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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