. The City's share of the additional appropriation in the amount of $12,000 is recommended from the Gas Tax fund. RECOMMENDATION It is recommended that the City Council reject the apparent low bid from Sully - Miller Contracting Company, due to a nonresponsive bid, authorize and direct the City Manager to execute a contract with Gentry Brothers Inc. in the amount of $537,627.25 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, approve an additional appropriation of $48,000 from STP -L funds and $12,000 from Gas Tax funds, and approve the project as categorically exempt pursuant to Section 15301, Class 1(c) from the requirements of the California Environmental Quality Act (CEQA). Dominic Lazzarchd City Manager