HomeMy WebLinkAbout2008/09/16 Item 2
CITY COUNCIL
AGENDA STATEMENT
~f:. em OF
~ -<: .~ (HULA VISTA
ITEM TITLE:
SUBMITTED BY:
REVIEWED BY:
9/16/08, Item~
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA
VISTA ACCEPTING BIDS AND AWARDING THE CONTRACT
FOR THE "PAVEMENT REHABILITATION PROGRAM, FY 06/07,
CHIP SEAL & SCRUB SEAL IN THE CITY OF CHULA VISTA,
CALIFORNIA (CIP NO. STL-340D)" PROJECT TO WINDSOR
FUEL CO., INe. IN THE AMOUNT OF $1,597,625.45, WAIVING
COUNCIL POLICY 574-01, AND AUTHORIZING THE
EXPENDITURE OF ALL A VAIL . E FUNDS IN THE PROJECT
DIRECTOR OF EN/fiG~E
CITY MANAGER i .
ASSISTAl'JT CITY AGER <7---;-
4/5THS VOTE: YES
.
o
NO
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SUMMARY
On August 13, 2008, the Director of Engineering received sealed bids for the "Pavement
Rehabilitation Program, Fiscal Year 2006/2007, Chip Seal & Scrub Seal (STL-340D)" project.
The work consists of the application of a chip seal, removal and replacement of damaged asphalt
concrete pavement, and the application of scrub seal on various pavement locations in the City.
Work for this project also includes striping, traffic control, and other miscellaneous work, and all
labor, material, equipment, and transportation necessary for the project.
ENVIRONMENTAL REVIEW
The Environmental Review Coordinator has reviewed the proposed project for compliance with
the California Environmental Quality Act (CEQA) and has determined that the project qualifies
for a Class I(c) categorical exemption pursuant to Section 15301, Existing Facilities, of the State
CEQA Guidelines. Thus, no further environmental review is necessary.
RECOMMENDATION
Council approve the resolution.
BOARDS/COMMISSION RECOMMENDATION
Not applicable.
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9/16/08, ItemL
Page 2 of 4
DISCUSSION
Included in the Fiscal Year 2006/2007 CIP Budget is a project for the rehabilitation of
deteriorating pavement throughout the city. The Public Works and Engineering Departments,
through the Pavement Management System, developed a priority list of streets to be included in
the program. The total budget for the Pavement Rehabilitation Program Fiscal Year 2006/2007
is $11,404,515 from Transnet Funds and includes overlay, chip seals, and slurry seals as
maintenance strategies. The chip seal project is a component of the Pavement Rehabilitation
Program Fiscal Year 2006/2007 and will use approximately 14% of the pavement program
funds.
The work for this project consists of the removal and replacement of damaged asphalt concrete,
and the application of a chip seal and scrub seal (a modified form of chip seal) on damaged
asphalt concrete pavement at various locations. The scrub seal consists of the application of a
PASS (polymer-modified and rejuvenating) emulsion in lieu of the conventional chip seal
emulsion. The PASS emulsion treats pavement cracks and rejuvenates the existing asphalt
pavement prior to the application ofrock chips. The scrub seal application is used on streets that
have a lower pavement condition than those streets receiving the standard chip seal application.
This project also includes the following work: striping and markings, traffic control, other
miscellaneous work, and all labor, material, equipment, and transportation necessary for the
project. Attachment 1 shows the list of streets included in the project. The contract
specifications were written with conventional chip seal and the scrub seal as an added
alternative. However, the contractor has indicated that for an additional $0.015 per square foot,
PASS emulsion may be substituted in lieu of conventional ,emulsion, thus giving the City a better
pavement product at a minor additional cost (an increase Of approximately $30,175 over the base
bid). City staff proposes moving forward with this change, subject to City Council approval,
because it is anticipated that the PASS emulsion will provide additional pavement life at minimal
cost.
The total funding amount of $2,095,469.94 consists of the following: $1,627,799.95 is proposed
to be awarded to the contractor, of which $1,597,625.45 is the original base bid amount and
$30,175 is a Change Order to substitute PASS emulsion in lieu of conventional emulsion
(Change Order #1). $223,500 shall be used for construction soils and pavement testing and City
staff time (survey, inspections, and design). Construction contingencies total $244,169.99 (15%
of contract award).
According to City Council Policy No. 574-01, if a change order causes the Director of Public
Works' cumulative contract change order authority to be exceeded, then City Council approval is
required; under the policy, that amount is $104,390. Approval of tonight's resolution will
authorize the Director of Public Works to cumulatively approve change orders, as necessary, up
to the contingency amount of $244,170 (an increase of $139,780); the resolution also authorizes
staff to expend all available contingencies for quantity adjustments and should additional work
be necessary due to unforeseen circumstances. Unforeseen circumstances (i.e. poor subgrade,
utility conflicts, increase of dig-out quantities, etc.) may cause an increase in quantities beyond
what was anticipated during the preparation of the project specifications. For this type of
project, a typical "unforeseen circumstance" occurs during the dig-out process as pavement
distress areas are repaired (dig-outs) and underlying soil conditions are worse than anticipated or
failure area has increased since the contract was prepared.
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9/16/08, Item~
Page 3 of 4
Project Design staff has prepared specifications and advertised the project. Fifteen (15)
contractors purchased copies of the bid documents. Staff received and opened two (2) bids on
August 13,2008. The following bids were received:
CONTRACTOR BID AMOUNT
l. Windsor Fuel Co., Inc. - Windsor, CA $1,597,625.45
2. International Surfacing Systems - Modesto, CA $1,601,380.70
The low bid submitted by Windsor Fuel Co., Inc. of Windsor, CA is above the Engineer's
estimate of $1,400,000.00 by $197,625.45 (14% above the Engineer's estimate); much of this
increase can be attributed to the increase and volatility of oil prices. Design staff has verified the
references provided by the contractor and has found their work to be satisfactory. Windsor Fuel
Co., Inc. has also satisfactorily completed past CIP projects for the City. The Contractor's
License No. 776848 is current and active.
Disclosure Statement
Attachment 1 is a copy of the Contractor's Disclosure Statement.
Wage Statement
The source of funding for this project is Transnet funds. Contractors bidding this project are not
required to pay prevailing wages to persons employed by them for the work under this project.
Disadvantaged businesses were encouraged to bid through the sending of the Notice to
Contractors to various trade publications.
DECISION MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that the decision
concerns repairs, replacement, or maintenance of existing streets or similar facilities and,
therefore, there is not a material financial effect of the decision on the property holdings of the
City Council Members pursuant to California Code of Regulations sections 18704.2(b)(2) and
l8705.2(b)(1).
FISCAL IMPACT
There is no impact to the General Fund as there are sufficient funds necessary to complete the
proj ect.
F1JNDS REQUIRED FOR CONSTRUCTION
A. Contract Amount, Includes Change Order ($1,597,625.45+$30,174.50) $1,627,799.95
B. Contingencies (15% of contract) $244,170.00
C. Staff Time Cost (approx 10.7% of Total Project Cost): $223,500.00
Construction Inspection (7.2%) $150,000.00
Design/Construction Management (1.9%) $40,000.00
Survey Work (0.2%) $5,000.00
Planning/EnvironmentallTrafficlLandscape/Public Works (0.4%) $8,500.00
Soil Testing (1.0%) $20,000.00
TOTAL FUNDS REQUIRED FOR CONSTRUCTION $2,095,469.95
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9/16/08, ItemL
Page 4 of 4
FUNDS A V AILABLE FOR CONSTRUCTION
A. Transnet (Transfer from STL-340) $2,095,469.95
TOTAL FUNDS A V AILABLE FOR CONSTRUCTION $2,095,469.95
Upon completion of the project, the improvements will require only routine City street
maintenance.
ATTACHMENTS
I. List of streets included in project
2. Contractor's Disclosure Statement
Prepared by: Jeff Moneda, Sr. Civil Engineer, EngineeringDepartment
M:\General Services\GS Administration\Council Agenda\STL340D Chip Seal\STL.340D Chip Seal Award AIl3 tinal2.doc
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PAVEMENT REHABILITATION PROGRAM.
(STL340D)
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CHIP WI CHIP WI PASS a.. CONV. CHIP
lOCATIoN WITYpe U SLURRY SEAL OIG..,Q.UT
. wloTIt C.Q-.s PASS
. STREET LENGTH (HI IFll (~FI
BEGIN ENO e~n. (Sfl EST..(SF) EsT. (SF) EST. (SF) EST. (TN]
, SECOND AVE (SIB) N CITY UMITS f 5T - 5.700J10 10.00 102.,000.00 15,000.00 375-00
, SECOND AVE (NIB) f ST H CITY UMIT5 5,700.00 UIJlO 102,600.00 15.ODD.DO J7!':i.OG
, SECOND AVE iN/B) LST FST 7.g;!D.OO 18.00 1<12,550.00 2.0n.OO 51.93
. . 17,420.00 435.50
SECOND AVE (SIB) f ST LST IJI20,OO llUlQ 142,560.00
, FOURTH AVE (NIB) L ST JST l.fHO,110 J4.on 89,160.00 2.7J9.00 6UAII j
, FOURTH AVE (Sl61 JST LST 2,640.00 3400 09,160.00 4,034.00 100.85 :
I E ST (WJBI FOURTl-l AVE BROADWAY 2.640.00 311.00 79.200.00 6.2.2.2.00 155.55 :
i a i:ST(ElB) BROADWAY FOURl1-I AVE 2,640.00 JO.OO 19,200JIO 7,532-00 188.]0 ~
I , EST(W1El1 EAsT flOWER sT FOURTH AVE 6,170.00 30.00 185,100.00 Zl,lB4_00 579.60
;0 EST(EIB) FOURTH AVE ARST AVE J.960.Oll JUJIO 11BJIOO.OO 12,laa.oo J19_7U;
11 EST (EJB) FIRST AVE BONITA RD 2.20lJ.OO JIl.OO 66,000_00 19;618.00 490.-15 ;.
12 WUE51E RD Ol VMPIC PKWY SQum CITY UMITS 9,14a.oo 25.00 243,650.00 3,033.00 75.43 ;
13 WUESTe RD OL YMFtC PKWY OTAYLAKE5 RD 4,385.00 . - 25_00 lO!l,6<!5_00 1.176.00 29.'10 ~
14 EASnAKE PKWY If'llB) miNI DAD COVE OTAY LAKES RO 4.550.00 24.00 154,700.00 4QJlO 1.00 :
" EASTLAKEPKWY(Sre) mAY lAKES RO TRINIDAD COVE 4,550.00 34.00 154,700.(10 2BO.Oll 1.01l
! " HERITAGE FtO (S/O) MAlNST S Clrt UMITS 4-,-tOll.DO 65.(10 266,1l00.0Q 494.1l1l 12.35 ,
15 BONiTA AlJ (6IB) EST GLEN ABBEY 8l VO 2.800.0lJ 41.00 114,800.00 3,69Q.OO 92...15.
,. BONITA RD {WIBI GlEN ABBEY BL va EST 2,800.00 41.00 11.4,800.00 638..00 15.95
" BONITA RD OTAY LAKES RD EA,ST OTY UMITS l,l2U_oa 53.00 10,560.00 ll.1l0 IUlll
118 BONITA RO EAST CITY LIMITS o'rAY lAl<ES RD 1,"l"0.00 70.00 85,400.00 4,a76.DD 116.95
! .9 ~ BONITA AD BONITA RD GLEN ABBEY BlVO 315.00 70.0U 22,U5O.1I0 CRACKAU.. NONE
'" EAST :IIITH ST W CITY LIMITS NORTH SECOND AV '2200 ~.OO 5Z,6I)tI.Ull NONE NONE
" 'EAST NAPlES S1 (WIB) FOXBORO sT TOBIAS OR 10,300.011 17.00 175,100.UO Z.533.00 63.33
U EAST NAPlES ST jEIB} T081^~ DR FOXBOAO ST IO,:mo.OO I7.UO 175,100.00 3,003.00 75.011
..... ,. ~; . .. ..... '. .. ':,/';TOTAI:. !, -, 94S;1I00.00 0.110 i _2,011,633.00:; : 14S,17!LOIJ J;fi29:4-8. \
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t'-TIACHMENT
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CITY OF CHULA VISTA DISCLOSURE STATE.l\'IENT
Pursuant to Council Policy 101-01, prior to any action upon matters that will require discretionary action
by the Council, Planning Corrunission and all other official bodies of the City, a statement of disclosure of
certain ownership or financial interests, payments, or campaign contnbutions for a City of Chula Vista
election must be filed. The following information must be disclosed:
1.
List the names of all persons having a financialmterest in the property that is the subject of the
application or the contract, e.g., owner, applicant, contractor, subcontractor, material supplier.
2
If any person' identified pursuant to (1) above is a corporation or partnership, list the names of all
individuals with a $2000 investment in the business (corporation/partnership) entity.
3.
If any person' identified pursuant to (1) above is a non-profit organization or trust, list the names
of any person serving as director of the non-profit organization or as trustee or beneficiary or
trustor of the trust.
4.
Please identify every person, including any agents, employees, consultants, or independent
contractors you have assigned to represent you before the City in this matter.
5.
Has any person' associated with this contract had any financial dealings with an official'" of the
City ofChula Vista as it relates to this contract within the past I2 months? Yes_ NoX
16
tv!:\Oeneral Services\Design\STL340D Overllly\STL340D Pass Chip Seal Contract July.24.2008 Rev I a.doc
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lfYes, briefly describe the nature of the financial interest the official'* =y have 1n this contract.
6.
Have you made a contribution of more than ~2(0 within the past twelve (12) months to a current
member of the Chula Vista City Council? No A... Yes _If yes, which Council member?
7.
Have you provided more than $340 (or an item of equivalent value) to an officia]" of the City
of Chula Vista in the past twelve (12) months? GlJtis includes being a source of income, money to
retire a legal debt, gift, loan, etc.) Yes _ No..l::::..-
lfYes, which official" and what was the nature of item provided?
Date:
g( II/Or
M:f.<<Z...F'A:"J,.
Print or type name of Contractor/Applicant
'.
Person is defined as: any individual, firm, co-partnership, joint venture, assoc1at10n, social
club, fraternal organization, corporation, estate, trUst, receiver, syndicate, any other county,
city, municipality, district, or other political subdivision, -or any other group or combination
acting as a unit.
*'
Official includes, but is not limited to: Mayor, Council member, Planning Conunissioner,
Member of a board, commission, or conunittee of the City, employee, or staff members.
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M:\General Scrviccs\Dcsign\STLJ40D Overlay\STL340D Pass Chip Seal Contract July.24.200S Rev la.doc
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RESOLUTION NO. 2008-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ACCEPTING BIDS Al,JD AWARDING THE
CONTRACT FOR THE "PAVEMENT REHABILITATION
PROGRAM, FY 06/07, CHIP SEAL & SCRUB SEAL IN THE
CITY OF CHULA VISTA, CALIFORNIA (CIP NO. STL-340D)"
PROJECT TO WINDSOR FUEL CO, INC. IN THE Atv[OlJNT
OF $[,597,625.45, WAIVING COL'NCIL POLICY 574-01, ANTI
AUTHORIZING THE EXPENDITURE OF ALL AVAILABLE
FUNTIS IN THE PROJECT
WHEREAS, on August 13, 2008, the Director of Engineering received two sealed bids
for the "Pavemel1t Rehabilitation Program FY 06/07 Chip Seal & Scrub Seal in the City of Chula
VIstOl. Cahlomia (STL-340D)" project (tile "Project"); and
WHEREAS, the City received bids from two contractors as follows:
CONTRACTOR BID AMOUNT
I. Windsor Fuel Co., Inc. - Winsdor, CA $1,597,625.45
') International Surfacing Systems - Modesto, CA $1,601,380.70
,
WHEREAS, Windsor Fuel Co., Inc. has satisfactorily completed past CIP projects for the
City and statThas veritied the references provided by Windsor Fuel; and
WHEREAS, pllrsuant to Council Policy 574-01. the Director of Public Works has
authority to approve change orders up to a certain amount specified in the Policy and City
Council approval is required tor a change order that exceeds that specilied amount; and
WHEREAS, for this Project. the Director of Public Works can approve a change order up
to $104.390; and
WHEREAS, staff requests that Council waive Council Policy 574-01 so that the Director
of Public Works can approve change orders as necessary up to $244,170 and expend all available
funds in the Project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City ofChula Vista
as to i1ows:
1. That it accepts bids and awards the contract for the '"Pavement Rehabilitation
Program FY 06/07 Chip Seal & Scmb Seal in the City of Chula Vista. Calrtomia
(STL-340D)" project to Windsor Fuel Co., Inc. in the amount of
$1,597,625.45.
2. That it waives Council Policy 574-0 I.
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That it authorizes the Director of Public Works to approve change orders as
necessary lip to $244,170 and to expend all available funds in the Project.
Presented by
Approved as to form by
R.A. Hopkins
Dit'ector of Engineering
j'1
~:)~ 12- /~~ h--
Bart Miesfeld (j
Interim City Attorney
,
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1-1:',ENCirNEER\RESOS\R\:~os2008\O()-10-08\STU.;j.IJD R~::;o for AwardREV -revised by el.:.d0t:
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