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Home My WebLink About2019-09-17; City Council; ; Acceptance of bids and award of a contract to American Asphalt South for construction of the fiscal year 2019-20 Slurry Seal, Capital Improvement Project No. 6001-19SS, iCA Review A:t.--a-- CITY COU NC I L Staff Report Meeting Date: To: From: Staff Contact: Subject: Recommended Action Sept. 17, 2019 Mayor and City Council Scott Chadwick, City Manager Emad Elias, Associate Engineer emad .elias@carlsbadca.gov or 760-602-7558 Acceptance of bids and award of a contract to American Asphalt South for construction of the fiscal year 2019-20 Slurry Seal, Capital Improvement Project No. 6001-19SS, in an amount not to exceed $963,832. Adopt a Resolution accepting bids and awarding a contract to American Asphalt South for construction of the fiscal year (FY) 2019-20 Slurry Seal, Capital Improvement Program (CIP) Project No. 6001-19SS (Project), in an amount not to exceed $963,832. Executive Summary On July 9, 2019, the City Council adopted Resolution No. 2019-118 approving the plans and specifications and authorizing advertising of the Project for construction bids. The Project was advertised using the city's formal bidding procedures. Construction bids were received on Aug. 13, 2019, and the lowest responsive and responsible bidder was American Asphalt South, with a bid in an amount of $963,832. Under Carlsbad Municipal Code Sections 3.28.080(() and 3.28.080(G)(6), the City Council is required to award all formally bid contracts when the value exceeds $200,000; and therefore, the Project is subject to this requirement. Staff recommends award of the construction contract to American Asphalt South in an amount not to exceed $963,832. Discussion The Project is part of the city's ongoing Pavement Management Program (Program). Staff typically execute two resurfacing projects annually as part of the Program; one pavement overlay and one slurry seal. The roadways to be resurfaced are determined by the pavement management software, staff's professional expertise and field inspection of the pavement condition. Slurry seal treatment will be accomplished by applying an asphaltic emulsion- aggregate slurry over existing pavement. It also includes milling and patching sections of the existing deteriorated pavement. The roadways, as shown in Exhibits 2 and 3, were selected based on their current condition, need for maintenance and preservation. On Aug. 13, 2019, six se;;iled bids were received for construction of the Project. Staff has completed reviewing the contract documents and found American Asphalt South is the lowest responsive and responsible bidder. American Asphalt South's bid is responsive as it meets the September 17, 2019 Item #3 Page 1 of 9 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 documents for construction contain general performance standards and references technical specifications, which if not met, allow the city to withhold payment. They also require the contractor to provide the city with a warranty period for the work performed. Fiscal Analysis There are sufficient funds available in the Program to complete the Project. Funding for the Program consists of non-jurisdictional fees (generated from trash haulers), Gas Tax Funds and TransNet-Local Funds available for . drawdown from San Diego Association of Governments (SANDAG). Remaining funds will be used on future pavement rehabilitation and resurfacing projects. Carlsbad Municipal Code Sections 3.28.040(()(5) and 3.28.090(B) authorize the city manager to approve change orders in the amount up to the contingency set at the time of Project award. The available funds and estimated construction costs for the Project are shown in the following table: PAVEMENT MANAGEMENT PROGRAM, CIP PROJECT NO. 6001 Current Appropriation -Pavement Management Program, CIP No. 6001 $9,569,188 Current Year Expenditures/Encumbrances -Pavement Management $1,073,652 Program, CIP No. 6001 TOTAL AVAILABLE PAVEMENT MANAGEMENT PROGRAM, CIP NO. 6001 $8,495,536 FY 2019-20 SLURRY SEAL, CIP PROJECT NO. 6001-19SS Construction Contract $963,832 Construction Contingency $145,000 Construction Management, Inspection, and Testing $145,000 TOTAL ESTIMATED CONSTRUCTION COSTS $1,253,832 REMAINING BALANCE AFTER CIP PROJECT NO. 6001-19SS $7,241,704 ADDITIONAL APPROPRIATION NEEDED I' $0 Next Steps Once contract documents are fully executed, staff will issue a purchase order, schedule a pre- construction meeting with the contractor and issue a notice to proceed for construction of the Project. The Project will take approximately three months to complete. 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. Prior to start of construction, the public will be notified of the construction activities using media methods such as signage, email, website and other city communication channels. The construction contractor September 17, 2019 Item #3 Page 2 of 9 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. City Council Resolution . 2. Location Map. 3. Streets List. September 17, 2019 Item #3 Page 3 of 9 RESOLUTION NO. 2019-176 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO AMERICAN ASPHALT SOUTH FOR CONSTRUCTION OF THE FISCAL YEAR (FY) 2019-20 SLURRY SEAL, CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT NO. 6001- 19SS (PROJECT), IN AN AMOUNT NOT TO EXCEED $963,832. WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to construct the FY 2019-20 Slurry Seal, CIP Project No. 6001-19SS (Project); and WHEREAS, on July 9, 2019, the City Council adopted Resolution No. 2019-118 approving plans and specifications and authorizing advertisement for bids for construction of the Project; and WHEREAS, six sealed bids were received on Aug. 13, 2019 for construction of the Project; and WHEREAS, American Asphalt South submitted the lowest responsive and responsible bid to construct the Project in an amount of $963,832; and WHEREAS, sufficient Pavement Management Program funds are available to complete the Project; and WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C)(S) and 3.28.090(B) authorize the city manager to approve change orders in the amount up 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 bid of $963,832 submitted by American Asphalt South for construction of the FY 2019-20 Slurry Seal, CIP Project No. 6001-19SS, is accepted and the mayor is hereby authorized to execute a contract for the Project. 3. That the city manager or designee is hereby authorized to approve construction change orders up to $145,000. 4. That the award of this contract is contingent upon American Asphalt South 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. September 17, 2019 Item #3 Page 4 of 9 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 17th day of September 2019, by the following vote, to wit: AYES: Hall, Blackburn, Schumacher, Hamilton. NAYS: None. ABSENT: Bhat-Patel (SEAL) September 17, 2019 Item #3 Page 5 of 9 Exhibit 3 FY 2019-20 Slurry Seal -Street List Street Name From Street To Street ARLAND HIGHLAND DR BUENA VISTA WY ASHBERRY END OF STREET AUDEN PL ASHBERRY AUDEN PL FROST AV ASTER CANNAS CT MIMOSA DR AUDEN ASH BERRY RD END OF STREET AZALEA END OF STREET ORCHID WY AZALEA ORCHID WY POPPY LN AZALEA POPPY LN BEGONIA CT BEGONIA END OF STREET AZALEA PL BEGONIA AZALEA PL END OF STREET BYRON END OF STREET MASTERS RD BYRON MASTERS RD LONGFELLOW RD BYRON LONGFELLOW RD END OF STREET CAMINO JUNIPERO RANCHO SANTA FE RD CORTE ROMERO CAMINO JUNIPERO CAMINO CEREZA AVENI DA MARAVILLA CAMINO JUN I PERO AVENIDA MARAVILLA AVENI DA AMAPOLA CAMINO JUN I PERO AVENI DA AMAPOLA CAMINO BELLO CANNAS ASTER PL END OF STREET CANNAS END OF STREET ASTER PL CANYON END OF STREET CANYON PL CANYON CANYON PL SANDY PL CANYON SANDY PL BASSWOOD AV CATALINA TRIESTE DR CHESTNUT AV CATALINA CHESTNUT AV END OF STREET CHESTNUT EL CAMINO REAL CATALINA DR CHESTNUT CATALINA DR TRIESTE DR CHESTNUT TRIESTE DR LONGVIEW DR CHESTNUT LONGVIEW DR SIERRA MORENA AV CIARDI END OF STREET HILLYER ST CIARDI HILLYER ST END OF STREET DAFFODIL FOXGLOVE VIEW TULIP WY DAFFODIL TULIP WY END OF STREET DAISY AV BATIQUITOS DR PRIMROSE WY DAISY AV PRIMROSE WY IVYST DAISY AV IVYST WISTERIA WY DAISY AV WISTERIA WY ROSE DR DAISY AV ROSE DR DAISY CT DAISY AV DAISY CT TULIP WY DAISY AV TULIP WY WISTERIA WY DAISY AV WISTERIA WY IRIS CT DAISY AV IRIS CT END OF STREET DAISY CT DAISY AV END OF STREET EAGLE LIONSHEAD AV TIGER RUN CT EAGLE TIGER RUN CT GREY HAWK CT EAGLE GREY HAWK CT PALOMAR AIRPORT RD EL CAPITAN CT YOSEMITE ST END OF STREET ELIOT MASTERS RD END OF STREET FOOTHILL TAMARACK AV STONERIDGE RD FOOTHILL STONERIDGE RD MIRA MONTE DR September 17, 2019 Item #3 Page 7 of 9 Exhibit 3 FY 2019-20 Slurry Seal -Street List Street Name From Street To Street FOOTHILL MIRA MONTE DR KNOLLWOOD DR FOOTHILL KNOLLWOOD DR END OF STREET FORECASTLE JACKSPAR DR LANYARD PL FORECASTLE LANYARD PL END OF STREET FOXGLOVE VIEW ROSE DR DAFFODIL PL FROST CANNON RD ASHBERRY RD FROST ASH BERRY RD MERWIN DR FROST MERWIN DR HILLYER ST FROST HILLYER ST JEFFERS PL FROST JEFFERS PL LONGFELLOW RD FROST LONGFELLOW RD KEATS PL FROST KEATS PL END OF STREET GARY TRIESTE DR END OF STREET GORGE KNOLLWOOD DR END OF STREET GREY HAWK EAGLE DR END OF STREET HILLYER LYNCH CT CIARDI CT HILLYER CIARDI CT FROST AV HUMMOCK TAMARACK AV RILL CT HUMMOCK RILL CT ROCKFIELD CT IRIS CT DAISY AV END OF STREET JACKSPAR EL CAMINO REAL FORECASTLE CT JACKSPAR FORECASTLE CT LONGFELLOW RD JACKSPAR LONGFELLOW RD CAMINO HILLS DR JASMINE CT WISTERIA WY END OF STREET JEFFERS FROST AV END OF STREET JEFFERSON LAGOON VIEW DR MARRON RD/JEFFERSON ST KEATS FROST AV END OF STREET KNOLLWOOD FOOTHILL AV PLATEAU PL KNOLLWOOD PLATEAU PL GORGE PL KNOLLWOOD GORGE PL TAMARACK AV LANYARD FORECASTLE CT END OF STREET LAURIE CR ANN DR END OF STREET LEVEE STONERIDGE RD TAMARACK AV LILY PL WISTERIA WY END OF STREET LONGFELLOW FROST AV BYRON PL LONGFELLOW BYRON PL SHELLEY PL LONGFELLOW SHELLEY PL JACKSPAR DR LONGFELLOW JACKSPAR DR END OF STREET LYNCH END OF STREET HILLYER ST LYNCH HILLYER ST END OF STREET LYONS CT YORK RD END OF STREET MARK TRIESTE DR END OF STREET MARRON JEFFERSON ST SOUPLANTATION DY MARRON SOUPLANTATION DY MONROE ST MARRON MONROE ST SEARS ENTRANCE DY MARRON SEARS ENTRANCE DY MACYS ENTRANCE DY MARRON MACYS ENTRANCE DY DRIVEWAY MARRON DRIVEWAY TRAFFIC SIGNAL MARRON TRAFFIC SIGNAL EL CAMINO REAL September 17, 2019 Item #3 Page 8 of 9 Exhibit 3 FY 2019-20 Slurry Seal -Street List Street Name From Street To Street MASTERS BYRON PL ELIOT PL MASTERS ELIOT PL MILTON RD MELROSE NORTH CITY LIMIT LIONSHEAD MERWIN FROST AV MILLAY CT MERWIN MILLAY CT END OF STREET MILLAY END OF STREET MERWIN DR MILTON CAMINO HILLS DR MASTERS RD MILTON MASTERS RD END OF STREET MIRA MONTE END OF STREET FOOTHILL AV NEWLAND HIGHLAND DR END OF STREET ORCHID END OF STREET PRIMROSE WY ORCHID PRIMROSE WY AZALEA PL PLATEAU KNOLLWOOD DR END OF STREET PONTIAC CHESTNUT AV ATHENS AV PONTIAC ATHENS AV YORK RD PONTIAC YORK RD VICTORIA AV PONTIAC VICTORIA AV AVALON AV PONTIAC AVALON AV SAUSALITO AV PONTIAC SAUSALITO AV TIBURON AV PONTIAC TIBURON AV BRIGHTON RD POPPY BATIQUITOS DR AZALEA PL PRIMROSE DAISY AV ORCHID WY RILL HUMMOCK DR END OF STREET ROCKFIELD END OF STREET HUMMOCK DR ROCKFIELD HUMMOCK DR END OF STREET ROSE DR DAISY AV FOXGLOVE VIEW SANDY END OF STREET CANYON ST SHELLEY LONGFELLOW RD END OF STREET SIERRA MORENA TRIESTE DR CHESTNUT AV SIERRA MORENA CHESTNUT AV VALEWOODAV STEVEN TRIESTE DR END OF STREET STONERIDGE END OF STREET LEVEE DR STONERIDGE LEVEE DR FOOTHILL AV STROMBERG TRIESTE DR END OF STREET TAMARACK STRATA DR KNOLLWOOD DR TAMARACK KNOLLWOOD DR FOOTHILL AV TAMARACK FOOTHILL AV HUMMOCK DR TAMARACK HUMMOCK DR LEVEE DR TAMARACK LEVEE DR COLLEGE BL TRIESTE SIERRA MORENA AV MARK CR TRIESTE MARK CR STEVEN CR TRIESTE STEVEN CR CHESTNUT AV TRIESTE CHESTNUT AV GARY CR TRIESTE GARY CR STROMBERG CR TULIP WY DAISY AV DAFFODIL PL WISTERIA DAISY AV JASMINE CT WISTERIA JASMINE CT LILY PL WISTERIA LILY PL DAISY AV September 17, 2019 Item #3 Page 9 of 9