Report to Mayor and City Council
Tuesday, July 16, 2019
Consent
SUBJECT:
Title
CONSIDER AWARD OF A CONSTRUCTION CONTRACT TO HARDY & HARPER, INC. FOR PROJECT NO. 1393-2: CITYWIDE ANNUAL OVERLAY PROGRAM AND PROJECT NO. 1411-2: CITYWIDE ANNUAL CONCRETE REPLACEMENT PROGRAM (CITY COUNCIL)
Body
I. SUMMARY
On May 7, 2019, the City Council approved the plans, specifications and estimates (PS&E) for Project No. 1393-2: Citywide Annual Overlay Program, and Project No. 1411-2: Citywide Annual Concrete Replacement Program (Exhibit Nos. 1 and 2). To maximize economies of scale, these two projects have been combined, with a total budget of $1,184,500.00.
The Invitation for Bids (IFB) was advertised in the Our Weekly Publication, and through the PlanetBids portal from May 9, 2019 to May 21, 2019. Four bids were received, and it was determined that Hardy & Harper, Inc. was the lowest responsive and responsible bidder, with a total bid amount of $1,030,000.00
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a Construction Contract for Project No. 1393-2: Citywide Annual Overlay Program, and Project No. 1411-2: Citywide Annual Concrete Replacement Program, in the amount of $1,030,000.00, to the lowest responsive and responsible bidder, Hardy& Harper, Inc.
2. AUTHORIZE the expenditure of construction contingencies in the amount of $154,500.00 (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. AUTHORIZE the Mayor to execute a Construction Contract 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 May 7, 2019, the City Council approved Item No.25, approving the PS&E, and authorizing staff to advertise the work and call for construction bids for Project No. 1393-2: Citywide Annual Overlay Program and Project No. 1411-2: Citywide Annual Concrete Replacement Program.
The Annual Overlay Program will improve Sepulveda Boulevard from Figueroa Street to Main Street. It consists of grinding four inches of existing asphalt pavement surface, removal and reconstruction of deteriorated roadway section, laying-down of an AC leveling course and asphalt rubberized hot mix (ARHM), installation of pavement markings, re-striping, and other related work.
The Annual Concrete Replacement Program will improve various locations within the area. It consists of repair of damaged concrete pavement, sidewalks, driveway approaches, cross gutters, curbs and gutters, access ramps, and tree removal, 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 Purchasing Division advertised the projects for construction bids, and on May 30, 2019, four bids were received through PlanetBids and opened by the Purchasing Division Manager at the City Clerk’s office. The bid results are listed below:
No. Bidder Place of Business Bid Amount
1 Hardy & Harper, Inc. Santa Ana, CA $1,030,000.00
2 R.J. Noble Company Orange, CA $1,109,197.00
3 All American Asphalt, Corp Corona, CA $1,117,770.00
4 PALP, Inc. Long Beach, CA $1,319,448.00
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 $1,030,000.00. 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 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 (collectively called the “Companies”) 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:
|
Approval of PS&E |
May 7, 2019 |
|
Advertise Notice For Bids |
May 9, 2019 |
|
Award of Construction Contract |
July 16, 2019 |
|
Agreement executed by the City |
August 2019 |
|
Start of construction |
October 2019 |
|
Completion of construction |
December 2019 |
V. FISCAL IMPACT
The total construction bid amount for this improvement project is $1,030,000.00. A construction contingency in the amount of $154,500.00, 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 $1,184,500.00. Funds in this amount are included in the FY 2019/20 general fund budget under the following account numbers:
|
PW1393-2: Annual Pavement Overlay: |
|
|
|
|
|
254-80-820-904-8009 |
$852,000.00 |
|
Sub-Total |
$852,000.00 |
|
|
|
|
PW1411-2: Annual Concrete Replacement: |
|
|
215-80-720-100-6004 |
$200,000.00 |
|
217-80-820-904-8009 |
$132,500.00 |
|
Sub-Total |
$332,500.00 |
|
TOTAL AVAILABLE FUNDS |
$1,184,500.00 |
VI. EXHIBITS
1. Project Location Map for Project Nos. 1393-2 &1411-2 (pg. 4a)
2. Project Locations List for Project Nos. 1393-2 & 1411-2 (pgs. 5-6)
Prepared by: Rick Boutros, P.E., Associate Civil Engineer