Report to Mayor and City Council
Tuesday, September 21, 2021
Consent
SUBJECT:
Title
CONSIDER AWARD OF A CONSTRUCTION CONTRACT TO HARDY & HARPER, INC. FOR PROJECT NO. 1655: CARSON STREET PAVEMENT REHABILITATION AND CONCRETE REPLACEMENT PROJECT FROM RECREATION ROAD TO SANTA FE AVENUE AND CONSIDER RESOLUTION NO. 21-124: “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2021-22 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS” (CITY COUNCIL)
Body
I. SUMMARY
On May 18, 2021, the City Council approved the plans, specifications and estimates (PS&E) for Project No. 1655: Carson Street Rehabilitation from Recreation Road to Santa Fe Avenue and staff was authorized to advertise the project for construction bids (Exhibit No. 1). This project is the city’s fourth SB-1 project funded by Road Maintenance and Rehabilitation Account (RMRA) funds.
The Invitation for Bids (IFB) was advertised in a paper of local circulation and through the PlanetBids portal from June 17, 2021 to August 3, 2021. Six bids were received and opened at the City Clerk’s Office. It was determined that Hardy and Harper, Inc. was the lowest responsive and responsible bidder, with a total bid amount of $2,434,000.00.
Staff requests that the City Council award a Construction Contract to Hardy and Harper, Inc. in the amount not to exceed $2,434,000.00 (Exhibit No. 2).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a Construction Contract for Project No. 1655: Carson Street Rehabilitation from Recreation Road to Santa Fe Avenue, in the amount of $2,434,000.00, to the lowest responsive and responsible bidder, Hardy & Harper, Inc.
2. AUTHORIZE the expenditure of construction contingencies in the amount of $365,100.00 (15%) for any unforeseen construction work such as substructure conflicts, contaminated soil removal and disposal, material testing, and other work that may be necessary to complete this project.
3. WAIVE further reading and ADOPT Resolution No. 21-124: “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2021-22 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS,” appropriating $753,744.00 from the unassigned SB-1 fund balance to augment the current amount budgeted for Project No. 1655: Carson Street Rehabilitation from Recreation Road to Santa Fe Avenue (Exhibit No. 3).
4. AUTHORIZE the Mayor to execute the Construction Contract and the Resolution following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. REJECT all bids.
2. TAKE another action that the City Council deems appropriate consistent with the requirements of the law.
IV. BACKGROUND
On March 17, 2020, the City Council approved Item No.15, approving Project No. 1655: Carson Street Rehabilitation from Recreation Road to Santa Fe Ave. (the “Project”) as the City’s fourth SB-1 project for FY 2020-2021 funded by RMRA funds authorized by the California Transportation Commission (CTC).
SB-1 established new Road Maintenance and Rehabilitation Account (RMRA) funds which are allocated to the city every Fiscal Year. The city receives RMRA funding from the California Transportation Commission (CTC) every year; the amount varies from $1.5M to $2M each fiscal year.
Recipients of RMRA funding must comply with all relevant federal and state laws, regulations, policies, and procedures, and the City must satisfy the Maintenance of Effort (MOE) in the Fiscal Year. That is, the City must expend on street and road general revenues, at least the average of the City’s Fiscal Year expenditures during FY 2009/10, FY 2010/11, and FY 2011/12.
On May 18, 2021, the City Council approved Item No. 3, approving the PS&E, and authorizing staff to advertise the work and call for construction bids for the Project. The Project consists of repair of damaged sidewalks, driveway approaches, curbs and gutters, access ramps, and tree removals and replacement. The required concrete improvements will repair and restore concrete to City standards and meet the Americans with Disabilities Act (ADA) requirements. This project also includes pavement overlay.
The Annual Overlay Program will improve Carson Street from Recreation Road to Santa Fe Avenue. The project consists of grinding two inches of existing asphalt pavement surface, removal and reconstruction of deteriorated roadway section, laying-down of asphalt concrete leveling course and asphalt rubberized hot mix (ARHM), installation of pavement markings, re-striping, and other related work. Carson Street will have a new striped bike lane spanning from Recreation Road to Santa Fe Avenue.
The Annual Concrete Replacement Program will improve the conditions of various types of concrete along Carson Street from Recreation Road to Santa Fe Avenue. The project consists of the repair of damaged concrete pavement, sidewalks, driveway approaches, curbs and gutters, access curb ramps, and tree removals, restoration of concrete improvements to City standard, and compliance with Americans with Disabilities Act (ADA) requirements.
These projects are combined to maximize economies of scale while addressing sub-standard elements, maintenance issues, and ADA compliance. They were selected based on the 2017 Pavement Management Program (PMP), the 2017 Sidewalk Assessment Report (SAR), and the allocated budget.
The project was advertised for construction bids, and on August 3, 2021, six bids were received through PlanetBids and opened by the Purchasing Division Manager at the City Clerk’s office. The bid results are as listed below:
|
No. |
Bidder |
Place of Business |
Bid Amount |
|
1 |
Hardy & Harper, Inc. |
Santa Ana, CA |
$2,434,000.00 |
|
2 |
R.J. Noble Company |
Orange, CA |
$2,467,467.30 |
|
3 |
All American Asphalt, Corp |
Corona, CA |
$2,498,871.55 |
|
4 |
PALP, Inc. |
Long Beach, CA |
$2,468,452.98 |
|
5 |
Sully Miller |
Brea, CA |
$2,670,000.00 |
|
6 |
EBS General Engineering |
Corona, CA |
$3,146,373.14 |
Staff reviewed the bids and determined that the lowest responsive and responsible bid was submitted by Hardy & Harper, Inc., with a total bid in the amount of $2,434,000.00. Hardy & Harper, Inc. is a bonafide contractor licensed by the State of California. The bid bond, in the amount of 10% of the total bid, as supplied by the Zurich American Insurance Company, a corporation of the State of New York, the Colonial American Casualty and Surety Company, a corporation of the State of Illinois, and the Fidelity and Deposit Company of Maryland a corporation of the State of Illinois, is in order, and was submitted with the bid. The contractor’s references have been checked, and it has been verified that the contractor has completed similar projects in an acceptable manner.
The timeline for this project is as follows:
|
Award of Construction Contract |
September 21, 2021 |
|
Agreement executed by the City |
October, 2021 |
|
PO Issuance |
November, 2021 |
|
Start of construction |
December, 2021 |
|
Completion of construction |
April, 2022 |
V. FISCAL IMPACT
The total construction bid amount for this improvement project is $2,434,000.00. A construction contingency in the amount of $365,100, representing 15% of the total construction bid, is requested for any unforeseen construction work that may be required to complete this project. The total project cost including the 15% contingency is $2,799,100.00. Funds in the amount of $2,045,356.00 were included in the 5-Year CIP Budget for FY 2021/22 - RMRA (SB1) fund budget. Given that the total project cost is higher than the amount budgeted, an additional funding for $753,744.00 is being requested from the SB1 fund balance to cover the shortfall. The current balance in the SB1 account is $3,387,925.72
VI. EXHIBITS
1. Location Map (pg. 5)
2. Public Works Agreement (pgs. 6-42)
3. Resolution No. 21-124 (pgs. 43-44)
Prepared by: Gilbert Marquez, P.E. City Engineer; Jesus Sanchez, P.E., Associate Civil Engineer