May 4, 2004
SUBJECT: Award of Bid #F0304-57 for 2004 Measure B Street Paving Maintenance
REPORT IN BRIEF
Approval is requested for the award of a contract to C.F. Archibald Paving, Inc., of Redwood City for the 2004 Measure B Street Paving Maintenance Project for the Department of Public Works Engineering Division Project Administration Unit (Project #ST-03/03-04).
BACKGROUND
The Measure B Pavement Management Program (PMP) is funded by the County of Santa Clara's Measure B Transportation Improvement Program, which is a November 1996 voter-approved 1/2 cent general sales tax dollar increment that will extend through April 2006. Measure B PMP funds are administered by the Valley Transportation Authority (VTA), and usage is restricted to pavement maintenance only. The current Measure B projects must be completed on or before July 31, 2004. Funds not expended by the deadline date will be rescinded by VTA.
DISCUSSION
On February 24, 2004, Council appropriated Measure B funds to several street improvement projects categorized into three groups outlined as follows:
Group A - Included four existing Measure B projects which are now completed.
Group B - Included the design and construction costs of five new projects rated as a high priority for street maintenance due to poor existing surface conditions. Construction bids have been received for four of these projects and will be awarded pending Council action on May 4, 2004. The fifth project was completed under a previously awarded contract.
Group C - Included the design costs for six new projects, not included in Group B. These projects were planned for design only so that they would be ready for the construction phase should there be cost savings from completed Measure B Projects.
The construction bids for two of the Group B projects came in under budget while the other two came in over budget. Staff has also received bids for the construction of the Group C projects. Budget Modification No. 39 on tonight's agenda would reallocate and appropriate the available Measure B funds to the Group B and Group C projects outlined below.
Bid specifications were prepared by Public Works and Purchasing staff for certain Measure B Pavement Management projects. The bid was structured so that the Base Bid items are the four remaining Group B projects, and the six additive alternates are the Group C projects. The work at these locations includes reconstruction of the asphalt concrete overlay, base repair and crack sealing as well as reinstallation of traffic loops, traffic striping and makers. The Notice Inviting Bids was published in The Sun on April 14, 2004. The bid package was distributed to the Bay Area Builders exchanges and broadcast to potential contractors through the DemandStar by Onvia procurement network. Eleven contractors requested bid documents.
Sealed bids were publicly opened on April 28, 2004. One responsive bid was received.
|
Bidder |
Base Bid |
Add. Alt. E |
Add. Alt. F |
Add. Alt. G |
Add. Alt. H |
Add. Alt. I |
Add. Alt. J |
Total Bid |
|
Engineer's Estimate |
$300,000 |
________ |
________ |
________ |
________ |
________ |
________ |
________ |
|
C. F. Archibald Paving, Inc., of Redwood City |
$263,834 |
$116,644 |
$21,056 |
$22,832 |
$25,508 |
$82,812 |
$25.255 |
$557,941 |
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 completion 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) |
$263,834 |
|
Additive Alternate E (Fulton Avenue, Plaza to Garner) |
$116,644 |
|
Additive Alternate F (Sandia Avenue, Lawrence to Blazingwood) |
$21,056 |
|
Additive Alternate G (Sycamore Terrace, El Camino to North End) |
$22,832 |
|
Additive Alternate H (Doon Court, Thunderbird to West End) |
$25,508 |
|
Additive Alternate I (Ferndale Avenue, Borregas to West End) |
$82,812 |
|
Additive Alternate J (Pecan Court, Borregas to West End) |
$25,255 |
|
Total Construction |
$557,941 |
| Contingency (15% of Construction Costs) |
$83,691 |
|
Total Cost |
$641,632 |
Funds for all projects, except Additive Alternates F and H, are available in Public Works Measure B Projects. Funding for Additive Alternates F and H will come from Public Works Street Program Activities 116000 - Reconstruct Streets and 116001 - Asphalt Overlay Streets to supplement the Maintenance of Effort work that is included in a separate contract recommended for award in RTC 04-151 on tonight's agenda.
RECOMMENDATION
It recommended that Council:
1. Award a contract, in substantially the same form as the attached draft and in the amount of $557,941, to C. F. Archibald Paving, Inc., for 2004 Measure B street paving maintenance; and
2. Approve a project contingency in the amount of $83,691.
Prepared by:
Elaine Wesely
Purchasing Officer
Reviewed by:
Mary J. Bradley
Director, Finance
Reviewed by:
Marvin Rose
Director, Public Works
Approved by:
Amy Chan
City Manager
Attachments
Draft General Construction Contract (pdf format)