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Home My WebLink About2017-09-26; City Council; ; Adopt a Resolution accepting bids and awarding a contract to Sierra Nevada Construction for an amount not to exceed $1,900,007 for the construction of the 2017-18 Slurry Seal Project, Project No. 6001-17SSCAReview ~ 9 CITY COUNCIL Staff Report Meeting Date: To: From: Staff Contact: Subject: Sept. 26, 2017 Mayor and City Council Kevin Crawford, City Manager Emad Elias, Assistant Engineer emad.elias@carlsbadca.gov or 760-602-7558 Adopt a Resolution accepting bids and awarding a contract to Sierra Nevada Construction for an amount not to exceed $1,900,007 for the construction of the 2017-18 Slurry Seal Project, Project No. 6001-1755. Recommended Action Adopt a Resolution accepting bids and awarding a contract to Sierra Nevada Construction for an amount not to exceed $1,900,007 for the construction of the 2017-18 Slurry Seal Project, Project No. 6001-1755. Executive Summary On July 25, 2017, City Council adopted Resolution No. 2017-142 approving the plans and specifications and authorizing advertising the 2017-18 Slurry Seal Project, Project No. 6001- 1755 (Project) for construction bids. The documents were then posted on PlanetBids to solicit bids. Bids were received on Aug. 24, 2017, and the lowest responsive and responsible bidder was Sierra Nevada Construction, with a bid in the amount of $1,900,007. Staff recommends award of the contract to Sierra Nevada Construction for construction of the Project. Discussion The Project is part of the city's ongoing Pavement Management Program. Staff typically executes two resurfacing projects annually from the Pavement Management Program; one pavement overlay, and one slurry seal. The roadways to be resurfaced are determined by staff's professional expertise, pavement management software, and field analysis. Resurfacing will be accomplished applying an asphaltic emulsion-aggregate slurry over the existing pavement, as well as milling and patching sections of the existing pavement. The roadways, as shown in Exhibit 2, were selected based on their current conditions and need for maintenance. On Aug. 24, 2017, six sealed bids were received for the construction of the Project, as shown on the following table: September 26, 2017 Item #7 Page 1 of 6 CONTRACTOR TOTAL BID Sierra Nevada Construction $1,900,007 American Asphalt South $1,928,716 Roy Allen Slurry Seal $1,985,088 Pavement Coatings Co. $2,088,844 All American Asphalt $2,237,250 lntermountain Slurry Seal, Inc. $2,422,422 Staff has completed its review of the contract documents and determined that Sierra Nevada Construction is the lowest responsive and responsible bidder. The contractor's bid is responsive as it meets the requirements of the bidding documents. The bidder is also deemed responsible as they submitted a list of similar projects to show their capability and qualification to perform the specified work. The contract for construction contains general performance standards and references technical specifications, which if not met, allow the city to withhold payment, and includes a one-year warranty period. Fiscal Analysis There are sufficient funds available in the Pavement Management Program, CIP No. 6001 Fund to complete the 2017-18 Slurry Seal Project, Project No. 6001-17SS. Funding for the Pavement Management Program consists of non-jurisdictional fees (generated from trash haulers), Gas Tax Funds, and TransNet-Local Funds available for drawdown from SANDAG. Remaining Pavement Management Program funds will be used on future pavement rehabilitation and resurfacing projects. The available funds and estimated construction costs for the Project are shown in the following table: C PAVEMENT MANAGEMENT PROGRAM, CIP NO. 6001 Current Appropriation $8,540,392 Current Year Expenditures/Encumbrances $777,944 TOTAL PAVEMENT MANAGEMENT PROGRAM FUNDING AVAILABLE $7,762,448 2017-18 SLURRY SEAL PROJECT, PROJECT NO. 6001-17SS Construction Contract $1,900,007 Construction Contingency $190,000 Construction Management, Inspection, and Material Testing $190,000 TOTAL ESTIMATED CONSTRUCTION COSTS $2,280,007 REMAINING BALANCE AFTER PROJECT NO. 6001-170L $5,482,441 ADDITIONAL APPROPRIATION NEEDED $0 September 26, 2017 Item #7 Page 2 of 6 Next Steps Once contract documents are fully executed and a purchase order is issued, staff will schedule a pre-construction meeting with the contractor, and issue a notice to proceed with the construction of the Project. Environmental Evaluation (CEQA) The Project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(c) -minor alteration of existing facilities including streets, sidewalks, gutters, and similar facilities involving negligible or no expansion. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. While no public notice is required to award the contract, the public will be notified in advance of the construction activities using multiple media methods such as signage, email, website, and/or other city communication channels. The construction contractor will also be required to notify the public of construction activities via changeable message signs, door hangers, letters to residents, and/or {(NO PARKING" signs, as applicable. Exhibits 1. Resolution accepting bids and awarding a contract to Sierra Nevada Construction for an amount not to exceed $1,900,007 for the construction of the 2017-18 Slurry Seal Project, Project No. 6001-1755. 2. Location Map. September 26, 2017 Item #7 Page 3 of 6 RESOLUTION NO. 2017-194 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO SIERRA NEVADA CONSTRUCTION FOR AN AMOUNT NOT TO EXCEED $1,900,007 FOR CONSTRUCTION OF THE 2017-18 SLURRY SEAL PROJECT, PROJECT NO. 6001-17SS. Exhibit 1 WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary, desirable, and in the public interest to resurface various city streets in accordance with the city's ongoing Pavement Management Program; and WHEREAS, on July 25, 2017, the City Council adopted Resolution No. 2017-142 approving plans and specifications and authorizing the advertisement for bids for the construction of the 2017-18 Slurry Seal Project, Project No. 6001-17SS (Project); and WHEREAS, six sealed bids were received on Aug. 24, 2017 for the construction of the Project; and WHEREAS, the Project is exempt from the California Environmental Quality Act {CEQA) per CEQA Guidelines Section 15301{c); and WHEREAS, the lowest responsive and responsible bid was submitted by Sierra Nevada Construction in the amount of $1,900,007; and WHEREAS, there are sufficient Pavement Management Program funds available to complete the Project; and WHEREAS, subsection 3.28.040(C)(5) and 3.28.090{B) of the Carlsbad Municipal Code authorizes the city manager to approve change orders in the amount equal to the contingency set at the time of project award. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the low bid of $1,900,007 submitted by Sierra Nevada Construction for the construction of the 2017-18 Slurry Seal Project, Project No. 6001-17SS is accepted and the mayor is hereby authorized to execute a contract for the Project. September 26, 2017 Item #7 Page 4 of 6 3. That the city manager or designee is hereby authorized to approve construction change orders up to $190,000. 4. That the award of this contract is contingent upon Sierra Nevada Construction executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 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 City Council of the City of Carlsbad on the 26th day of September, 2017, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. (SEAL) September 26, 2017 Item #7 Page 5 of 6