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AGENDA BILL Agenda Item No. 5(E) Date: November 18, 2014 To: El Cerrito City Council From: Yvetteh Ortiz, Public Works Director/City Engineer Subject: 2014 Patch Paving and Miscellaneous Repairs Project, City Project Nos. C3027, C3063 and C3072 ACTION REQUESTED Adopt a resolution approving the following actions: 1) Approve plans for the 2014 Patch Paving and Miscellaneous Repairs Project; 2) Reject one submitted bid from Ransome Company as non-responsive; 3) Accept the two remaining submitted bids; 4) Amend the Capital Improvement Program-Annual Program of Maintenance and Improvement pursuant to Measure A to add completion of the 2013-14 Street Improvement Project, C3072 and Central Avenue and Liberty Street Streetscape Improvement Project, C3063; 5) Authorize the City Manager to execute a contract in the amount of $106,259.00 with Golden Bay Construction, Inc. and to approve change orders in an amount not to exceed $16,946.53 for the construction of the 2014 Patch Paving and Miscellaneous Repairs Project; and 6) Amend the FY 2014-15 Adopted Budget to appropriate unspent project funds of $31,224 in the Measure A Street Improvement Fund (Fund 211) and $16,520 in the Capital Improvement Fund (Fund 301). BACKGROUND The 2014 Patch Paving and Miscellaneous Repairs Project consists of minor patch paving and minor sidewalk, driveway, drainage, curb and gutter repair at twelve (12) locations throughout the City. The following list is of the 12 locations, brief work description, and funding source: No. Location Description of Work Funding Source 1 Arlington Blvd. near Roberta Dr. Minor asphalt concrete pavement and concrete driveway repair as part of the 2013-14 Street Improvement Project C3072, Measure A - Street Improvement Fund (211) 2 Central Ave. and Kearney St. Sidewalk Drain, Curb and Gutter as part of the Central Avenue and C3063, Capital Improvement Fund (301) ---PAGE BREAK--- Agenda Item No. 5(E) Page 2 No. Location Description of Work Funding Source Liberty Street Streetscape Improvement Project 3 428 Everett St. Patch Paving C3027, Measure A - Street Improvement Fund (211) 4 704 Hancock Way Patch Paving C3027, Measure A - Street Improvement Fund (211) 5 Hill St near San Pablo Ave. Patch Paving C3027, Measure A - Street Improvement Fund (211) 6 1316 Lawrence St. Patch Paving C3027, Measure A - Street Improvement Fund (211) 7 Moeser Ln and Seaview Dr. Patch Paving C3027, Measure A - Street Improvement Fund (211) 8 7905 Potrero Ave. Reconstruct Sidewalk as part of the 2013-14 Street Improvement Project C3072, Measure A - Street Improvement Fund (211) 9 Seaview Dr. and Errol Dr. Patch Paving C3027, Measure A - Street Improvement Fund (211) 10 Ashbury Ave. and Eureka Ave. Patch Paving C3027, Measure A - Street Improvement Fund (211) 11 714 and 708 Pomona Ave. Reconstruct Sidewalk due to Street Tree Damage Public Works Operating, Gas Tax Fund (201) 12 2621 Tuller Ave. Reconstruct Sidewalk due to Street Tree Damage Public Works Operating, Gas Tax Fund (201) The largest portion of the work involves the repair of potholes with nine inches of asphalt concrete pavement (patch paving) and is part of the City’s Annual Street Improvement Program, C3027. The work at Arlington Boulevard and Roberta Drive (Location 1) and 7905 Potrero Avenue (Location 8) is remaining work associated with the 2013-14 Street Improvement Project, C3072, while the work at Central Avenue and Kearney Avenue (Location 2) is remaining work as part of the Central Avenue and Liberty Street Streetscape Improvements Project, C3063. Finally, sidewalk and driveway aprons that have been damaged by City trees are being repaired by removing and replacing the existing sidewalk and driveway apron. The project was informally bid in accordance with the Uniform Public Construction Cost Accounting Act (UCCAP) of the California Public Contract Code, as provided in Chapter 16.35 of the El Cerrito Municipal Code. Public projects of $175,000 or less may be bid by informal procedures set by the UCCAP. On September 29, 2014, the Notice Inviting Informal Bids was sent to fifteen (15) contractors from the City’s current list of contractors who have the required licensing for the work involved in this project. The project was also posted on the City’s website. Subsequently, one addendum was issued and all fifteen bidders were notified. ANALYSIS Three bids were received on October 13, 2014. One bid received from Ransome Company did not acknowledge receipt of Addendum 1 and did not include the required ---PAGE BREAK--- Agenda Item No. 5(E) Page 3 revised bid proposal form. Staff is requesting Council to consider this bid non- responsive. The following are the results for the other two bids: Name Location Bid Golden Bay Construction, Inc. Hayward $ 106,259.00 W.R. Forde, Inc. Richmond $ 136,535.00 Engineer’s Estimate $ 90,000.00 The low bid of $106,259.00 is approximately 18% above the Engineer’s Estimate of $90,000. Staff believes this is a reasonable bid for the type and size of the work involved in this project. Staff recommends that the City Council award a construction contract in the amount of $106,259.00 to Golden Bay Construction, Inc. as the lowest responsive, responsible bidder. FINANCIAL CONSIDERATIONS The total project budget is as summarized below and includes a contingency of 15% for change orders for all work except 25% for the sidewalk repair work and 15% for construction inspection, testing and administration. C3027 C3072 C3063 PW-Ops All Construction Contract $59,456.64 $24,018.20 $12,707.36 $10,076.80 $106,259.00 Contingency (15%) $8,918.50 $3,602.73 $1,906.10 $2,519.20 $16,946.53 Inspect, Test & Admin (15%) $8,918.50 $3,602.73 $1,906.10 In-House $14,427.33 Total $77,293.64 $31,223.66 $16,519.56 $12,596.00 $137,632.86 Funding of $77,294 for the Annual Street Improvement Program, C3027, work is included in the City’s Adopted Fiscal Year (FY) 2014-15 Budget in an allocation from the Measure A Street Improvement Fund within the Capital Improvement Program/Annual Program of Maintenance and Improvement pursuant to Measure A Street Improvement Program. Funding of $31,224 for the 2013-14 Street Improvement Project, C3072, was not expended in last year’s (FY 2013-14) budget and an amendment to the FY 2014-15 Adopted Budget is required to appropriate the unspent funds in this year’s Measure A Street Improvement Fund (211) within the Capital Improvement Program-Annual Program of Maintenance and Improvement pursuant to Measure A Street Improvement Program. Funding of $16,520 for the Central Avenue and Liberty Street Streetscape Improvement Project, C3063, was not expended in last year’s budget and an amendment to the FY 2014-15 Adopted Budget is required to appropriate the unspent funds to the Capital Improvement Fund (301). ---PAGE BREAK--- Agenda Item No. 5(E) Funding of $12,596 for the sidewalk repair work due to street tree damage is included in the City's Adopted FY 2014-15 Budget in an allocation from the Gas Tax Fund for Infrastructure Maintenance Services. Attachments: 1. Resolution Page4 ---PAGE BREAK--- Agenda Item No. 5(E) Attachment 1 RESOLUTION 2014 - XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO APPROVING PLANS FOR THE 2014 PATCH PAVING AND MISCELLANEOUS REPAIRS PROJECT, CITY PROJECT NOS. C3027, C3063 AND C3072; REJECTING ONE SUBMITTED BID FROM RANSOME COMPANY AS NON-RESPONSIVE; ACCEPTING THE TWO REMAINING SUBMITTED BIDS; AMENDING THE CAPITAL IMPROVEMENT PROGRAM-ANNUAL PROGRAM OF MAINTENANCE AND IMPROVEMENT PURSUANT TO MEASURE A TO ADD COMPLETION OF THE 2013-14 STREET IMPROVEMENT PROJECT, C3072 AND CENTRAL AVENUE AND LIBERTY STREET STREETSCAPE IMPROVEMENT PROJECT, C3063; AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH GOLDEN BAY CONSTRUCTION, INC. IN AN AMOUNT NOT TO EXCEED $106,259.00 AND TO APPROVE CHANGE ORDERS IN AN ADDITIONAL AMOUNT NOT TO EXCEED $16,946.53 TO CONSTRUCT THE 2014 PATCH PAVING AND MISCELLANEOUS REPAIRS PROJECT; AND AMENDING THE FY 2014-15 ADOPTED BUDGET TO APPROPRIATE UNSPENT PROJECT FUNDS OF $31,224 IN THE MEASURE A STREET IMPROVEMENT FUND (FUND 211) AND $16,520 IN THE CAPITAL IMPROVEMENT FUND (FUND 301) WHEREAS, the 2014 Patch Paving and Miscellaneous Repairs Project consists of minor patch paving and minor sidewalk, driveway, drainage, curb and gutter repair at twelve (12) locations throughout the City; and WHEREAS, the project was informally bid in accordance with the Uniform Public Construction Cost Accounting Act (UCCAP) of the California Public Contract Code, as provided in Chapter 16.35 of the El Cerrito Municipal Code; and WHEREAS, on September 29, 2014, the Notice Inviting Informal Bids was sent to fifteen (15) contractors from the City’s current list of contractors who have the required licensing for the work involved in this project and the project was posted on the City’s website; and WHEREAS, three bids were received on October 13, 2014 and one bid received from Ransome Company did not acknowledge receipt of Addendum 1 and did not include the required revised bid proposal form; and WHEREAS, funding of $77,294 for the Annual Street Improvement Program, C3027, work is included in the City’s Adopted Fiscal Year (FY) 2014-15 Budget in an allocation from the Measure A Street Improvement Fund and the expenditures are an appropriate use of the Pothole Repair and Local Street Improvement and Maintenance Transactions and Use Tax pursuant to Section 4.60.150 of the El Cerrito Municipal Code; and . WHEREAS, funding of $31,224 in the Measure A Street Improvement Fund (211) for the 2013-14 Street Improvement Project, C3072 and $16,520 in the Capital Improvement Fund (301) for the Central Avenue and Liberty Street Streetscape ---PAGE BREAK--- Agenda Item No. 5(E) Attachment 1 Improvement Project, C3063, was unspent in Fiscal Year 2013-14 Budget and is needed to complete the work; and WHEREAS, funding of $12,596 for the sidewalk repair work due to street tree damage is included in the City’s Adopted FY 2014-15 Budget in an allocation from the Gas Tax Fund for Infrastructure Maintenance Services; and WHEREAS, the lowest responsive, responsible bidder was Golden Bay Construction, Inc. whose bid was in the amount of $106,259.00; WHEREAS, Golden Bay Construction, was deemed the lowest responsive, responsible bidder; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of El Cerrito: 1) Approves plans for the 2014 Patch Paving and Miscellaneous Repairs Project; 2) Rejects one submitted bid from Ransome Company as non-responsive; 3) Accepts the two remaining submitted bids; 4) Amends the Capital Improvement Program-Annual Program of Maintenance and Improvement pursuant to Measure A to add completion of the 2013-14 Street Improvement Project, C3072 and Central Avenue and Liberty Street Streetscape Improvement Project, C3063; 5) Authorizes the City Manager to execute a contract in the amount of $106,259.00 with Golden Bay Construction, Inc. and to approve change orders in an amount not to exceed $16,946.53 to construct the 2014 Patch Paving and Miscellaneous Repairs Project; and 6) Amends the FY 2014-15 Adopted Budget to appropriate unspent project funds of $31,224 in the Measure A Street Improvement Fund (Fund 211) and $16,520 in the Capital Improvement Fund (Fund 301). BE IT FURTHER RESOLVED that this Resolution shall become effective immediately upon passage and adoption. * * * * * * * I CERTIFY that at a regular meeting on November 18, 2014 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSTAIN: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ---PAGE BREAK--- Agenda Item No. 5(E) Attachment 1 IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on November X, 2014. Cheryl Morse, City Clerk APPROVED: Janet Abelson, Mayor