REPORT TO COUNCIL
SUBJECT
Title
Contract Award for the 2018 Pavement Surface Treatment Project and Approval of a Related Budget Amendment
Report
BACKGROUND
The City’s pavement network consists of 590 lane miles of arterial, collector, residential, and local streets. Based on a current visual inspection report of the City’s pavement, the majority of the street network, (approximately 71.7%), are in good condition. The remaining streets, (approximately 28.3%), are in fair, poor, or very poor condition and require minor surface treatment to full reconstruction. As a result, various street segments are prioritized each year based on condition for rehabilitation, and available funding.
The 2018 Pavement Surface Treatment Project (“Project”) proposes to rehabilitate approximately 30 lane miles of street pavement. A list of streets being rehabilitated under this project is included in Attachment 1. The Project consists of applying approximately 168,000 square yards of slurry seal and 147,000 square yards of rubberized cape seal, removing and replacing failed pavement areas, replacing traffic striping and pavement markings, and installing 167 accessible curb ramps. These curb ramps will comply with the current Americans with Disabilities Act standards. The work also includes applying slurry seal at the Santa Clara Police Station and the Santa Clara Convention Center parking lots.
DISCUSSION
On January 31, 2018, bids were opened for construction of the Project. Five bids were received ranging from $4,666,675 to $5,727,000, the Bid Summary is included as Attachment 2.
The lowest bid in the amount of $4,666,675, submitted by Interstate Grading & Paving, Inc., is approximately 11.7% below the Engineer’s Estimate of $5,286,078. Interstate Grading & Paving, Inc.’s bid was reviewed for compliance with the terms and conditions of the Bid Documents and has been determined to be the lowest responsive and responsible bidder.
The Project is scheduled for completion by fall 2018.
ENVIRONMENTAL REVIEW
This project is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA Guidelines section 15301 as the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.
FISCAL IMPACT
The cost of the contract is $4,666,675 plus approximately 10% contingency for any potential change orders for a not-to-exceed amount of $466,668, for a not-to-exceed amount of $5,133,343.
Funding Source
$5,133,343 is available in the following funding sources:
Street Maintenance and Rehabilitation Program (CIP 1356) $ 731,071
Annual Street Maintenance and Rehabilitation Program (CIP 1468) $ 3,925,502
Miscellaneous Park Improvements (CIP 3001) $ 10,000
Police Building Parking Lot Improvements (CIP 6143) $ 37,895
Convention Center Maintenance District (Program 2961) $ 78,875
CalRecycle Grant (Recommended for Appropriation) $ 350,000
TOTAL $ 5,133,343
On November 15, 2016, City Council authorized submittal of application for CalRecycle Grants and authorized the City Manager to execute all documents necessary to implement and secure grant payments from CalRecycle. A $350,000 grant from CalRecycle Grant was awarded to the City for the use of rubberized asphalt paving and rubberized chip seal for two projects, the 2018 Pavement Surface Treatment Project (CE 16-17-09) and the 2017 Pavement Resurfacing Project (CE16-17-08). Staff is requesting appropriations in the amount of $350,000 from CalRecycle Grant monies to the Annual Street Maintenance and Rehabilitation Program (CIP 1356) as shown in Attachment 3. The City will receive reimbursement of up to the $350,000 from CalRecycle based on the quantity of rubberized materials used in the City’s rubberized asphalt paving and rubberized chip seal projects. There is no additional cost to the City other than staff time.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Award the Public Works Contract for the 2018 Pavement Surface Treatment Project (CE 16-17-09) to the lowest responsive and responsible bidder, Interstate Grading & Paving, Inc., in the amount of $4,666,675 and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project; 2) Authorize the City Manager to execute change orders up to approximately 10% of the original contract price, or $466,674, for a total not to exceed amount of $5,133,350; 3) Approve a budget amendment in the amount of
$350,000 of CalRecycle Grant to the Annual Street Maintenance and Rehabilitation Program (CIP 1356) (Five Affirmative Council Votes Required).
Staff
Prepared by: Huy Nguyen, Senior Engineer
Reviewed by: Craig Mobeck, Director, Public Works
Reviewed by: Angela Kraetsch, Director, Finance
Reviewed by: Brian Doyle, City Attorney
Reviewed by: Manuel Pineda, Assistant City Manager
Reviewed by: Walter C. Rossmann, Chief Operating Officer
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Rehabilitation Locations
2. Bid Summary
3. Budget Amendment