TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Adilia Miller, P. E., Senior Civil Engineer
SUBJECT:Title
Consider: a) Awarding a Construction Agreement to All American Asphalt for the Rosecrans Avenue Street Resurfacing Project for $648,858; Approving the Plans and Specifications for the Project; and Authorizing the City Manager to Approve Additional Work, if Necessary, for up to $141,870; b) Awarding an Inspection Services Agreement to Onward Engineering for the Project for $60,490; and c) Appropriating $569,748 from The Streets and Highways Funds for the Project (Public Works Director Katsouleas).
a) ADOPT RESOLUTION NOS. 20-0092 AND 20-0093 APPROVING AGREEMENTS
b) APPROPRIATE FUNDS
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
A. Adopt Resolution No. 20-0092:
1. Awarding a construction agreement to All American Asphalt for the Rosecrans Avenue Street Resurfacing Project (project) for $648,858 and authorizing the City Manager to execute the agreement;
2. Approving the Plans and Specification for the project; and
3. Authorizing the City Manager to approve additional work, if necessary, for up to $141,870.
B. Adopt Resolution No. 20-0093 awarding an inspection services agreement to Onward Engineering for the project for $60,490 and authorizing the City Manager to execute the agreement; and
C. Appropriate an additional $569,748 from the Streets & Highways Fund for the project.
FISCAL IMPLICATIONS:
The Rosecrans Avenue Resurfacing Project currently has approximately $296,800 available in the Streets and Highways (Gas Tax) Fund for construction. However, the planned expenditures for the project, including geotechnical and materials testing services, total $866,548.
On June 30, 2020, City Council approved a Funding Agreement between the City and the Los Angeles County Metropolitan Transportation Authority (Metro) for the exchange and assignment of $817,472 in federal Surface Transportation Program - Local (STP-L) funds and designated them to be used for the Rosecrans Avenue Street Resurfacing Project. The Gas Tax Fund will be reimbursed by these STP-L funds, as well as CalRecycle funds totaling $21,824, for a combined total of $839,236.
With the requested additional appropriation of $569,748 from the Gas Tax Fund, sufficient funds will be available to complete the project. The attached Budget and Expenditure report provides a summary of the detailed funding plan. Any unused funds will revert to the Gas Tax Fund balance for future projects.
BACKGROUND:
Rosecrans Avenue is classified as Major Arterial. Its pavement condition is primarily affected by variations in climate, traffic loads and volumes, previous construction materials used, and age. The project limits include all eastbound lanes, as well as westbound left turn pockets, along Rosecrans Avenue between Aviation Boulevard and Village Drive. The project involves cold milling, rubberized asphalt concrete overlay, installation of Tensar GlasPave50 or equal, adjustment of manholes, pavement marking and striping, installation of traffic loops, commercial driveways upgrade, and access ramp upgrades to comply with Americans with Disabilities Act (ADA) requirements. License agreements have been obtained from property owners adjacent to the project in order to upgrade those curb ramps and driveway approaches that cross into private property.
Construction-related plans and specifications for the Rosecrans Avenue Street Resurfacing Project were completed and put out to bid on February 27, 2020. The original bid opening date was originally scheduled for March 31, 2020. However due to the Covid-19 pandemic resulting in City Hall and other facilities being closed to the public, the bid opening date, time, and drop off procedure were rescheduled to June 16, 2020. Bids were then opened 24 hours later (per the City’s temporary bid procedures) live via Zoom and Skype on June 17, 2020 at 11:00 a.m.
DISCUSSION:
Construction Bids
Bids for the Rosecrans Avenue Street Resurfacing Project were solicited on a competitive basis in accordance with the provisions of the California Public Contract Code. The project was advertised for bid in the City’s publisher of record (Beach Reporter), in several construction industry publications, and was listed on the City’s website and on BidSync (online service that connects vendors, suppliers and contractors to government procurement opportunities). Staff also notified over 60 contractors on the City’s contractor database regarding this project.
A total of four (4) competitive bids were received and opened on June 16, 2020. The bid results are as follows:
Contractor Total Bid Price
All American Asphalt, Corona, CA $692,857.24
Sully-Miller Contracting Co., Brea, CA $803,500.00
Hardy and Harper, Inc., Lake Forest, CA $809,145.00
Shawnan, Downey, CA $1,001,488.95
All bid packets were analyzed for arithmetical errors, completeness, accuracy, etc. and determined to be responsive. Staff also reviewed All American Asphalt’s contractor license and found it to be in order. Additionally, references indicate All American Asphalt has the knowledge and capability to complete the work in a timely and acceptable manner.
Inspection Services
The Public Works Department issued a Request for Proposals (RFP) on March 6, 2020 for Construction Inspection Services for the project. The RFP was listed on the City’s Website and on BidSync, an online service that connects vendors, suppliers and consultants to government procurement opportunities. Staff also notified over 60 consultants on the City’s consultant database regarding this project. Eleven proposals were received on May 20, 2020. They were evaluated and ranked by an evaluation committee of City staff according to the following selection criteria:
• Demonstrated understanding of the Scope of Services requested;
• Firm qualifications and experience performing similar work;
• Project management methods and quality control;
• Qualification and experience of key personnel;
• Qualifications and need for sub-consultants; and
• Timeliness/Schedule
Based on the selection criteria, Onward Engineering had the best overall proposal at the best value. The firm has excellent experience on similar projects and the references contacted confirmed Onward Engineering has provided outstanding services. The Proposal’s scope of work and methodology were clearly outlined, sufficient resources were identified to complete the project in a timely manner, and the staff is well qualified, having previously performed inspection services for many other municipalities.
Please note that due to the project’s complexity, the nighttime construction hours of 9:00 p.m. to 5:00 a.m., anticipated traffic impacts, and the street’s deterioration condition, staff is recommending a slightly higher project contingency of 20% for the project.
Therefore, Staff recommends that City Council:
A) Authorize the City Manager to award a construction agreement to All American Asphalt for $692,858 and approve additional work, if necessary, for up to $141,870;
B) Award an inspection services agreement to Onward Engineering for $60,490; and
C) Appropriate an additional $569,748 from the Streets & Highways Fund for the project, which will be offset by grant reimbursements.
Construction is anticipated to start in August 2020 and be completed by December, 2020.
PUBLIC OUTREACH:
The property owners and tenants impacted by this project will be provided information in advance and throughout the duration of the project as needed, including dates and times of construction. Contact information will also be provided for those who require additional information.
ENVIROMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1 (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines. A Notice of Exemption was filed with the Los Angeles County Clerk’s Office for the project.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 20-0092
2. Agreement - All American Asphalt
3. Bid Proposal
4. Resolution No. 20-0093
5. Agreement - Onward Engineering
6. Plans and Specifications
7. Budget and Expenditures Summary