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HomeMy WebLinkAboutItem 15 - Local Street Preventative Maintenance FY 2021-22Public Works Agency www.santa-ana.org/pw Item # 15 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 17, 2022 TOPIC: Local Street Preventative Maintenance FY 2021-22 AGENDA TITLE Award a Construction Contract to All American Asphalt in the Amount of $2,109,832 for the Local Street Preventative Maintenance FY 2021-22 Project with an Estimated Project Delivery Cost of $2,778,000 (Project No. 22-6907) (Non -General Fund) RECOMMENDED ACTION 1. Award a construction contract to All American Asphalt, the lowest responsible bidder, in accordance with the base bid in the amount of $2,109,832, for construction of the Local Street Preventative Maintenance FY 2021-22, for the term beginning May 17, 2022 and ending upon project completion, and authorize the City Manager to execute the contract, subject to non -substantive changes approved by the City Manager and the City Attorney. 2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $2,778,000, which includes $2,109,832 for the construction contract, $316,500 for contract administration, inspection and testing, and a $351,668 project contingency for unanticipated or unforeseen work. DISCUSSION The City's Pavement Management Program has been developed to identify the preventive maintenance requirements for the City's street network. The local street segments (Exhibit 1) recommended for the Fiscal Year 2021-22 Local Street Preventative Maintenance Capital Improvement Project have been identified as high priority for slurry seal. The recommended work consists of localized replacement of asphalt concrete pavement, slurry seal resurfacing, crack sealing, striping, and signage. The improvements also include replacement of damaged concrete curbs, gutters, sidewalks, and curb ramps. Once completed, these improvements will improve the City's overall pavement condition, enhance the visual appearance of the street, upgrade ride quality, and support compliance with Americans with Disability Act standards. Public Outreach and Contractor Participation To provide an opportunity for local vendors to submit bids, the City notified a total of 837 regional vendors via PlanetBids, many of which are Santa Ana based. Four vendors Award Construction Contract to All American Asphalt May 17, 2022 Page 2 requested bidding documents, and a total of four bids were received. No bids were received from Santa Ana contractors. As legally required, a Notice Inviting Bids was advertised in the Orange County Register newspaper on March 7 and March 14, of 2022. The project was also advertised in PlanetBids from March 2, 2022 through March 24, 2022. Bids were received electronically via PlanetBids on March 24, 2022. Bid Results Summ RANK BIDDER'S NAME LOCATION BASE BID 1 All American Asphalt Corona $2,109,832 2 EBS General Engineering Inc. Corona $2,435,088 3 R.J. Noble Company Orange $2,487,280 4 Excel Paving Co Long Beach $2,844,500 A total of four bids were received, and all were deemed responsive. All American Asphalt submitted the lowest responsive base bid in the amount of $2,109,832 (Exhibit 2). As specified in the bid documents, the lowest bid shall be determined on the basis of the Base Bid. Based on the bid analysis and a contractor's reference check, staff recommends awarding the construction contract to All American Asphalt, in the amount of the base bid totaling $2,109,832 (Exhibit 3). All American Asphalt has performed the following work in the City of Santa Ana within the past 5 years: Flower Street Rehabilitation (Project No. 21-6976), Residential Street Repair Program FY 2019/20 (Project No. 20-7533), and Local Street Preventative Maintenance FY 2019-20 (Project No. 20-6907). Project Delivery To deliver a complete project, in addition to the construction contract, the estimated total project delivery cost includes construction administration, inspection, and testing, along with an allowance for contingencies to account for unexpected or unforeseen conditions. Construction administration and inspection includes the following: construction management; implementation of the City's Community Workforce Agreement requirements; inspection of the contractor's work to ensure contract compliance, workmanship, and quality; and materials testing. As indicated in the Cost Analysis (Exhibit 4) and as summarized in the table below, the estimated total construction delivery cost of the project is $2,778,000. Project Item Total Construction Contract $2,109,832 Construction Administration, Inspection, Testing $316,500 Award Construction Contract to All American Asphalt May 17, 2022 Page 3 Project Item Total Contingencies $351,668 TOTAL CONSTRUCTION DELIVERY COST $2,778,000 ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER- 2022-17 was filed for the project. FISCAL IMPACT As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $2,778,000, which includes construction, contract administration, inspection, testing, and an authorized contingency. The following table summarizes the funds budgeted and available for expenditure to deliver construction of this project. Fiscal Accounting Unit - Fund Accounting Unit -Account Year Account No. Description No. Description Amount (Project No.) 03217662-66220 Measure M- Measure M2 Local 2021-22 (22-6907) Street Fairshare, Improvements $2,778,000 Construction Other Than Building Total $2,778,000 EXHIBIT(S) 1. Location Map 2. Bid Proposal 3. Construction Contract 4. Cost Analysis Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Kristine Ridge, City Manager EXHIBIT 1 0 ,. IUrrr' �iesl l and ;Zack beG l gm d I I i : ^I •I Vl I I •iiA A,r�ha It Ptlbbar Hot Mr x i / o�H oagryce \ SAi Project No. 22-6907 k LOCAL STREET PREVENTATIVE x MAINTENANCE FY21-22 WE , PUBLIC WORKS AGENCY � I EXHIBIT 2 CITY OF SANTA ANA ADDENDUM NO. ONE PROPOSAL PROJECT NO.: 22-6907 LOCAL STREET SLURRY SEAL FY 21-22 BID PROPOSAL TO: CITY COUNCIL OF THE CITY OF SANTA ANA FROM: All American Asphalt REQUIREMENT: The undersigned bidder declares that they have carefully examined the location of the proposed work, that they have examined the Contract Documents in its entirety and hereby proposes to furnish all material and do all the work required to complete the said work in accordance with said plans (if any) and the specifications for the unit price(s) or lump sum(s) set forth in the following schedule: Item Description Qty Unit Unit Price Amount 1 Unclassified Excavation* CY 400 $ $ 200.00 80,000.00 2 Cold Mill (2")* SF 448,000 $ $ 0.20 89,600.00 3 Asphalt Rubber Hot Mix TN 5,600 $ S (ARHM)* 110.00 616,000.00 4 Crack Sealing LS 1 $ $ 44,000.00 44,000.00 5 Rubberized Emulsion TN 1,100 $ $ Aggregate Slurry (REAS) 700.00 770,000.00 Type II* 6 PCC Sidewalk (4")* SF 9,200 $ S 8.00 73,600.00 7 PCC Curb and Gutter (Type LF 800 $ $ A-2-6)* 59.00 47,200.00 8 PCC Cross Gutter* SF 3,000 $ $ 19.00 57 000.00 9 PCC Curb Ramp* SF 12,300 $ S 13.00 159,900.00 10 PCC Driveway Approach SF 700 $ $ (T=6")* 11.50 8,050.00 11 Root Shave* EA 33 $ S 485.00 16,005.00 12 Adjust Sewer and Drainage EA 36 $ S Manhole Frame & Cover to Finished Grade 885.00 31,860.00 13 Adjust Water Valve Frame EA 62 $ $ and Cover to Finished Grade 785.00 48,670.00 P-1 of P-17 CITY OF SANTA ANA PROPOSAL PROJECT NO.: 22-6907 LOCAL STREET SLURRY SEAL FY 21-22 Item Description Qty Unit Unit Price Amount 14 Adjust Survey Monument to EA 5 $ $ Finished Grade 785.00 3,925.00 15 Protection of Surface Utility LS 1 $ $ Frames and Covers 1,040.00 1,040.00 16 Project Advertisement Sign EA 2 $ $ 3,141.00 6,282.00 17 Remove existing striping, LS 1 $ $ pavement legends, and markers 15,800.00 15,800.00 18 Signing and Striping LS 1 $ $ 25,900.00 25,900.00 19 Construction Permit LS 1 $15,000 $15,000 TOTAL BASE BID (Item 1-19) F$2,109,832.00 The lowest responsible bidder shall be selected based on the total base bid. The City reserves the right to award the Base Bid, and any, all, or none of the add -alternate bid items (if any). * The quantity for this bid item is shown for bid comparison only. This bid item shall not be subject to the "25%" limit as stated in Section 3-2 of the Standard Specifications. The actual amount for this item will be dictated by the actual quantity used, and the Agency reserves the right to increase or decrease the quantity of this item accordingly. TIME FOR COMPLETION OF IMPROVEMENTS AND LIOUIDATED DAMAGES The undersigned bidder hereby proposes to complete the Work for the total base bid amount shown above, within number (60) working days after the commencement date stated in the Notice to Proceed. All slurry seal surfacing streets shall be completed by September 30, 2022. The liquidated damages amount, in lieu of the amount specified in Subsection 6-9 of the Standard Specifications, shall be $4,800 per calendar day. Name of Firm All American Asphalt Signature of BIDDER Title Edward J. Carlson, Vice President (If an individual, so state. If a firm or co -partnership, state the firm name and give the names of all individual co-partners composing the firm. If a corporation, state legal name of corporation, and names of President, Secretary, Treasurer and Manager, thereof.) P-2 of P-17 EXHIBIT 3 CITY OF SANTA ANA CONSTRUCTION CONTRACT PROJECT 22-6907 LOCAL STREET PREVENTATIVE MAINTENANCE FY21-22 This CONSTRUCTION CONTRACT is made and entered into this 17th day of May, 2022 by and between the City of Santa Ana, California, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "CITY"), and All American Asphalt (hereinafter "CONTRACTOR"). WITNESSETH: The CITY and the CONTRACTOR, for the consideration hereinafter named, mutually agree as follows: 1. CONTRACTOR agrees to perform all the work and furnish all the materials at its own cost and expense necessary to construct and complete in a good and workmanlike manner and to the satisfaction of the City Engineer of the CITY, the Local Street Preventative Maintenance FY21-22 (hereinafter referred to as the "WORK OF IMPROVEMENT") identified in and in accordance with the Contract Documents prepared by the City's Public Works Agency and approved by the City Council. 2. The complete Construction Contract consists of the "Contract Documents" as defined by the Standard Specifications for Public Works Construction and which include the following: • Notice Inviting Bids • Information to Bidders • Bid Proposal • Bid Bond • Contract Form • Contract Bonds • General Provisions • Special Provisions • Technical Provisions and Project Plans • Community Workforce Agreement • Appendices In case of conflict between the Contract Documents, the precedence of documents shall be as established in the Standard Specifications for Public Works Construction. CITY agrees to pay and CONTRACTOR agrees to accept in full payment to complete the WORK OF IMPROVEMENT the sum total amount not to exceed Two Million One Hundred Nine Thousand Eight Hundred Thirty -Two Dollars and No Cents ($2,109,832.00), as set forth and identified in the BID PROPOSAL, which is attached hereto and incorporated herein as Exhibit "A." The BID PROPOSAL contains a schedule of unit price(s) or lump sum(s) based on approximate quantities only, and the City does not expressly or by implication agree that the actual amount of work will correspond therewith, but reserves the right to increase or decrease the amount of any class or portion of the work or to omit portions of the work as may be deemed necessary or advisable. rev. 09/01/2017 Page 1 of 3 4. CONTRACTOR agrees to complete the WORK OF IMPROVEMENT within the time specified in the Time for Completion of Improvements section of the BID PROPOSAL (Exhibit "A") including commencing construction within the timeframe therein specified after issuance of a Notice to Proceed. 5. The CONTRACTOR will pay, and will require all subcontractors to pay, all employees on the WORK OF IMPROVEMENT a salary or wage at least equal to the prevailing salary or wage established for such work as set forth in the wage determinations for this work in accordance with applicable State and Federal law. 6. If applicable, the CONTRACTOR shall adhere to the CITY'S Community Workforce Agreement (CWA), a pre -hire collective bargaining agreement, which establishes the labor relations policies and procedures for CONTRACTOR to follow in the crafts persons employed to complete the WORK OF IMPROVEMENT as more fully described in the CWA. The CWA may be found on the City's website at: http://www.santa-ana.org/12wa/documents/CWA.pdf 7. CONTRACTOR shall, after award of this Contract, furnish two bonds to be approved by the CITY, one in the amount of One Hundred Percent (100%) of the Contract price, to guarantee the faithful performance of the work (Performance Bond), and one in the amount of One Hundred Percent (100%) of the Contract price to guarantee payment of all claims for labor and materials furnished (Payment Bond). This Contract shall not become effective until such bonds are supplied to and approved by the CITY. 8. CONTRACTOR shall, prior to the release of the performance and payment bonds or the retention payment, furnish a warranty performance and payment bond (Warranty Bond). Said Warranty Bond shall also be required as a condition of project acceptance. For projects up to Five Hundred Thousand Dollars ($500,000), the Warranty Bond amount shall be the greater of Ten Thousand Dollars ($10,000) or Twenty Percent (20%) of the final contract price. For projects above Five Hundred Thousand Dollars ($500,000), the Warranty Bond amount shall be the greater of One Hundred Thousand Dollars ($100,000) or Ten Percent (10%) of the final contract price. 9. CONTRACTOR shall, after award of this Contract, furnish Certificates of Liability Insurance and Worker's Compensation Insurance as outlined in the General Provisions, to be approved by the CITY. 10. INDEMNIFICATION. To the fullest extent allowed by law, CONTRACTOR and its Subcontractors hereby agree to defend, indemnify, and hold harmless CITY, its City Council, boards and commissions, officers, agents, employees, representatives and volunteers (hereinafter collectively referred to as "Indemnitees"), through legal counsel acceptable to CITY, from and against any liability, claims, actions, costs, damages or losses, including reasonable costs and attorney's fees, for injury, including death to any person or damage to any property, arising directly or indirectly from, or in any manner relating to, any of the following: (i) Performance or nonperformance of the Work of Improvement by CONTRACTOR or its Subcontractors of any lower tier; (ii) Performance or nonperformance by CONTRACTOR or its Subcontractors of any lower tier, of any of the obligations under the Contract Documents; Page 2 of 3 (iii) The construction activities of CONTRACTOR or its Subcontractors of any lower tier, either on the project site or on other properties; (iv) The payment or nonpayment by CONTRACTOR of any of its Subcontractors of any lower tier, for Work of Improvement performed on or off the project site; and (v) Any personal injury, property damage or economic loss to third persons related to and arising from the performance or nonperformance by CONTRACTOR or its Subcontractors of any lower tier, of the Work of Improvement. (vi) The indemnity obligations of Subcontractors provided by this Section shall be included in all subcontract documents issued by CONTRACTOR. Nothing in the Contract Documents shall be construed to give rise to any implied right of indemnity in favor of CONTRACTOR against CITY or any other Indemnitee. IN WITNESS WHEREOF, the parties hereto have executed this Construction Contract on the day and year first above written. ATTEST: DAISY GOMEZ Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: � 9W T'f JOHN FUNK Assistant City Attorney RECOMMENDED FOR APPROVAL: NABIL SABA, PE Executive Director Public Works Agency CITY OF SANTA ANA KRISTINE RIDGE City Manager CONTRACTOR: All American Asphalt NAM : Edward J. Carlson TITLE: Vice President Page 3 of 3 CALIFORNIA ALL-PURPOSE ACKNOWLEDGEMENT CIVIL CODE § 1189 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached. and not the truthfulness. accuracv. or validity of that document. State of California County of Riverside on April 11, 2022 before me, Sarah Amanda Langley Notary Public Date Here Insert name and Title of the Officer personally appeared Edward J. Carlson Name(s}of Signer(st 7 who proved to me on the basis of satisfactory evidence to be the person(s) whose name(&) is/are subscribed to the within instrument dh and acknowledged to me that he/she4hey executed the same in *my SARAH AMANDA LANGLEY his/her/heir authorized capacity(ies), and that by his/heF4heiNotary Public - California signature(&) on the instrument the person(&), or the entity upon behalf Riverside County of which the erson s acted, executed the instrument. ommission # 2337877 p ( ) Comm. Expires Nov 20, 2024 I certify under PENALTY OF PERJURY under the laws of the State of California that the forgoing paragraph is true and correct. WITNES hand and fficial seal. Signatur Place Notary Seal Above Signature of Notary Pull OPTIONAL Though the information below is not required by law, it may prove valuable to person relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document Santa Ana Construction Contract Document Date: 04/11 /2022 Signer(s) Other Than Named Above: Capacity(im) Claimed by Signer(e) Signer's Name: Edward J. Carlson ❑ Individual X Corporate Officer — Title(s): Vice President ❑ Partner u ❑ Limited ❑ General RiGHT THUMBPRINT ❑ Attorney in Fact OF ❑ Trustee Top of thumb here ❑ Other: Signer is Representing: Number of Pages: 3 Signer's Name: N/A ❑ Individual ❑ Corporate Officer — Title(s): N/A ❑ Partner C ❑ Limited ❑ General ❑ Attorney in Fact • Top of thumb here ❑ Trustee ❑ Other: N/A Signer is Representing: EXHIBIT 4 COST ANALYSIS CONSTRUCTION OF PROJECT NO. 22-6907: Local Street Preventative Maintenance FY21-22 Construction Contract $ 2,109,832 Contract Administration, Inspection and Testing $ 316,500 Contingencies $ 351,668 TOTAL ESTIMATED CONSTRUCTION COSTS I $ 2,778,000