HomeMy WebLinkAbout2012-11-13 - AGENDA REPORTS - FED OVERLAY M0083 M0084 (2)Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT II II BB II,�
CONSENT CALENDAR City Manager Approval:
Item to be presented by: Curtis Nay
DATE: November 13, 2012
SUBJECT: 2011-12 FEDERAL OVERLAY PROGRAM, PROJECT M0089 -
CREATE A NEW PROJECT AND BUDGET, AWARD
CONSTRUCTION CONTRACT, AND CONTINUE
APPROPRIATION FOR PROJECTS M0083 AND M0084 FROM
FISCAL YEAR 2011-12 TO FISCAL YEAR 2012-13 AND
BUDGET TRANSFERS FOR PROJECTSNM0077 AND M0090
DEPARTMENT: Public Works
RECOMMENDED ACTION
City Council:
1. Approve the plans and specifications for the 2011-12 Federal Overlay Program, Project
M0089.
2. Approve the bid withdrawal of Silvia Construction, and award the construction contract to
Toro Enterprises, Inc., in the amount of $1,244,956, and authorize a ten -percent contingency
of $124,496 for a total contract amount not to exceed $1,369,452.
3. Authorize the following transactions totaling $1,509,452 to fund the 2011-12 Federal Overlay
Program, Project M0089:
• Authorize the transfer of $250,000 in project savings of TDA Article 8 (Fund 233) from
the 2010-11 Overlay and Slurry Seal Program, expenditure account M0077233-5161.001
to the 2011-12 Federal Overlay Program, expenditure account M0089233-5161.001.
• Authorize the continued appropriation of $22,321 of project savings of TDA Article 8
(Fund 233) in expenditure account M0083233-5161.001 from Fiscal Year 2011-12 to
Fiscal Year 2012-13 and transfer $22,321 to expenditure account M0089233-5161.001.
• Authorize the continued appropriation of $600,000 of STPL (Fund 202) in expenditure
account M0084202-5161.001 from Fiscal Year 2011-12 to Fiscal Year 2012-13 and
transfer $600,000 to expenditure account M0089202-5161.001.
APPROWED
• Authorize the transfer of $637,131 of TDA Article 8 (Fund 233) from the 2012-13
Overlay and Slurry Seal Program, expenditure account M0090233-5161.001, to the
2011-12 Federal Overlay Program, expenditure account M0089233-5161.001.
4. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event issues of impossibility of performance arise, contingent upon
the appropriation of funds by the City Council in the annual budget for such fiscal year, and
execute all documents subject to City Attorney approval.
BACKGROUND
The annual overlay and slurry seal program is an integral part of the City's pavement
management program. Each year, streets are evaluated and identified by the need for asphalt
overlay and slurry seal maintenance treatments. The 2011-12 projects comprised of Project
M0084, currently in construction and fully funded, and Project M0089, a new federal project and
subject of this award, will overlay and resurface streets in various areas of the City. The
treatments will provide a smoother ride for traffic, enhance the appearance of the roadway and
surrounding area, and extend the life of the roadway.
The 2011-12 Federal Overlay Program, Project M0089, will provide specifically for the
repaving/overlay of Bouquet Canyon Road between Newhall Ranch Road and Magic Mountain
Road. The project is planned to begin construction following the contract award.
An invitation to bid for the 2011-12 Federal Overlay Program, Project M0089, was prepared and
published three times (August 28, September 2, and September 5, 2012), and noticed on 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 September 25, 2012. The results of the bids are shown
below:
Companv
Silvia Construction
Toro Enterprises, Inc.
Sully -Miller Contracting Company
All American Asphalt
Palp, Inc., DBA Excel Paving Company
C.A. Rasmussen Inc.
Hardy & Harper, Inc.
Granite Construction
Location Bid Amount
Rancho Cucamonga, CA $1,156,491.54
Oxnard, CA
$1,244,955.74
Brea, CA
$1,258,367.55
Corona, CA
$1,311,000.00
Long Beach, CA
$1,328,741.10
Valencia, CA
$1,335,812.10
Santa Ana, CA
$1,345,000.00
Watsonville, CA
$1,669,200.00
The apparent low bidder, Silvia Construction, sent a letter to the City requesting to withdraw its
bid, due to clerical errors. The City Attorney's Office has reviewed the request by Silvia
Construction to withdraw their bid and found the request is legally sufficient.
Upon review of the bids, staff recommends awarding the construction contract to the next lowest
responsive bidder, Toro Enterprises, Inc., who possesses a State contractor's license and is in
good standing with the Contractors State License Board. The bid from Toro Enterprises, Inc.,
was reviewed for accuracy and conformance to the contract documents and found to be complete.
I
While the City maintains a "Support of Local Businesses" policy that can be utilized by the City
Council when warranted, the City is governed by the State Public Contract Code with regard to
public works project procurement. In these types of procurement, the Public Contract Code does
not permit a City to utilize a "Support of Local Businesses" policy and instead requires the
contract be awarded to the "lowest responsible bidder." As confirmed by the City Attorney's
Office, this direction precludes the City from applying any superseding criteria for award except
in the case of a tie. Thus, in the awarding of Public Works contracts, the City is not permitted to
award to a bidder just because they are local, as the State Public Contract Code does not allow
the City to recognize them as the "lowest" responsible bidder.
Two paving projects, Projects M0077 and M0083, have project savings of $250,000 and
$22,321, respectively, that will be transferred to Project M0089. Additionally, Project M0084,
currently in construction and fully funded, has $600,000 in federal funds available to transfer to
Project M0089. Lastly, the requested transfer of $637,131 of local funds from Project M0090
will fully fund Project M0089. The requested transfers appropriately make use of all available
federal and local funds for this overlay and slurry seal project.
Project funds in the amount of $140,000 are available for construction management, survey,
material testing, design support, quality assurance, labor compliance, staff oversight, and
miscellaneous project administration costs.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Staff is asking the City Council to create a new project and budget for Project M0089
Staff requests continuances of funds from Fiscal Year 2011-12 to Fiscal Year 2012-13 of
$600,00 and $22,321 in expenditure accounts M0084202-5161.00 and M0083233-5161.001, and
their respective transfers to M0089202-5161.001 and M0089233-5161.001. In addition, the
requested transfers of $250,000 from expenditure account M0077233-5161.001 and $637,131
from expenditure account M0090233-5161.001 to M0089233-5161.001 creates a total budget of
$1,509,452 for the 2011-12 Overlay Federal Program, Project M0089, that will adequately
provide for all anticipated construction costs.
ATTACHMENTS
Location Map
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