Report to Mayor and City Council
Tuesday, August 02, 2016
Consent
SUBJECT:
Title
CONSIDER AN AWARD OF A CONSTRUCTION CONTRACT FOR PROJECT NO. 1435 [FEDERAL NO. HSIPL-5403(022)]: AVALON BOULEVARD AND CARSON STREET INTERSECTION IMPROVEMENTS AND CONSIDER RESOLUTION NO. 16-100, AUTHORIZING THE EXECUTION OF PROGRAM SUPPLEMENT AGREEMENT NO. N016 TO ADMINISTERING AGENCY-STATE MASTER AGREEMENT NO. 07-5403R FOR FEDERAL AID PROJECTS COVERING THE CONSTRUCTION PHASE OF THIS PROJECT (CITY COUNCIL)
Body
I. SUMMARY
On February 16, 2016, the City Council approved Plans, Specifications and Estimates (PS&E) for Project No. 1435: Avalon Boulevard and Carson Street Intersection Improvements (Exhibit Nos. 1 and 2); and staff was authorized to advertise the work contingent on receiving authorization to proceed with the construction phase of the project from Caltrans in the form of an E-76.
- The E-76 was received on March 8, 2016
- The project was advertised on April 28, 2016
- Five bids were received and opened by the City Clerk on May 23, 2016 (Exhibit No. 3)
The lowest responsible bidder was All American Asphalt with a bid in the amount of $618,569.00. The lowest bid amount was higher than the available construction funds for this project. Staff has been working with Caltrans to appropriate additional funds to complete this project, and on June 29, 2016, staff was informed that Caltrans will provide the requested additional funds. Staff is currently waiting for a revised E-76 and a revised Program Supplement Agreement in order to start construction.
Per the contract documents, bids cannot be withdrawn within a period of 90 days after the date of when bids were opened, which would be on August 23, 2016. In order to eliminate the potential need to re-advertise this project, staff requests that the City Council consider awarding a construction contract to All American Asphalt contingent upon receiving a revised E-76 and a revised Program Supplement Agreement from Caltrans that would obligate up to $637,596 in Highway Safety Improvement Program (HSIP) federal funds for this project.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a Construction Contract for Project No. 1435: Avalon Boulevard and Carson Street Intersection Improvements, in the amount of $618,569.00, to the lowest responsible bidder, All American Asphalt contingent upon receiving a revised E-76 and a revised Program Supplement Agreement from Caltrans.
2. AUTHORIZE the expenditure of a construction contingency, if necessary, in an amount not-to-exceed $61,621 (10%) for change orders such as the removal and remediation of contaminated soil, substructure conflicts, and other unforeseen construction work that may be required to complete this project.
3. AUTHORIZE the Mayor to execute the Construction Contract following approval as to form by the City Attorney and upon receiving a revised E-76 and a revised Program Supplement Agreement from Caltrans.
4. WAIVE further reading and ADOPT Resolution No. 16-100, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AUTHORIZING THE EXECUTION OF PROGRAM SUPPLEMENT AGREEMENT NO. N016 TO ADMINISTERING AGENCY-STATE MASTER AGREEMENT NO. 07-5403R FOR FEDERAL AID PROJECTS COVERING THE CONSTRUCTION PHASE OF PROJECT NO. 1435: AVALON BOULEVARD AND CARSON STREET INTERSECTION IMPROVEMENTS” contingent upon receiving a revised E-76 and a revised Program Supplement Agreement from Caltrans.
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III. ALTERNATIVES
1. REJECT all bids.
2. DO NOT ADOPT Resolution No. 16-100 (Exhibit No. 4).
3. TAKE another action the City Council deems appropriate. However, the City must execute program supplement agreements in order to receive federal funds for the Construction Phase of this project. No invoices for reimbursement can be submitted to the state until a program supplement agreement is fully executed.
IV. BACKGROUND
Project No. 1435: Avalon Boulevard and Carson Street Intersection Improvements is listed in the City’s Capital Improvement Program (CIP) list for FY 2016/17.
Funding for this project is provided through the HSIP cycle 5 grant (90%) and the City’s Measure R local fund balance (10%). The scope of work includes, but is not limited to the following: (1) constructing an additional right turn lane in both the westbound direction (next to City Hall) and the northbound direction (in front of the International House of Pancakes), (2) modification of the signal to accommodate the new intersection layout, (3) replacement of the signal hardware, (4) installation of pedestrian count-down signal heads, (5) installation of a new signal cabinet and auxiliary equipment, (6) a new electrical meter pedestal, and (7) installation of light-emitting diode (LED) fixtures.
In accordance with the federal and state requirements, to be eligible for reimbursement, the project must be placed in a specific federal or state funding program, and the local agency must obtain authorization from Caltrans to proceed with certain phases of the project.
On March 8, 2016, Caltrans issued an Authorization to Proceed with Construction, in the form of an E-76, and the City advertised the work shortly thereafter.
On April 13, 2016 the City received a Program Supplement Agreement dated March 28, 2016 to the Administering Agency-State Master Agreement No. 07-5403R between the State and the City, which would obligate up to $481,680.00 in HSIP federal funds for this project. (Exhibit No. 5).
On May 23, 2016, five bids were received and opened by the City Clerk as listed below:
|
No. |
Bidder |
Place of Business |
Bid Amount |
|
1 |
All American Asphalt |
Corona, CA |
$618,569.00 |
|
2 |
Vido Samarzich, Inc. |
Alta Loma, CA |
$634,875.00 |
|
3 |
PALF, Inc. dba Excel Paving Co. |
Long Beach, CA |
$651,955.00 |
|
4 |
Beador Construction Company, Inc. |
Corona, CA |
$669,300.00 |
|
5 |
Powell Constructors, Inc. |
Fontana, CA |
$682,125.00 |
Since the lowest responsible bid came in higher than the available construction funds, staff requested additional funds from Caltrans to cover the shortfall. On June 29, 2016, staff was informed that the City’s request for additional funds was approved, and staff is currently waiting for a revised E-76 and a revised Program Supplement Agreement which would obligate up to $637,596 in HSIP federal funds for this project.
The accomplished and anticipated timeline for this project is as follows:
|
Authorization and approval of Professional Services Agreement (Design) |
Completed |
|
Request to Caltrans for Authorization to Proceed with Construction phase in the form of an E-76 |
Completed |
|
Approval of PS&E |
Completed |
|
Advertise Notice Inviting Bids |
Completed |
|
Approval of the Program Supplement (Construction) |
In Progress |
|
Award of Construction Contract |
In Progress |
|
Start of construction |
September 2016 |
|
Completion of construction |
December 2016 |
|
Project Close-Out |
January 2017 |
V. FISCAL IMPACT
This project is funded by the HSIP Cycle 5 Grant (90%) and Measure “R” Local (10%). In anticipation of the additional funds from CalTrans, the FY 2016/17 CIP budgets were updated to reflect an amount of $680,190.00 to fund the construction phase of the project.
The total project cost estimate is $708,440.00, as shown below.
|
Description |
Estimated Project Cost |
Fund Source |
|
|
|
Measure “R” Local (10%) |
HSIP (Federal Grant) (90%) |
|
|
|
Account No. 54-80-999-003-8020/0143501 |
Account No. 20-00-999-000-4514/0143501 |
|
Design |
$28,250.00 |
$2,825.00 |
$25,425.00 |
|
Construction |
$680,190.00 |
$68,019.00 |
$612,171.00 |
|
Total |
$708,440.00 |
$70,844.00 |
$637,596.00 |
VI. EXHIBITS
1. Location Map. (pg. 5)
2. Minutes, February 16, 2016. (pg. 6)
3. Bid Register. (pg. 7)
4. Resolution No. 16-100. (pg. 8)
5. Program Supplement Agreement No. N016. (pgs. 9-15)
Prepared by: Reata Kulcsar, Civil Engineering Assistant