September 14, 2004

SUBJECT: Award of Bid #F0407-03 to Resurface the Asphalt Drying Area at the Water Pollution Control Plant

REPORT IN BRIEF

Approval is requested for the award of a contract to No Fault Asphalt, Inc., of Mountain View to resurface the Water Pollution Control Plant sludge drying area for the Department of Public Works Engineering Division Project Administration (Project #PR-02/05-03).

BACKGROUND

The existing sludge drying and collection area at the Water Pollution Control Plant (WPCP) is composed of 2 inches of asphaltic concrete over 6 inches of aggregate base.  The asphalt surface has deteriorated in various locations.  The scope of work for this project includes repairs to damaged sections of the existing pavement, construction of a new paved access ramp and modular retaining wall, and resurfacing of the sludge drying area.

DISCUSSION

Bid specifications were prepared by Public Works and Purchasing staff.  The bid was structured as a Base Bid consisting of resurfacing the drying area and one Additive Alternate consisting of furnishing and installing 100 linear feet of PVC air line under the pavement area.  The line will be used to plumb air to the Landfill Gas Collection System project, which will be constructed adjacent to the Asphalt Drying beds.  Installation of this line now will prevent the need to cut into the newly laid asphalt to install the line in the future.  As is the City's standard practice, bid specifications stated that the City would rely solely on the amount of the Base Bid in determining the lowest responsible bidder.

The bid advertisement was published in The Sun on July 21, 2004.  The bid package was also distributed to the Bay Area Builders Exchanges and broadcasted to potential contractors through the DemandStar by Onvia procurement network.  Ten contractors requested bid documents.

Sealed bids were publicly opened on August 11, 2004. 

Five responsive bids were received.

Apparent differences between the Engineer's Estimate and the low bid are in the amount of repair to be made to the asphalt surface (Bid Item #3).  After the Engineer's Estimate was made and before bids were requested, the repair area was increased from 750 square feet to a total of 2,200 square feet.  The amount was changed because of recent recognition of a larger area that needed to be repaired.  This was caused by increased use of the asphalt surface by large trucks in support of the oxidation pond dredging demonstration project.  Additionally, the reconstruction of the entrance ramp (Bid Item #5) increased because of additional temporary material (soil) placed on the ramp to support the increased truck traffic.  The additional costs for the pavement repairs and the ramp were not foreseen when the initial Engineer's Estimate was made.

Staff recommends acceptance of the Base Bid and the Additive Alternate from No Fault Asphalt, Inc., of Mountain View, the lowest responsive and responsible bidder.

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)	$342,020
Construction (Additive Alternate)	$7,500
Contingency (15% of Construction Costs)	$52,428
Total cost	$401,948

The Base Bid and project contingency will be funded by Project #822600 - Resurface the Asphalt Drying Area, which has an estimated FY 2003/2004 carryover amount of $406,232.  The Additive Alternate will be funded by Project #805350 - Landfill Gas Collection System - Phase II, which has an estimated FY 2003/2004 carryover amount of $197,922.

RECOMMENDATION

It is recommended that Council:

1. Award a contract, in substantially the same form as the attached draft and in the amount of $349,520, to No Fault Asphalt, Inc., to resurface the asphalt drying area at the Water Pollution Control Plant and install PVC air line; and

2. Approve a project contingency in the amount of $52,428.

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)