MEMORANDUM. 1. Award a contract for construction of the subject project to Apodaca Paving, Inc. in the amount of $324,375;

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1 MEMORANDUM TO: FROM: BY: SUBJECT: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR MIKE LINN, ASSISTANT CITY ENGINEER CONSIDERATION OF AN AWARD OF CONTRACT TO APODACA PAVING, INC. FOR CONSTRUCTION OF THE 2014 CITYWIDE STREET SURFACE REPAIRS AND EAST GRAND AVENUE- ASPHALT OVERLAY; EL CAMINO REAL TO US 101, PW DATE: JUNE 24,2014 RECOMMENDATION: It is recommended the City Council: 1. Award a contract for construction of the subject project to Apodaca Paving, Inc. in the amount of $324,375; 2. Authorize the City Manager to approve change orders for 1 0% of the contract amount, $32,438, for unanticipated costs during the construction phase of the project (total construction costs= $324,375 + $32,438 = $356,813); and 3. Direct the City Clerk to file a Notice of Exemption. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The Pavement Management Fund in the 2014/2015 Capital Improvement Program Budget includes $844,667 for the subject project, and the 2014 Street Resurfacing Project. In addition, approximately $75,000 of un-spent funds from the Pavement Management Fund in the 2013/2014 Capital Improvement Program Budget will be "rolled-over" to this project. BACKGROUND: Street surface repairs involve the grinding and repaving of isolated pavement failures. Dependent upon the encountered condition, additional material may need to be removed from the roadway subgrade and stabilizes as needed. The roadway structural section is then rebuilt through the placement and compaction of base rock and asphalt pavement. This work is being performed in preparation of the slurry seal resurfacing application later this summer, which provides a membrane over the roadway surface. Item 8.g. - Page 1

2 CONSIDERATION OF AN AWARD OF CONTRACT TO APODACA PAVING, INC. FOR CONSTRUCTION OF THE 2014 CITYWIDE STREET SURFACE REPAIRS & EAST GRAND AVENUE ASPHALT OVERLAY; EL CAMINO REAL TO US 101, PW JUNE 24, 2014 PAGE2 Since the slurry seal contractors are typically not equipped to perform roadway reconstruction, it is prudent to have the work performed by a company that specializes in asphalt paving. ANALYSIS OF ISSUES: On June 10, 2014, eight bids were opened for the subject project. The lowest bid, from Apodaca Paving, Inc., was in the amount of $324,375. Staff has determined the bid to be responsive and recommends the award of a construction contract to Apodaca Paving, Inc. The project is essentially split into two separate operations with a combined duration of 30 calendar days. The scope of work is as follows; Schedule A - Asphalt Overlay East Grand Avenue; from the US 101 Overcrossing to El Camino Real The asphalt overlay requires the City and the contractor to obtain Caltrans encroachment permits as it will affect the operations of the on/off ramps to US 101. The contract documents require all work on these roadways to be performed at night due to the vehicle volumes and the close proximity to major commercial areas. Schedules B through H Preparation work for the 2014 Street Resurfacing Project S c h e d u I e B - S OU th Al pme. A rea Alpine Street (S) Eman Court East Grand Ave Cerro Vista Circle S. Alpine Street Cerro Vista Lane Cerro Vista Lane S. Alpine Street Cerro Vista Circle Dodson Wav Halcvon Alpine Street (South) Eman Court S. Alpine Street End of Cul-de-Sac Newman Drive S. Alpine Street End of Cul-de-Sac Park Way S. Halcyon Road S. Rena Street Rena Street (S) Dodson Wav Grand Ave Tavlor Place S. Alpine Street End of Street Woodland Drive Cerro Vista Circle End of Street Item 8.g. - Page 2

3 CONSIDERATION OF AN AWARD OF CONTRACT TO APODACA PAVING, INC. FOR CONSTRUCTION OF THE 2014 CITYWIDE STREET SURFACE REPAIRS & EAST GRAND AVENUE ASPHALT OVERLAY; EL CAMINO REAL TO US 101, PW JUNE 24, 2014 PAGE3 Schedule C - Woodland Drive Area Creekside Drive. End of Cul-de-Sac Woodland Drive Farrall Avenue S. Halcyon Road End of Street Forest Glen Drive End of Cul-de-Sac Woodland Drive Olive Street Halcyon Road Woodland Drive Todd Lane Halcyon Road Fair Oaks Ave Viroinia Drive Halcyon Road Woodland Drive Willow Lane Halcyon Road Woodland Drive Woodland Court End of Cul-de-Sac Woodland Drive Woodland Drive Fair Oaks Ave Creekside Drive Woodland Drive Creekside Drive End of Cul-de-Sac S c h e d u I e D - C an yon W ay A rea Canyon Way Tally Ho End of Cul-de-Sac Clarence Ave End of Cul-de-Sac Huasna Road Ridoeview Way White Court Tally Ho Road White Court Ridoeview Way End of Cul-de-Sac Schedule E - Via La Barranca Area Colina Street Via La Barranca James Way Cuesta Place Via La Barranca End of Cul-de-Sac La Cresta Platino Lane Platino Lane La Cresta Platino Lane Huasna Road Ladera Place Via La Barranca End of Cul-de-Sac Via La Barranca Tally Ho Road End of Street S c h e d u I e F - Ch aparra l/s 1pams "hm oss A rea Chaparral Lane Grace Lane Spanish Moss Ln Chaparral Lane End of Cul-de-Sac Grace Lane Mesquite Lane Chaparral Lane James Way Spanish Moss Lane Chaparral Lane Mesquite Lane Item 8.g. - Page 3

4 CONSIDERATION OF AN AWARD OF CONTRACT TO APODACA PAVING, INC. FOR CONSTRUCTION OF THE 2014 CITYWIDE STREET SURFACE REPAIRS & EAST GRAND AVENUE ASPHALT OVERLAY; EL CAMINO REAL TO US 101, PW JUNE 24, 2014 PAGE4 Schedule G - Linda/Bennett Area Bennett Ave Linda Drive Halcvon Road Elm Street (N) East Grand Ave BriQhton Ave Elm Street (N) Brighton Ave End of Cul-de-Sac Fair View Brighton Avenue End of Cul-de-Sac Linda Drive Elm Street Brisco Road Linda Drive Brisco Road Bennett Ave Schedule H - Sunset Drive Sunset Elm Street (S) Alder Street In 2013, staff administered a capital project to place an asphalt overlay for each side of the US 101 overpass approach on East Grand Avenue. Staff intended on performing both sides of the US 101 overpass deck in 2013, but the amount exceeded the allotted budget. Staff scaled down the 2013 project to perform solely the east side, from the US 101 overpass to Traffic Way. The 2014 project completes the work by performing a similar asphalt overlay on the western side of East Grand Avenue, from El Camino Real to the US 101 overpass. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Approve staff's recommendations to award a construction contract to Apodaca Paving, Inc.; 2. Do not award a construction contract for the project at this time; or 3. Provide direction to staff. ADVANTAGES: Performance of the street surface repairs will provide a stable surface to facilitate the application of slurry seal membranes on a separate project later in the year. The repairs reduce project costs by addressing areas with the most significant repair needs prior to the slurry seal application, which reduces the need for a more costly full reconstruction project. Item 8.g. - Page 4

5 CONSIDERATION OF AN AWARD OF CONTRACT TO APODACA PAVING, INC. FOR CONSTRUCTION OF THE 2014 CITYWIDE STREET SURFACE REPAIRS & EAST GRAND AVENUE ASPHALT OVERLAY; EL CAMINO REAL TO US 101, PW JUNE 24, 2014 PAGES DISADVANTAGES: There will be traffic inconveniences to the travelling public during construction. Staffwill monitor the traffic control to conform to the requirements of the Municipal Uniform Traffic Control Devices manual (MUTCD) to mitigate any negative effects. City inspectors will be at the site during all phases of the operations to make adjustments for isolated instances (driveway access, etc.). ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Guidelines Section (c). PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted at City Hall on Thursday, June 19, The agenda and staff report was posted on the City's website on Friday, June 20, No public comments were received as of the time of preparation of this report. Attachments: 1. Bid Tabulations 2. Notice of Exemption Item 8.g. - Page 5

6 ATTACHMENT 1 BID OPENING LOG SHEET CITY OF ARROYO GRANDE Deadline: June 10, 2014; 3:00 p.m Citywide Street Surface Repairs and E. Grand Ave Asphalt Overlay; El Camino Real to US 101 Project No Engineer's Estimate: $650,000 SUBMITTED BY: Granite Construction Company Santa Barbara, CA Apodaca Paving Grover Beach CA Rockwood General Contractors, Inc. Nipomo CA Papich Construction, Inc. Pismo Beach CA Souza Construction, Inc. San Luis Obispo CA CalPortland Construction Santa Maria CA R Burke <;;orporation San Luis Obispo CA Ferravanti Paving Paso.Robles CA TOTAL $346, $324, $533, $584, $573, $627, $528, $400, c: City Manager Public Works Director Item 8.g. - Page 6

7 Attachment No. 2 Notice of Exemption To: Office of Planning and Research 1440 Tenth Street, Room 121 Sacramento, CA County Clerk County of San Luis Obispo County Government Center San Luis Obispo, CA From: (Public Agency) City of Arroyo Grande 300 East Branch Street Arroyo Grande, CA Project Title: 2014 Citywide Street Repairs and East Grand Avenue Asphalt Overlay; from El Camino Real to US 101. PW Project Location - Specific: Various roadways throughout the City Project Location - City: Arroyo Grande Project Location - County: San Luis Obispo Description of Project: Perform placement of preparatorv subgrade repairs to facilitate the future placement of Slurrv Seal surface membrane treatments to selected streets throughout the City. Perform an asphalt overlay of East Grand Avenue between El Camino Real to US 101 Name of Public Agency Approving Project: City of Arroyo Grande - Public Works Depart.ment Name of Person or Agency Carrying Out Project: ---=G::;..;:e=o=ff-=E=n""'g=li=sh-' Exempt Status: (check one) D Ministerial (Section 12080(b)(1); 15268); D Declared Emergency (Sec (b)(3); 15269(a)); D Emergency Project (Sec (b)(4); 15269(b)(c)); 00 Categorical Exemption. State type and section number: --=S..-ec=t=io=n-'1'"""5'""3""'"0-'-1'""(c._) D Statutory Exemptions. State code number: Reasons Why Project Is Exempt: Perfomance of maintenance preparation and surface treatments to existing City streets Lead Agency Contact Person: Michael Linn. P.E. Area Code/Telephone/Extension: (805) If filed by Applicant: 1. Attach a certified document of exemption finding. 2. Has a Notice of Exemption been filed by the public agency approving the project?!!] Yes D No Signature: Teresa McClish Community Development Director Date: 00 Signed by Lead Agency D Signed by Applicant D Date received for filing at OPR: Item 8.g. - Page 7

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