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Home My WebLink About2021-06-22; City Council; ; Acceptance of bids and award of contract to A.B. Hashmi, Inc. for construction of the Fiscal Year 2020-21 Concrete Repair ProjectMeeting Date: June 22, 2021 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Scott Lyle, Senior Engineer scott.lyle@carlsbadca.gov, 760-602-7505 Subject: District: Acceptance of bids and award of contract to A.B. Hashmi, Inc. for construction of the Fiscal Year 2020-21 Concrete Repair Project 4 Recommended Action Adopt a resolution accepting bids and awarding a contract to A.B. Hashmi, Inc. for construction of the fiscal year 2020-21 Concrete Repair, Capital Improvement Program Project No. 6013-21, in an amount not to exceed $249,679. Executive Summary The project will replace damaged concrete such as sidewalks, curbs and gutters, and Americans with Disabilities Act-compliant ramps along sections of Levante Street and El Camino Real and is part of the city’s ongoing concrete repair program. On April 20, 2021, the City Council adopted Resolution No. 2021-085 approving the plans and specifications and authorizing advertising the project for construction bids. The project was then advertised using the city’s formal bidding procedures. On May 26, 2021, staff received nine construction bids, and the lowest responsive and responsible bidder was A.B. Hashmi, Inc., with a bid in an amount of $249,679. 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, making this project subject to this requirement. Implementation of these improvement repairs is an example of the city’s organizational values of stewardship and excellence. Staff recommend acceptance of bids and award of the construction contract to A.B. Hashmi, Inc. for the project, in an amount not to exceed $249,679. Discussion The concrete repair program was established to address miscellaneous concrete repairs to sidewalks, curbs and gutters, ADA ramps and driveway approaches citywide. Staff have identified damaged, deteriorated and cracked concrete facilities within the city’s right of way that need to be replaced. The proposed locations along Levante Street and El Camino Real are provided in Exhibit 2. June 22, 2021 Item #5 Page 1 of 7 As noted above, staff received nine sealed bids for construction of the project on May 26, 2021. Staff have reviewed the contract documents and determined A.B. Hashmi, Inc. is the lowest responsive and responsible bidder. A.B. Hashmi, Inc.’s bid meets the requirements of the bidding documents. The bidder is 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 provide the following options for the City Council’s consideration: 1. Accept bids and award a contract to A.B. Hashmi, Inc. for construction of the project in an amount not to exceed $249,679. Pros • A.B. Hashmi, 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 • The project demonstrates the city’s organizational values of stewardship and excellence • Sufficient funding is available for the contract Cons • None identified 2. Do not accept the bids and do not award the contract to A.B. Hashmi, Inc. Pros • None identified Cons • Delays start of construction • Concrete repair issues will continue to exist • Potential increase in construction costs due to delay in award Staff recommend Option 1 for the City Council’s approval: Accept bids and award a contract to A.B. Hashmi, Inc. for construction of the project in an amount not to exceed $249,679. Fiscal Analysis Sufficient funds are available in the concrete repair program to complete the project. The source of funding for the program is the city’s Gas Tax Fund. Remaining funds will be available for future concrete repair projects. The available funds and estimated construction costs for the project are shown in the following table: June 22, 2021 Item #5 Page 2 of 7 Concrete Repair Program, CIP Project No. 6013 Total appropriation to date $3,660,000 Total expenditures/encumbrances to date $2,491,328 Total funds available $1,168,672 FY 2020-21 Concrete Repair, CIP Project No. 6013-21 Construction contract - A.B. Hashmi, Inc. $249,679 Construction contingency (estimated) $50,000 Construction management, inspection and testing (estimated) $50,000 Total estimated construction costs $349,679 Remaining balance $818,993 Additional appropriation needed $0 CMC 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 $50,000 for this project. Next Steps Once the City Council accepts bids and awards the construction contract to A.B. Hashmi, Inc., staff will issue a purchase order, schedule a pre-construction meeting with A.B. Hashmi, Inc. and issue a notice to proceed for construction of the project, which is expected to commence in summer 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 fall 2021, a notice of completion will be recorded to release bonds issued for the project Environmental Evaluation (CEQA) The project is exempt from the California Environmental Quality Act under CEQA Guidelines Section 15301(c), which covers the repair of existing public structures and facilities involving negligible or no expansion, and no exception to the exemption as set forth in CEQA Guidelines Section 15300.2 applies. Public Notification Public notice of this item was posted in accordance with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Before construction begins, 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. Fiscal year 2020-21 concrete replacement street list 3. Location map June 22, 2021 Item #5 Page 3 of 7 RESOLUTION NO.. 2021455 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO A.B. HASHMI, INC., FOR CONSTRUCTION OF THE FISCAL YEAR 2020-21 CONCRETE REPAIR, CIP PROJECT NO. 6013-21, IN AN AMOUNT NOT TO EXCEED $249,679 WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to construct the FY 2020-21 Concrete Repair, CIP Project No. 6013- 21 (Project); and WHEREAS, on April 20, 2021, the City Council adopted Resolution No. 2021-085 approving the plans and specifications and authorizing advertisement of the Project for construction bids; and WHEREAS, on May 26, 2021, staff received nine sealed bids for the Project; and WHEREAS, the lowest responsive and responsible bid for the Project was submitted by A.B. Hashmi, Inc., in an amount of $249,679; and WHEREAS, the Project is financed with Gas Tax 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 the 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 $50,000 for this Project; and WHEREAS, the City Planner has determined that the Project is exempt from the California Environmental Quality Act (CEQA) review pursuant to CEQA Guidelines Section 15301(c) — minor alteration of existing facilities including streets, sidewalks, gutters, and similar facilities involving negligible or no expansion, and no exception to the exemption as set forth in CEQA Guidelines Section 15300.2 applies. // // // /1 June 22, 2021 Item #5 Page 4 of 7 ... !: • 671.+!),i11111100 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 $249,679 submitted by A.B. Hashimi, Inc., for construction of FY 2020-21 Concrete Repair Project, CIP Project No. 6013-21, 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 $50,000; 4.That the award of this contract is contingent upon A.B. Hashmi, 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 22nd day of June, 2021, by the following vote, to wit: AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. MATT HALL, Mayor rviel vc,,v BARBARA ENGLESON, City Clerk (SEAL) June 22, 2021 Item #5 Page 5 of 7 EXHIBIT 2 STREET FROM TO LEVANTE ST ANILLO WY CUMBRE CT LEVANTE ST CUMBRE CT CIMA CT LEVANTE ST ESCENICO TER REPOSADO DR LEVANTE ST TORREGON PL (W) TORREGON PL (E) LEVANTE ST TORREGON PL (E)SACADA CIR (W) LEVANTE ST SACADA CIR (W)OVIEDO PL LEVANTE ST OVIEDO PL SACADA CIR (E) LEVANTE ST SACADA CIR (E)NUEVA CASTILLA WY LEVANTE ST NUEVA CASTILLA WY GALICIA WY (W) LEVANTE ST GALICIA WY (W)MADRILENA WY LEVANTE ST MADRILENA WY GALICIA WY (E) LEVANTE ST GALICIA WY (E)LA GRAN VIA LEVANTE ST LA GRAN VIA SEGOVIA WAY LEVANTE ST CALLE MADERO PRIMAVERA WY LEVANTE ST PRIMAVERA WY GALLEON WY LEVANTE ST GALLEON WY ROMERIA ST LEVANTE ST ROMERIA ST MORADA ST LEVANTE ST MORADA ST ESTANCIA ST LEVANTE ST ESTANCIA ST CENTELLA ST LEVANTE ST VIA IRIS LA COSTA AVE LEVANTE ST CAMINITO MONARCA FALDA PL LEVANTE ST LA COSTA AVE CAMINITO MONARCA EL CAMINO REAL LA COSTA AVE LA COSTA TOWN CTR EL CAMINO REAL LA COSTA TOWN CTR LEVANTE ST EL CAMINO REAL LEVANTE ST CALLE BARCELONA EL CAMINO REAL CALLE BARCELONA OLIVENHAIN ROAD FY 2020-21 CONCRETE REPLACEMENT STREET LIST Exhibit 2 June 22, 2021 Item #5 Page 6 of 7 FISCAL YEAR 2020-21CONCRETE REPAIR PROJECT 6013 3 AREA OFWORK AREA OFWORK C A L L E B A R C E LONA LEVANTE ST El R E A LCAMINO LA COSTA AVE Exhibit 3 June 22, 2021 Item #5 Page 7 of 7 Scott Lyle, Senior Engineer June 22, 2021 Concrete Repair Program FY 2020-21 Concrete Repair Project Recommendation Adopt a resolution accepting bids and awarding a contract to A.B. Hashmi, Inc. for construction of FY 2020-21 Concrete Repair, Capital Improvement Program (CIP) Project No. 6013-21 in an amount not to exceed $249,679 2 Background •Concrete Repair Program was established to address miscellaneous concrete repairs throughout the city •April 20, 2021, City Council approved the project plans and specifications and authorized advertising the project for construction bids Project Details •Part of city’s ongoing Concrete Repair Program •Project will repair or replace sidewalks, curbs and gutters, curb, ADA ramps, cross gutters, and driveway approaches •Repair locations will be performed in District 4 along following streets: Levante Street El Camino Real 3 Location Map Area of Work N5 Selection Process for Proposed Streets •Public feedback •Maintenance and Operation staff observation of concrete repair locations •Projects grouped into bundles that are similar in geographic location 4 Project Locations Locations list provided in Exhibit 2 attached to Staff Report 7 EXHIBIT 2 FY 2020-21 CONCRETE REPLACEMENT STREET LIST STREET FROM TO LEVANTE ST ANILLOWY CUMBRECT LEVANTE ST CUMBRECT CIMA CT LEVANTE ST ESCENICO TER REPOSADO DR LEVANTE ST TORREGON PL (W) TORREGON PL (E) LEVANTE ST TORREGON PL (E) SACADA CIR (W) LEVANTE ST SACADA CIR (W) OVIEDO PL LEVANTE ST OVIEDO PL SACADA CIR (E) LEVANTE ST SACADA CIR (E) NUEVA CASTILLA WY LEVANTE ST NUEVA CASTILLA WY GALICIA WY (W) LEVANTE ST GALICIA WY (W) MADRILENA WY LEVANTE ST MADRILENA WY GALICIA WY (E) LEVANTE ST GALICIA WY (E) LA GRAN VIA LEVANTE ST LA GRAN VIA SEGOVIA WAY LEVANTE ST CALLE MADERO PRIMAVERA WY LEVANTE ST PRIMAVERA WY GALLEON WY LEVANTE ST GALLEON WY ROMERIAST LEVANTE ST ROMERIAST MORADA ST LEVANTE ST MORADA ST ESTANCIA ST LEVANTE ST ESTANCIA ST CENTELLA ST LEVANTE ST VIA IRIS LA COSTA AVE LEVANTE ST CAMINITO MONARCA FALDA PL LEVANTE ST LA COSTA AVE CAMINITO MONARCA EL CAMINO REAL LA COSTA AVE LA COSTA TOWN CTR EL CAMINO REAL LA COSTA TOWN CTR LEVANTE ST EL CAMINO REAL LEVANTE ST CALLE BARCELONA EL CAMINO REAL CALLE BARCELONA OLIVENHAIN ROAD Selection Process for Proposed Contractor •May 26, 2021, staff reviewed nine bid documents and determined A.B Hashmi, Inc. is the lowest responsible and responsive bidder •Staff recommends award of construction contract to A.B. Hashmi, Inc. in an amount not to exceed $249,679 8 Next Steps If City Council accepts the bid award, then staff will proceed with the following steps: –Execute contract documents –Schedule pre-construction meeting and issue a notice to proceed for construction –Provide public outreach services –Construct the concrete repairs •Duration of contract is 50 working days •Estimated project completion: fall 2021 9 Recommendation Adopt a resolution accepting bids and awarding a contract to A.B Hashmi, Inc. for construction of the FY 2020-21 Concrete Repair, CIP Project No. 6013-21 in an amount not to exceed $249,679 7 Thank you