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HomeMy WebLinkAboutStaff Report 308-09TO: HONORABLE CITY COUNCIL FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE: JULY 13, 2009 CMR:308:09 REPORT TYPE: CONSENT SUBJECT: Approval of a Contract With Granite Rock Company DBA Pavex Construction Division, in an Amount not to Exceed $1,493,356 for the 2009 Street Maintenance Program Asphalt Overlay Capital Improvement Project PE-86070 RECOlVIMENDATION Staff recommends that Council: 1. Approve and authorize the City Manager or his designee to execute the attached contract with Granite Rock Company DBA Pavex Construction Division (Attachment A) in an amount not to exceed $1,493,356 for the Street Maintenance Program Asphalt Overlay Capital Improvement Project PE-86070; and 2. Authorize the City Manager or his designee to negotiate and execute one or more change orders to the contract with Granite Rock Company DBA Pavex Construction Division, for related, additional but unforeseen work which may develop during the project, the total value of which shall not exceed $149,336. BACKGROUND The Public Works Engineering Division manages construction contracts for concrete pavement repair, preventative maintenance, resurfacing and reconstruction of various City streets on an annual basis. The candidate streets are surveyed biannually by Public Works Engineering staff and then rated by a computerized pavement management system. The annual budget for these past contracts averaged approximately $2.1 million and included all phases of the project. Since 2003, the Public Works Engineering Division has implemented multi-phased resurfacing projects by bidding one phase for concrete repairs and preparation, a second phase for preventative maintenance and a third phase for asphalt concrete resurfacing. This method of phasing has proved more cost effective by avoiding the typical 15% markup on concrete work and preventative maintenance work previously included in asphalt resurfacing contracts because the work was subcontracted out. DISCUSSION Project Description The project focuses on the placement of asphalt concrete overlays on the older Portland Cement Concrete (PCC) base streets that have a low Pavement Condition Index (PCI) score. These CMR:308:09 Page 1 of4 streets are all high priorities on the City's resurfacing backlog and have been coordinated through monthly project coordination meetings between the Public Works Engineering, Public Works Operations, and the Utilities Departments. The purpose of these meetings is for each department to present their anticipated schedules for upcoming projects and make sure the planned work does not conflict with the schedule of another department. Streets in this contract include Waverley Street along the Gamble Garden Center, five blocks of the Bryant Street Bike Boulevard, California A venue from E1 Camino Real to the Caltrain Station, and several streets in the College Terrace Targeted Work Zone (TWZ). The work to be performed under this contract will also include Portland Cement concrete base repairs, asphalt milling, placement of interlayer membranes on PCC cold joints, crack filling, driveway, curb and gutter, and sidewalk repair, installation of ADA compliant pedestrian ramps, catch basin replacements, raising of manholes and utility vaults to the new pavement elevations, traffic calming devices, new pavement striping and inert recycling on 5.4 lane miles of streets. The project work locations are identified on the project list of streets (Attachment B). Much of the sidewalk, driveway, and concrete base repairs for these streets have already been completed as part of a separate concrete contract. This work was separated out to save approximately 15 percent in overhead and administration fees typically charged by contractors on large resurfacing/overlay contracts. Separating the contracts will also enable the asphalt contractor to begin milling the existing asphalt concrete immediately upon the execution ofthis contract. Certain elements of the comprehensive California Avenue Streetscape Improvement Project are included in this contract. The paving of California A venue includes the installation of colored crosswalks, and the restriping of the roadway down from two lanes to one lane in each direction. This will create a pedestrian and bicycle friendly two-lane road configuration. New trees, tree grates, benches, trash cans, and bike racks will be installed under a separate CIP PE-07005 later this year. Public Works held several meetings with the California A venue Area Development Association (CAADA) while developing the scope of work for these projects and coordinating the schedule of activities with the Utilities Department for the improvements on California Avenue. Extensive coordination was also involved with the portion of this contract located in the College Terrace neighborhood. The Public Works and Utilities Departments worked together to accelerate all of the needed utility work to take place before street resurfacing. Upon completion of this contract, 40% of the College Terrace neighborhood will have been resurfaced. The remaining 60% will be resurfaced in phases over the next two years. The tentative College Terrace Target Work Zone (TWZ) Resurfacing Schedule is included with this report as Attachment D. All three of the add alternate streets recommended in this contract are located in the College Terrace TWZ. Upon approval by Council on August 3, 2009, the installation of traffic calming devices in the College Terrace TWZ will be incorporated into this project. Th~ . original and <trial project traffic circles along College Avenue will be removed while pedestrian refuge islands and several speed humps will be installed in their place. One additional speed table will be installed on California Avenue between Dartmouth and Columbia as well. It is expected that these new traffic calming features will be more effective than the trial project traffic circles. The traffic calming devices were designed by the Transportation Division and are funded through College Terrace Traffic Calming Capital Improvement Program (CIP PL-05003). Page 2 Bid Process On May 21, 2009, a notice inviting formal bids for the 2009 Street Maintenance Program Asphalt Overlay Project was posted at City Hall, and was sent to 11 builder's exchanges and 12 contractors I subcontractors. The bidding period was 19 calendar days. Bids were received from six qualified contractors on June 9, 2009 as listed on the attached Bid Summary (Attachment C). ummaryo 1 S fB'd P rocess Bid NamelNumber Asphalt Overlay Proiect I IFB #131632 Proposed Length of Project 130 calendar days Number of Bids Mailed to 12 Contractors Number of Bids Mailed to Builder's 11 Exchanges Total Days to Respond to Bid 19 Pre-Bid Meeting? No Number of Bids Received: 6 Bid Price Range (Base bid plus four From a low of$I,660,886 to a high of$I,917,413. alternates Bids ranged from a high of $1,917,413 to a low bid of $1,660,886 and ranged from 3 % over to 11% under the engineer's estimate. The engineer's estimate of$1,861,512 was decreased based on the low bids received for similar work last year and is reflective of the continued deflated construction market. The number of contractors bidding the project and lower construction bids are also indicative of the current construction market in this economic downturn. Staff has reviewed all bids submitted and recommends that the base bid and the first three add alternates totaling $1,493,356 submitted by Granite Rock Company DBA Pavex Construction Division be accepted and that Granite Rock Company DBA Pavex Construction Division be declared the lowest responsible bidder. The change order amount of $149,336, which equals 10 percent of the total contract, is requested for related, additional but unforeseen work which may develop during the project. Current funding does not allow for the recommendation to award the fourth. add alternate. The fourth add alternate was to repave Cornell Street in College Terrace. This work will be completed as part the 2010 Street Maintenance Project. The lowest responsible bidder, Granite Rock Company DBA Pavex Construction Division, has worked with the City on previous paving projects and staff found no significant complaints. Staff also checked with the Contractor's State License Board and found that the contractor has an active license on file. RESOURCE IMPACT Funds for this project are included in the FY 2009-10 CIP Street Maintenance project, PE-86070. Funds for the modification of traffic calming measures on College Avenue are included in the CIP project PL-05003 College Terrace Traffic Calming. This project is not funded in any part by Federal stimulus funds, The stimulus funds are reserved for projects on collector or arterial streets only and the funds allocated to the City of Palo Alto will be used on San Antonio Avenue, Lytton Avenue, and Alma Street later this year. The State CMR:308:09 Page 3 of 4 of California is currently proposing withholding payment of Gas Tax funds to local governments for street maintenance. This proposal would put future street maintenance projects in jeopardy by significantly reducing the annual budget for street maintenance during the term of this non- payment ENVIRONMENTAL REVIEW This project is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301c of the CEQA Guidelines as repair, maintenance andlor minor alteration of the existing facilities-and no further environmental review is necessary. ATTACHMENTS Attachment A: Contract Attachment B: List of Streets Attachment C: Bid Summary Attachment D: College Terrace Targeted Work Zone Resurfacing Schedule PREPARED BY: DEPARTMENT HEAD: CITY MANAGER APPROVAL: MATT BRID'lNINGS Engineer GLENN S. ROBERTS Director of Public Works Page 4