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Home My WebLink About2009-09-22 - AGENDA REPORTS - ARRA PROJ C0034 M0072 M0073 (2)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT Agenda Item: (41.-7 CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval Item to be presented by September 22, 2000 Curtis Nay AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA) PROJECT - RATIFY ACTIONS TAKEN BY CITY MANAGER FOR PROJECTS C0034, M0072, AND M0073 Public Works RECOMMENDED ACTION City Council ratify the actions taken by the City, Manager for Projects C0034, M0072, and M0073 during the period starting July 15, 2009, and ending August 24, 2009. A breakdown of those actions by project follows: Traffic Circulation and Safety Improvements at Newhall Avenue and Sierra Highway, Project C0034: Approved the project plans and specifications. Awarded construction contract to Kalban, Inc., the lowest responsive bidder, in an amount not to exceed $259,534, including 15 percent contingency. Awarded a professional services contract to Advantec Consulting Engineers, in an amount not to exceed $14,000, for construction engineering and survey services. Roadway Asphalt Rehabilitation Phase I and II, Projects M0072 and M0073: • Approved the project plans and specifications. • Awarded construction contract to Sully -Miller Construction, the lowest responsive bidder, in an amount not to exceed $3,320,925, including 10 percent contingency. • Awarded a professional services contract to Pavement Engineering Inc., in an amount not to exceed $125,000, including 10 percent contingency, for construction. engineering and material testing services. • Awarded a professional services contract to MNS Engineers, in an amount not to exceed $50,000, for construction management services. • Authorized the transfer of $302,000 from the 08-09 Annual Overlay and Slurry Seal Project Account M0063601-5161.001 to the Roadway Asphalt Rehabilitation Phase 1 and Phase II III'ROVED projects: $151,000 to Account M0072601-5161.001 and $151,000 to Account M0073601-5161.001. Authorized the transfer of $125,000 from the 08-09 Annual Overlay and Slurry Seal Project Account M0063230-5161.001 to the Roadway Asphalt Rehabilitation Phase I and II projects: $62,500 to Account M0072230-5161.001 and $62,500 to Account M0073230-5161.001. BACKGROUND On July 14, 2009, the City Council authorized the City Manager or designee to approve plans and specifications and award the construction contracts for five American Recovery and Reinvestment Act (ARRA) projects related to the Highway Infrastructure Program during the period of the City Council hiatus from July 15, 2009, to August 24, 2009. The five projects included in that item were the Roadway Asphalt Rehabilitation Phase I, Project M0072; Roadway Asphalt Rehabilitation Phase II, Project M0073; Traffic Circulation and Safety Improvements at Newhall Avenue and Sierra Highway, Project C0034; Whites Canyon Right -Turn Pocket, Project C3010; and Bridges Rehabilitation, Project M0074. During that period, three ARRA-funded projects successfully underwent the bidding process resulting in the selection of construction contractors. Those projects are Traffic Circulation and Safety Improvements at Newhall Avenue and Sierra Highway, Project C0034, and Roadway Asphalt Rehabilitation Phase I and II, Projects M0072 and M0073. A summary of the bids follows: Traffic Circulation and Safety Improvements at Newhall Avenue and Sierra Highway, Project C0034.- An 0034: An invitation to bid was prepared and published three times: July 1, July 5, and July 8, 2009, and was noticed to the City's website. Plans and specifications were sent to area plan rooms. Eight bids were submitted to the City and opened by Purchasing on August 5, 2009. The results of the bids are shown below: Company Kalban, Inc. R.C. Becker & Son, Inc. General Pavement Management Chaparral Construction Corp. TDS Engineering Padilla Paving C.A. Rasmussen Palp Inc., DBA Excel Paving Company Location Bid Amount Sun Valley, CA $225,681.50 Santa Clarita, CA $248,222.00 Santa Paula, CA $251,950.00 Oxnard, CA $256,846.00 Westlake Village, CA $259,079.00 Santa Clarita, CA $263,374.70 Santa Clarita, CA $293,681.00 Long Beach, CA $293,681.00 Staff recommended the project be awarded to Kalban, Inc., the lowest responsive bidder, at $225,681.50. Kalban, Inc., possess a valid state contractor's license and is in good standing with the State Contractor's License Board. The remaining budget of $31,466 will be utilized for quality assurance, construction materials testing services, labor compliance services, staff inspection, and miscellaneous project administration cost. Roadway Asphalt Rehabilitation Phase 1 and 11, Projects M0072 and M0073: An invitation to bid was prepared and published three times: July 12, July 16, and July 22, 2009, and was noticed to the City's website. Plans and specifications were sent to area plan rooms. Seven bids were submitted to the City and opened by Purchasing on August 6, 2009. The results of the bids are shown below: Company Location Bid Amount Sully -Miller Construction Anaheim, CA $3,019,020.74 Palp Inc., DBA Excel Paving Company Long Beach, CA $3,197,444.17 Toro Enterprises, Inc. Oxnard, CA $3,374,322.78 R.C. Becker & Son, Inc. Santa Clarita, CA $3,437,904.95 Granite Construction Company Watsonville, CA $3,539,376.82 Silvia Construction Rancho Cucamonga, CA $3,576,969.72 Maverick Asphalt Bakersfield, CA $3,619,387.03 The basis of awarding this project was the combined bid for both phases. Staff recommended the project be awarded to Sully -Miller Construction. Sully -Miller Construction possess a valid state contractor's license and is in good standing with the State Contractor's License Board. A Request for Proposal for construction engineering and material testing services was sent to the following companies: Company Bureau Veritas Pavement Engineering Inc. EMS Laboratories California Testing & Inspection Twining Laboratories AP Engineering & Testing Location Ventura, CA San Luis Obispo, CA Pasadena, CA Los Angeles, CA Long Beach, CA Pomona, CA Proposals were received from Bureau Veritas, Pavement Engineering Inc., and California Testing & Inspection. The selection criteria for award of this contract included certification by Caltrans, ability to meet project timelines, and proper understanding of the required scope of work. Based on this selection criteria, staff selected Pavement Engineering Inc. as the most qualified consultant for construction engineering and material testing services. The remaining budget of $50,624 will be utilized for quality assurance, construction materials testing services, labor compliance services, staff inspection, and miscellaneous project administration cost. The other two ARRA-funded projects related to the Highway Infrastructure Program not detailed in this agenda are the Whites Canyon Right -Turn Pocket, Project C3010, and the Bridges Rehabilitation, Project M0074. The bids for these two projects were opened after August 24, 2009, and therefore, will be presented to the City Council for award at a subsequent meeting. ALTERNATIVE ACTIONS Other action as determined by the City Council. FISCAL IMPACT Traffic Circulation and Safety Improvements at Newhall Avenue and Sierra Highway, Project C0034.- Adequate 0034. Adequate grant funds in the amount of $305,000 are available and budgeted in Account C0034229-5161.001. These funds will adequately provide for anticipated construction costs, including construction engineering, construction materials testing services, labor compliance services, staff oversight, and miscellaneous project administration costs. Roadway Asphalt Rehabilitation Phase I and 11, Projects M0072 and M0073: The actions taken by the City Manager increased the budget for the Phase I and II projects to $3,546,549 by completing the following transfers: Transfer Amount From Account To Account $151,000 M0063601-5161.001 M0072601-5161.001 $151,000 M0063601-5161.001 M0073601-5161.001 $ 62,500 M0063230-5161.001 M0072230-5161.001 $ 62,500 M0063230-5161.001 M0073230-5161.001 The previously described budget actions result in the following amounts available to proceed with project delivery: Project Fund Source Account Budget Roadway Asphalt Phase I ARRA M0072229-5161.001 $1,500,000 Roadway Asphalt Phase I Gas Tax Fund M0072230-5161.001 $ 62,500 Roadway Asphalt Phase I General Tax Fund M0072601-5161.001 $ 151,000 Roadway Asphalt Phase II ARRA M0073229-5161.001 $1,619,549 Roadway Asphalt Phase II Gas Tax Fund M0073230-5161.001 $ 62,500 Roadway Asphalt Phase II General Tax Fund M0073601-5161.001 $ 151,000 TOTAL $3,546,549 These funds will adequately provide for anticipated construction costs, including construction engineering, construction materials testing services, labor compliance services, staff oversight, and miscellaneous project administration costs. 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