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HomeMy WebLinkAboutItem 2b - Contract with Roadway Engineering and Contracting Inc.GALIFORntq��r' August 5, 1903 STAFF REPORT Public Works Services Department DATE: July 15, 2014 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Heloise King, P.E., Associate Civil Engineer SUBJECT: CONTRACT WITH ROADWAY ENGINEERING AND CONTRACTING INC. FOR THE CIVIC CENTER PARKING LOT IMPROVEMENT PROJECT IN THE AMOUNT OF $395,978 Recommendation: Approve SUMMARY As part of the Fiscal Year 2013 -14 Capital Improvement Program, the Civic Center Parking Lot Improvement Project will involve the renovation of the pavement for City Hall north parking lot and the Police Department visitor parking lot including the installation of a storm water infiltration system. The pavement area in both parking lots is in unacceptable shape and in need of renovation to maintain the structural integrity of the underlayment. To ensure that the City is receiving the most competitive prices and quality service for this work, a formal bid was conducted and Roadway Engineering and Contracting Inc. submitted the lowest responsive bid. It is recommended that the City Council authorize and direct the City Manager to execute a contract with Roadway Engineering and Contracting Inc. for the Civic Center Parking Lot Improvement Project in the amount of $395,978. A copy of the Project Location Map and proposed contract are attached. DISCUSSION The Civic Center and the Police Department public parking lots provide parking and access to the Civic Center Campus, which includes City Hall, Council Chambers, Athletic Field, and the Police Department. These parking lots have not been renovated since the mid- 1950's when the original asphalt pavement was installed. As a result, the pavement surface condition is distressed to the point that there is severe "alligator cracking" (cracking into a pattern resembling the back of an alligator). In addition to daily parking, the Civic Center lot is also heavily used during major City events, such as the Concert in the Park series and the Breeders' Cup. Award Civic Center Parking Lot Improvement Project July 15, 2014 Page 2 of 3 In order to be consistent with the City's General Plan and overall emphasis on sustainability, the project will incorporate storm water capture and infiltration. The storm water capture system will infiltrate the first inch of a rainstorm and excess runoff will be diverted to the City's storm drain system. Additionally, replacement and repair of the original pavement at both parking lots will improve the functionality, safety features, and aesthetics. There will be no changes to the existing parking space design or quantity of parking spaces. A Notice Inviting Bids was published in the City's adjudicated publication and bid packages were acquired by area contractors. On June 24, 2014, the Office of the City Clerk received and opened six sealed bids with the following results: RANK BIDDER LOCATION TOTAL BID 1 Roadway Engineering Mira Loma $395,978 2 Ben's Asphalt Santa Ana $409,887 3 Excel Paving Long Beach $424,692 4 Terra Pave Whittier $434,915 5 E.C. Construction S. El Monte $518,520 6 All American Asphalt Corona $528,351 The bid documents were reviewed for accuracy and content. The total bid prices shown in the table above include the base bid and all bid alternates. Bid alternates were included to allow for flexibility in the event that the bids received were over the amount budgeted. Specifically, the total project includes removal and replacement of approximately 78,000 square feet of asphalt; installation of a storm water capture and infiltration system; replacement of lifted sidewalk and curb; replacement of an existing curb ramp; and renovation of a built -up curb ramp to restore drainage along the existing gutter. Roadway Engineering and Contracting Inc. recently completed similar projects for several agencies such as the County of San Bernardino, Cal Poly Pomona, City of Chino Hills, and Orange County Transportation Authority. Public Works Services contacted project managers from several of these agencies and it was reported that Roadway Engineering and Contracting Inc. completed these projects on time and within budget. Following this review, it was determined that Roadway Engineering and Contracting Inc. submitted the lowest responsive and responsible bid, and is qualified to successfully complete the project as defined in the bid documents. Award Civic Center Parking Lot Improvement Project July 15, 2014 Page 3 of 3 FISCAL IMPACT The total project cost, including bid alternatives, is $395,978. Funds have been budgeted in the Fiscal Year 2013 -14 Capital Improvement Budget in the amount of $435,000. ENVIRONMENTAL ANALYSIS This project is considered a Class 1 exemption as defined in Section 15301 of the California Environmental Quality Act, as the project consists of the repair and maintenance of a public facility with a negligible expansion of use. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a contract with Roadway Engineering and Contracting Inc. for the Civic Center Parking Lot Improvement Project in the amount of $395,978. Approved. Dominic rejdd City Manager Attachment: Project Location Map Contract PROJECT LOCATION MAP CIVIC CENTER PARKING LOT IMPROVEMENTS PROJECT NO. 17820514 CITY HALL NORTH LOT INCLUDING ATHLETIC FIELD PORTION ATHLETIC FIELD J O Q— O O O � � O J Al • I TY HA O J� � 0 � e O p POLICE DEPT ye Al O J ye e e POLICE DEPARTMENT VISITOR LOT LOCATION MAP NO SCALE CITY OF ARCADIA CIVIC CENTER PARKING LOT IMPROVEMENTS PROJECT NO. 17820514 CONTRACT BETWEEN CITY OF ARCADIA AND ROADWAY ENGINEERING AND CONTRACTING, INC. RVPUB\DRD \570015 GB - STATE & LOCAL (505/507/660) (7/24/00) (PROJECT NO. 17820514) CONTRACT FOR THE CITY OF ARCADIA CIVIC CENTER PARKING LOT IMPROVEMENTS PARTIES AND DATE. This Contract is made and entered into this day of , 20_, by and between the CITY OF ARCADIA (hereinafter called the "City ") and ROADWAY ENGINEERING AND CONTRACTING, INC. (hereinafter called the "Contractor "). 2. RECITALS. 2.1 The City is a charter City organized under the laws of the State of California, with power to contract for services necessary to achieve its purpose; 2.2 Contractor, in response to a Notice Inviting Bids issued by City on June 2, 2014, has submitted a bid proposal for construction the CIVIC CENTER PARKING LOT IMPROVEMENTS described in the Contract. 2.3 City has duly opened and considered the Contractor's bid proposal, and duly awarded the bid to Contractor in accordance with the Notice Inviting Bids and the other Bid Documents, and has given written notice to Contractor on [* *INSERT DATE * *]. 2.4 Contractor has obtained, and delivers concurrently herewith, Performance and Payment Bonds and evidences of insurance coverage as required by the Contract. 3. TERMS. 3.1 Incorporation of Documents. This Contract includes and hereby incorporates in full by reference the following documents, including all exhibits, drawings, specifications and documents therein, and attachments and addenda thereto: a. Notice Inviting Bids b. Instructions to Bidders C. Contract Bid Forms d. Contract e. Contract Appendix Part "A" - General Conditions Part "B" - Supplementary General Conditions Part "C" - Special Provisions Part "D" - Specifications Part "E" - Drawings RVPUB\DRD \570015 CCKRRACT - 1 GB - STATE & LOCAL (505/507/660) (7/24/00) (PROJECT NO. 17820514) Part "F" - Performance Bond Part "G" - Payment Bond ADDENDUM NO. 1 dated June 18, 2014. The above documents, including the General Conditions, are an integral part of the Contract Documents. In addition to signing this Contract, Contractor shall initial this paragraph immediately below acknowledging that he or she has read, understood and agrees with all of the terms of the Contract Documents, including, but not limited to, provisions of the General Conditions relating to indemnification, insurance, standards of performance, termination, compensation and time of the essence performance. Contractor shall not disclaim knowledge of the meaning and effect of any term or provision of the Contract Documents, and agrees to strictly abide by their meaning and intent. In the event that Contractor fails to initial below, the City shall have the right to declare the Contract unexecuted and to award the Contract to another contractor in accordance with state law. Contractor, s Initials 3.2 Contractor's Basic Obligation. Contractor promises and agrees, at its own cost and expense, to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work for the construction of Bid Category number(s) 1 -20 and Bid Alternates 1 -3 necessary to fully and adequately complete CIVIC CENTER PARKING LOT IMPROVEMENTS, including any alternates selected by the City, and all structures and facilities described in the Contract (hereinafter the "Work "), for a total of Three Hundred Ninety -Five Thousand, Nine Hundred Seventy -Eight DOLLARS AND NO CENTS ($395,978), as specified in the Contract Bid Forms submitted by the Contractor in response to the above referenced Notice Inviting Bids. Such amount shall be subject to adjustment in accordance with the applicable terms of this Contract. All Work shall be subject to, and performed in accordance with the above referenced documents. 3.3 Standard of Performance. Contractor shall perform all Work under this Contract in a skillful and workmanlike manner, and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Work. Contractor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Work assigned to them. Finally, Contractor further represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Work, and that such licenses and approvals shall be maintained throughout the term of this Contract. RVPUB\DRD \570015 CONTRACT - 2 GB - STATE & LOCAL (505/507/660) (7/24/00) (PROJECT NO. 17820514) 3.4 Period of Performance. Contractor shall perform and complete all Work under this Contract within sixty (60) Calendar Days, beginning ten (10) Calendar Days after the date on which the Notice to Proceed is sent by the City to the Contractor. Moreover, Contractor shall perform its Work in strict accordance with any completion schedule, construction schedule or project milestones developed pursuant to provisions of the Contract, including but not limited to the Project Schedule located in the Specifications. Contractor agrees that if such Work is not completed within the aforementioned period and /or pursuant to any such completion schedule, construction schedule or project milestones developed pursuant to provisions of the Contract, including but not limited to the Project Schedule located in the Specifications, it is understood, acknowledged and agreed that the City will suffer damage. Pursuant to Government Code Section 53069.85, Contractor shall pay to the City as fixed and liquidated damages the sum of Five Hundred DOLLARS ($500.00) PER DAY as provided by the applicable provisions of the General Conditions, found in Part "B" of the Contract Appendix. 3.5 City's Basic Obligation. City agrees to engage and does hereby engage Contractor as an independent contractor to furnish all materials and to perform all Work according to the terms and conditions herein contained for the sum set forth above. Except as otherwise provided in the Contract, the City shall pay to Contractor, as full consideration for the satisfactory performance by the Contractor of the services and obligations required by this Contract, the above referenced compensation in accordance with compensation provisions set forth in the Contract. 3.6 Contractor's Labor Certification. Contractor maintains that he is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self- insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Work. A certification form for this purpose is attached hereto as Exhibit "A" and incorporated herein by reference, and shall be executed simultaneously with this Contract. 3.7 Attorneys' Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Contract, the prevailing party in such action shall be entitled to have and recover from the losing party reasonable attorneys' fees and all other costs of such action. 3.8 Successors. The parties do for themselves, their heirs, executors, administrators, successors, and assigns agree to the full performance of all of the provisions contained in this Contract. Contractor may not either voluntarily or by action of law, assign any obligation assumed by Contractor hereunder without the prior written consent of the City. RVPUB\DRD \570015 CONTRACT - 3 GB - STATE & LOCAL (505/507/660) (7/24/00) (PROJECT NO. 17820514) 3.9 Notices. All notices hereunder and communications regarding interpretation of the terms of the Agreement or changes thereto shall be provided by the mailing thereof by registered or certified mail, return receipt requested, postage prepaid and addressed as follows: Contractor Roadway Engineering and Contracting, Inc. 10247 Bellegrave Suite 122 Mira Loma, CA 91752 Attn: Eric Alvarez, President CAL City of Arcadia 240 W. Huntington Drive P.O. Box 60021 Arcadia, CA 91066 -6021 Attn: Heloise King, Project Manager Any notice so given shall be considered received by the other party three (3) days after deposit in the U.S. Mail, first class postage prepaid, addressed to the party at the above address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. CITY OF ARCADIA ROADWAY ENGINEERING AND CONTRACTING, INC. la Dominic Lazzaretto City Manager ATTEST: By: City Clerk Approved as to Form: By: Stephen P. Deitsch City Attorney By: Title By: Title RVPUWDRD\570015 CONTRACT - 4 GB - STATE & LOCAL (505i507/660) (7/zaioo) (PROJECT NO. 17820514) EXHIBIT "A" CERTIFICATION LABOR CODE - SECTION 1861 I, the undersigned Contractor, am aware of the provisions of Section 3700 et seg. of the California Labor Code which require every employer to be insured against liability for Worker's Compensation orto undertake self- insurance in accordance with the provisions of the Code. I agree to and will comply with such provisions before commencing the Work governed by this Contract. CONTRACTOR: Name of Contractor: Roadway Engineering & Contracting, Inc. :0 Signature Name Title Date RVPUB\DRD \570015 l..lA V F RACT (EXHl BIT A) GB - STATE & LOCAL (505/507/660) (7/24/00)