HomeMy WebLinkAbout2021-03-23; City Council; ; Acceptance of Bids and Award of Contract to LC Paving & Sealing, Inc. for Construction of the Citywide Drainage Improvement Program - Surface Drainage Improvements ProjecMeeting Date: March 23, 2021
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Jason Evans, Associate Engineer
Jason.Evans@carlsbadca.gov, 442-235-0348
Subject: Acceptance of Bids and Award of Contract to LC Paving & Sealing, Inc. for
Construction of the Citywide Drainage Improvement Program - Surface
Drainage Improvements Project
Districts: 1 & 2
Recommended Action
Adopt a resolution accepting bids and awarding a contract to LC Paving & Sealing, Inc. for
construction of the Citywide Drainage Improvement Program - Surface Drainage Improvements,
Capital Improvement Program Project No. 6608 in an amount not to exceed $323,835.
Executive Summary
As part of the city’s ongoing Citywide Drainage Improvement Program and in keeping with the
city’s community values, the project will construct surface drainage improvements at five
locations in the northwest portion of the city. These improvements have been designed to
resolve drainage issues related to on-street ponding and sediment accumulation.
On Dec. 15, 2020, the City Council adopted Resolution No. 2020-237 approving the plans and
specifications and authorized advertising the project for construction bids. The project was then
advertised using the city’s formal bidding procedures. On Jan. 27, 2021, staff received 13
construction bids, and the lowest responsive and responsible bidder was LC Paving & Sealing,
Inc., with a bid in an amount of $323,835.
Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(I)(6) require the City Council’s
approval for all formally bid contracts when the value exceeds $200,000. The project is subject
to this requirement.
Staff recommends acceptance of bids and award of the construction contract to LC Paving &
Sealing, Inc., in an amount not to exceed $323,835.
Discussion
The Citywide Drainage Improvement Program was established to address poor drainage
conditions throughout the city by constructing improvements in areas lacking adequate
drainage systems. This project is a component of this program.
March 23, 2021 Item #4 Page 1 of 7
Staff have identified several locations within the northwest portion of the city where poor
surface drainage conditions exist. These locations experience frequent on-street ponding and
sediment accumulation, causing an ongoing demand for maintenance. The proposed
improvement locations are:
1.Buena Vista Circle
2.Cypress Avenue
3.Intersection of Ocean Street and Cypress Avenue
4.Pacific Avenue
5.Intersection of Westhaven Road and Skyline Road
(Map of locations provided in Exhibit 2)
The project will install concrete curbs and gutters to improve the surface flow conditions at
these locations to reduce the current frequent maintenance demand. Adjacent unpaved
parking areas at several locations will also be resurfaced with gravel to provide sediment
control and stabilization of the parking surface. All existing on-street parking spaces within the
project limits will be preserved and will be available upon completion of the project.
On Jan. 27, 2021, staff received 13 sealed bids for construction of the project. Staff have
reviewed the contract documents and determined LC Paving & Sealing, Inc. was the lowest
responsive and responsible bidder. LC Paving & Sealing’s bid is responsive because it meets the
requirements of the bidding documents. The bidder is also deemed responsible because it
submitted a list of similar projects to show its capability and qualification to perform the
specified work. The construction contract contains general performance standards and
references technical specifications, which if not met, allow the city to withhold payment. The
contract also includes a one-year warranty period from notice of completion.
Options
Staff provides the following options for the City Council’s consideration:
1.Accept bids and award a contract to LC Paving & Sealing, Inc. for construction of the
Project in an amount not to exceed $323,835.
Pros
•LC Paving & Sealing, Inc. has been determined to be the lowest responsible and
responsive bidder.
•Award of the contract complies with applicable CMC sections.
•Construction can start upon award of the contract.
•Sufficient funding is available for the contract.
Cons
•None identified.
2.Do not accept the bids and do not award the contract to LC Paving & Sealing, Inc. and
request staff review the bids again.
Pros
•None identified.
Cons
•Delays start of construction.
•Drainage issues will continue to exist in the northwest portion of the city.
March 23, 2021 Item #4 Page 2 of 7
•Potential increase in construction costs due to delay in award.
•Review of bids again will likely result in the same recommendation to award to
LC Paving & Sealing, Inc.
3.Cancel bids solicitation (previously approved by City Council on Dec. 15, 2020).
Pros
• None identified.
Cons
•Delays start of construction.
•Drainage issues will continue to exist in the northwest portion of the city.
•Potential increase in construction costs if the city decides to resolicit in the
future.
Staff recommends Option 1 for City Council’s approval, accept bids and award a contract to LC
Paving & Sealing, Inc. for construction of the project in an amount not to exceed $323,835.
Fiscal Analysis
The Citywide Drainage Improvement Program is funded from the gas tax and infrastructure
replacement funds. The total estimated cost to complete the project is $453,369, which
includes the construction contract award and necessary funds for construction management,
inspection, materials testing, public outreach, contingency and associated staff support.
Sufficient funds are currently available to complete the project.
The available funds and estimated construction costs for the project are shown in the following
table:
CITYWIDE DRAINAGE IMPROVEMENT PROGRAM, CIP PROJECT NO. 6608
Total appropriation to date - Gas Tax and Infrastructure Replacement Funds $8,474,594
Total expenditures/encumbrances to date $7,835,122
TOTAL FUNDS AVAILABLE - CIP PROJECT NO. 6608 $639,472
SURFACE DRAINAGE IMPROVEMENT PROJECT
Construction contract - LC Paving & Sealing, Inc. $323,835
Construction contingency (estimated) $64,767
Construction management, inspection, other support services (estimated) $64,767
TOTAL ESTIMATED CONSTRUCTION COSTS $453,369
PROGRAM REMAINING BALANCE AFTER CIP PROJECT NO. 6608 $186,103
ADDITIONAL APPROPRIATION NEEDED $0
March 23, 2021 Item #4 Page 3 of 7
Carlsbad Municipal Code sections 3.28.040(C)(5) and 3.28.090(B) authorize the city manager or
designee to approve change orders in an amount equal to the contingency set at the time of
project award, which, for this project, is $64,767.
Next Steps
Once the City Council approves the contract and contract documents are fully executed, staff
will issue a purchase order, schedule a pre-construction meeting with LC Paving & Sealing, Inc.
and issue a notice to proceed for construction of the project, which is expected to commence in
spring 2021.
The duration of the construction contract is 50 working days, not including rain days and delays
from change orders that may extend the contract duration. Upon successful completion of the
project, which is expected to be in summer 2021, a notice of completion to release bonds will
be recorded.
Environmental Evaluation (CEQA)
The project is exempt from the California Environmental Quality Act (CEQA) under CEQA
Guidelines Section 15301(c) - minor alteration of existing facilities including streets, sidewalks,
gutters and similar facilities involving negligible or no expansion; Section 15303(d) - new
construction of small structures such as utility extensions and street improvements; and Section
15304(f) - minor trenching and backfilling where the surface is restored.
Public Notification
Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was
available for public viewing and review at least 72 hours before the scheduled meeting date.
Prior to start of construction, the public will be notified of construction activities using methods
such as signage, email, website and 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.City Council resolution
2.Location map
March 23, 2021 Item #4 Page 4 of 7
RESOLUTION NO. 2021-067
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO LC PAVING
& SEALING, INC., FOR CONSTRUCTION OF THE CITYWIDE DRAINAGE
IMPROVEMENT PROGRAM — SURFACE DRAINAGE IMPROVEMENTS
PROJECT, CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT NO. 6608, IN
AN AMOUNT NOT TO EXCEED $323,835
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary,
desirable and in the public interest to construct the Citywide Drainage Improvement Program —Surface
Drainage Improvements Project, CIP Project No. 6608 (Project); and
WHEREAS, on Dec. 15, 2020, the City Council adopted Resolution No. 2020-237 approving the
plans and specifications and authorizing advertisement for bids for construction of the Project; and
WHEREAS, on Jan. 27, 2021, staff received 13 sealed bids for the Project; and
WHEREAS, the lowest responsive and responsible bid for the Project was submitted by LC
Paving & Sealing, Inc., in an amount of $323,835; and
WHEREAS, the Project is financed with Gas Tax and Infrastructure Replacement Funds, and
sufficient funding in the project account is available to complete the Project; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(1)(6) require City Council
to award all formally bid contracts when the value exceeds $200,000; therefore, the Project is subject
to this requirement; and
WHEREAS, Carlsbad Municipal Code Sections 3.28.040(C)(5) and 3.28.090(B) authorize the
city manager or designee to approve change orders in an amount equal to the contingency set at the
time of project award, which is $64,767 for this Project; and
WHEREAS, the city planner has determined that the Project is exempt from the California
Environmental Quality Act (CEQA) per State CEQA Guidelines Sections 15301(c) - minor alteration of
existing facilities including streets, sidewalks, gutters and similar facilities involving negligible or no
expansion; 15303(d) - new construction of small structures such as utility extensions and street
improvements; and 15304(f) - minor trenching and backfilling where the surface is restored; and that
no exception to the exemptions, as set forth in CEQA Guidelines section 15300.2 applies.
//
March 23, 2021 Item #4 Page 5 of 7
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 $323,835 submitted by LC Paving & Sealing, Inc., for construction of
Citywide Drainage Improvement Program —Surface Drainage Improvements Project, CIP
Project No. 6608, is accepted and the mayor is hereby authorized to execute the
contract for this Project.
3.That the city manager or designee is hereby authorized to approve construction change
orders up to $64,767;
4.That the award of this contract is contingent upon LC Paving & Sealing, Inc., executing
the required contract and submitting the required bonds and insurance policies, as
described in the contract, within 20 calendar days of adoption of this Resolution. The
city manager may grant reasonable extensions of time to execute the contract and
assemble the required bonds and insurance policies.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 23rd day of March, 2021, by the following vote, to wit:
AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher.
NAYS: None.
ABSENT: None.
MATT HALL, Mayor
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BARBARA ENGLESON, City Clerk
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March 23, 2021 Item #4 Page 6 of 7
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Exhibit 2
March 23, 2021 Item #4 Page 7 of 7
Jason Evans, Associate Engineer
March 23, 2021
Citywide Drainage Improvement
Program
Surface Drainage Improvements
Recommendation
•Adopt a resolution accepting bids and awarding a
contract to LC Paving & Sealing, Inc. for construction of
Citywide Drainage Improvement Program - Surface
Drainage Improvements, Capital Improvement
Program (CIP) Project No. 6608 in an amount not to
exceed $323,835
2
Project Details
•Part of Citywide Drainage Improvement Program
•Project will install curb, gutter and concrete swale facilities
to improve street flow conditions on following streets:
Buena Vista Circle
Cypress Avenue
Ocean Street
Pacific Avenue
Westhaven Road at Skyline
Pacific Avenue3
Existing Conditions
Ocean Street Pacific Avenue
4
Selection Process for Proposed Locations
•Public feedback
•Maintenance and Operations staff observation of
poor street drainage conditions and localized street
ponding
•Ongoing list of drainage improvement projects
•Projects grouped into bundles that are similar in
scope and geographic location
5
•Buena Vista Circle
•Cypress Ave
•Ocean St at Cypress Ave
•Pacific Ave
•Westhaven Rd at Skyline
Project Locations
6
Selection Process for Proposed Contractor
•Staff reviewed 13 bid documents and determined LC
Paving & Sealing, Inc. is the lowest responsible and
responsive bidder
•Staff recommends award of construction contract to
LC Paving & Sealing, Inc. in an amount not to exceed
$323,835
7
Next Steps
•Execute contract documents
•Schedule pre-construction meeting and issue a notice to
proceed for construction
•Provide public outreach services
•Construct the drainage improvements
–Duration of contract is 50 working days
–Project completion summer 2021
8
Recommendation
•Adopt a resolution accepting bids and awarding a
contract to LC Paving & Sealing, Inc. for construction
of the Citywide Drainage Improvement Program -
Surface Drainage Improvements, Capital
Improvement Program (CIP) Project No. 6608 in an
amount not to exceed $323,835
9
Thank you