May 4, 2004

SUBJECT: Award of Bid #F0304-58 for Measure B Street Pavement Maintenance of Effort Project

REPORT IN BRIEF

Approval is request for the award of contract to C.F. Archibald Paving, Inc., of Redwood City for the 2004 Measure B Street Pavement Maintenance of Effort Project for the Department of Public Works Engineering Division Project Administration Unit (Project #ST-03/04-04).

BACKGROUND

In order to qualify for Measure B funds from Santa Clara County, the City is required to meet a certain requirement of “Maintenance of Effort” for street improvement which must be entirely funded out of the City’s street operating program.  The minimum requirement for this fiscal year is $306,000 on the basis of Measure B funds utilized by the City during the year.

DISCUSSION

Bid specifications for the work required were prepared by Public Works and Purchasing staff.  The bid was structured so that the Base Bid included Kifer Road (Fair Oaks Avenue to Wolfe), Additive Alternate No. 1 included Santa Coleta Court (East Ferndale Avenue to end) and Additive Alternate No. 2 included Cypress Avenue (Fair Oaks Avenue to Worley Avenue).  The notice inviting bids was published in The Sun on April 14, 2004.  The bid package was distributed to Bay Area Builders Exchanges and broadcast to potential contractors through the DemandStar by Onvia public procurement network.  Ten contractors requested bid documents.  Sealed bids were publicly opened on April 28, 2004.  One responsive bid was received.

Staff recommends acceptance of the bid from C.F. Archibald Paving, Inc.  The City issued an addendum to this bid, based on the tight time lines for completing and availability of funds, indicating that the City would terminate the contract if the work was not finished by the completion date.  This may have contributed to the disparity between the number of contractors requesting the bid package and the number of bids received.

A determination was made that this project will have no significant effect on the environment in accordance with CEQA guidelines for categorically exempt projects.

FISCAL IMPACT

Project costs include:
Construction (Base Bid) - Kifer Road (Fair Oaks to Wolfe)   Additive Alternate No. 1 - Santa Coleta Court (East Ferndale Avenue to End)   Additive Alternate No. 2 - Cypress Avenue (Fair Oaks Avenue to Worley Avenue)   Total Construction Contingency (6% of construction costs) Total Cost	$164,421   $41,709   $36,583	$242,713         $14,563 $257,276

 

Funds are available in Public Works Street Program Activities #116000- Reconstruct Streets and #116001 - Asphalt Overlay Streets.

RECOMMENDATION

It is recommended that Council:

1. Award a contract, in substantially the same form as the attached draft and in an amount not to exceed $242,713, to C.F. Archibald Paving, Inc., for the 2004 Measure B Street Pavement Maintenance Effort Project and

2. Approve a project contingency in the amount of $14,563.

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary Bradley
Director, Finance 

Reviewed by:

Marvin Rose
Director, Public Works

Approved by:

Amy Chan
City Manager

Attachments

A. Draft General Construction Contract (pdf format)