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Home My WebLink About2003-06-03; City Council; 17184; 2003/04 Pavement Overlay Project\B# 17,184 ATG. 6/03/03 IEPT. ENG CITY OF CARLSBAD -AGENDA BILL TITLE: AWARD OF CONTRACT FOR CONSTRUCTION OF THE 2003/04 PAVEMENT OVERLAY PROJECT PROJECT NO. 3667-7 DEPT. HD. CITY MGR.a RECOMMENDED ACTION: Adopt Resolution No. 2003-134 for the construction of the 2003/04 Pavement Overlay Project, Project No. 3667-7. accepting bids and awarding the contract to Silvia Construction, ITEM EXPLANATION: The 2003/04 Pavement Overlay Project is part of the City's ongoing Pavement Management Program. This maintenance project will extend the life of approximately four miles of roadways throughout the City (see Exhibit 1). In addition to the pavement overlay, the construction includes sidewalks, medians, curb and gutter, gutter drains, driveway aprons, and full-depth pavement section reconstruction. By completing these items of work at the same time, the public right-of-way will be improved by a single construction project which will reduce the construction impacts on the adjacent residents. During the bid process, the contract documents were amended to take advantage of the type and location of work to be constructed. The amendment consisted of the preparation of revised plans and bid schedules for the installation of sidewalks along the northern side of La Costa Avenue east of El Camino Real and the installation of the ultimate median improvements at the intersection of El Camino Real and La Costa Avenue. The construction of the sidewalks along La Costa Avenue will complete the installation of the six missing segments of sidewalk along the northern side of the street between El Camino Real and Gibraltar Street. As a result, there will be a continuous sidewalk along the northern side of La Costa Avenue from El Camino Real to Rancho Santa Fe Road. The construction of the median improvements along El Camino Real will complete the construction of the ultimate median turn pockets on both the north and south side of La Costa Avenue. The median construction will be coordinated with the ongoing private development construction adjacent to the intersection. The engineer's construction cost estimate for the overlay/base project was $1,880,000. The engineer's estimate for the sidewalks along La Costa Avenue was $31,500, and for the median improvements along El Camino Real the estimate was $90,500. The total construction cost estimate for the project was $2,002,000. On April 24, 2003, five (5) sealed bids were received for the construction of this project as shown on the following table. *Withdrawn Subsequent to the bid opening, ~ll American Asphalt (AAA) discovered a material clerical error in the price it bid for six items of work. For each of these items of work AAA omitted the trucking costs from its final calculation which resulted in a bid which was approximately $295,000 lower than it had intended. After reviewing the information AAA submitted to City staff documenting the clerical error, and consistent with Public Contract Code Section 51 03, staff recommends that the City Council consent to AAA's request to withdraw its bid. Per Public Contact Code Section 5105, AAA cannot revise or submit a new bid for this project. I Page 2 of Agenda Bill No. 17,184 A review of the remaining bids indicates that the major difference between the estimated construction cost and the bids is the price for asphalt concrete which is typically controlled by the cost of oil. The bids from Silvia Construction, JD Paving, and Hazard Construction are all within 7-10% of the estimate. The plans do not contain discrepancies or ambiguities that contributed to the cost of the remaining bids exceeding the Engineer's Estimate. After the withdrawal of All American Asphalt bid, the low bidder is Silvia Construction. All bid documents submitted by Silvia Construction have been reviewed by staff and found to be in order. ENVIRONMENTAL COMPLIANCE: This project is categorically exempt from the environmental review process under Section 15301 Class 1 (C) of the California Environmental Quality Act. FISCAL IMPACT: The estimated construction costs associated with this project are summarized in the following table. Management cost of the seal project (3667-6) which has been awarded aid the overlay project (3667-5) which has been advertised for bids. ** Existing Balance in Cement Repairs Fund minus the Cement Repairs costs of the seal project (3667-6) which has been awarded and the overlay project 3667-5 which has been advertised for bids. As indicated in the table above, the appropriations for the project come from four different funding programs. The Pavement Management Program is funded by TransNet Local, Gas Tax, and State AB 2928 appropriations. The sidewalk and curb and gutter repairs are funded by the Street Maintenance, Cement Repairs Program Fund. The construction of the new sidewalks along La Costa Avenue is funded as part of the La Costa Avenue Sidewalk Capital Improvement Project, (Project No. 3672). The construction of the median improvements along El Camino Real at La Costa Avenue is funded from existing appropriations for the El Camino Real Medians Capital Improvement Project, (Project No. 3643). There are sufficient appropriations in the Pavement Management Program, Street Maintenance Cement Repair, La Costa Avenue Sidewalks, and El Camino Real Median accounts to complete the respective construction items. EXH I BITS : 1. Location Maps. 2. Resolution No. 2003-134 accepting bids and awarding the contract to Silvia Construction for the construction of the 2003104 Pavement Overlay Project, Project No. 3667-7. DEPARTMENT CONTACT: Marshall Plank, (760) 602-2766, mplan@ci.carlsbad.ca.us LOCATION MAP PROJECT NAME 2003/04 STREET OVERLAY PROJECT PROJECT EXHIBIT 3667-7 NUMBER 7" LOCATION MAP PROJECT NAME 2003/04 STREET OVERLAY PROJECT NO7 70 SCALE PROJECT EXHIBIT !$$$~~ I- LOCATION MAP PROJECT NAME 2003/04 STREET OVERLAY PROJECT - STREETS TO BE OVERMYED NOT TO SCALE PROJECT EXHIBIT NUMBER 3667-7 I’ LOCATION MAP LEGEND: B AREAS OF SlDEWALK CONSTRUCTiON I \ f Y NOT To SCALE - EXHt8l-r LA COSTA AVENUE SIDEWLAKS I” ’AHN BY: SCOTT EVANS CARLSBAD ENG/NEERING DEPT. 3/3/03 C: \CAPITAL\PUNlZ\3667-7 U COSTA SIDEWALK.OHZ; /- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 A m RESOLUTION NO. 2003-134 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CONTRACT FOR THE CONSTRUCTION OF THE 2003/04 bd .RLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A PAVEMENT OVERLAY PROJECT, PROJECT NO. 3667-7. WHEREAS, on February 18,2003, the City Council of the City of Carlsbad approved plans and specifications for the construction of the 2003104 Street Overlay Project, Project No. 3667-7; and WHEREAS, five (5) sealed bids were received on April 24, 2003, by the City of Carlsbad or the construction of said project; and WHEREAS, the low bid received to construct said project was submitted by All American Asphalt in the amount of $1,749,993; and WHEREAS, due to a clerical error made by All American Asphalt (AAA), the apparent low bidder, staff recommends that the City Council allow AAA to withdraw its bid; and WHEREAS, the second low bid received to construct said project was submitted by ;itvia Construction in the amount of $2,149,399; and WHEREAS, the second low bid received to construct said project submitted by iilvia Construction is responsive and responsible; and WHEREAS, there are sufficient funds appropriated to complete the project; and WHEREAS, subsection 3.28.1 72(c)(l) of the Carlsbad Municipal Code authorizes the :ity Manager to approve change orders in the amount equal to the contingency set at the time of kid opening. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, :alifornia, as follows: 1. 2. That the above recitations are true and correct. That the City Council consents to All American Asphalt’s request to withdraw its bid ue to a material clerical error. 3. That the bid of $2,149,399 submitted by Silvia Construction, for the construction of ie 2003/04 Pavement Overlay Project, Project No. 3667-7, is accepted and the Mayor is hereby uthorized to execute a contract with Silvia Construction, for Project No. 3667-7. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 4. That the City Manager is hereby authorized to approve construction change orders up to $31 0,050 for Project No. 3667-7. 5. That the award of this contract is contingent upon Silvia Construction executing the .equired contract and submitting the required bonds and insurance policies, as described in the :ontract, within twenty (20) days of adoption of this resolution. The City Manager may grant reasonable extensions of time. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council ield on the 3rd day of JUNE , 2003 by the following vote, to wit: AYES: Council Members Lewis, Finnila, Kulchin, Hall, Packard NOES: None ATTEST W&,a LORRAINE M. WOW, City Clerk ' 'age 2 of 2 of Resolution No. 2003--134. (SEAL)