Camarillo City Council
AGENDA REPORT
Date: January 10, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Road Rehabilitation Project (Project No. ST-5123) – Award Construction Contract
BACKGROUND
The Road Rehabilitation Project – Project No. ST-5123 (Project) will provide needed street rehabilitation consisting of concrete curb, gutter and sidewalk repairs, pavement repair work, crack seal, slurry seal and striping on portions of major roadways including Santa Rosa Road, Daily Drive, and Ponderosa Drive as shown in the Project Location Map (Attachment 1). The City received grant funding in the amount of $835,000 through the State Transportation Improvement Program (STIP) for the Project.
On July 28, 2023, a Task Order with Encompass Consulting Group, Inc. was authorized by the City for design services which were completed for the Project. On November 8, 2023, the City Council authorized staff to solicit bids for construction of the Project and found the Project exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15301 Class 1.
DISCUSSION
Construction Bids
Staff issued a Notice Inviting Bids on November 11, 2023, for the Project. On December 12, 2023, the City received three (3) bids for construction as shown in the following table:
Name of Bidder $ Amount of Bid
Toro Enterprises, Inc.
Oxnard, CA $2,265,115
Onyx Paving Company
Anaheim, CA $2,727,000
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All American Asphalt
Corona, CA $3,021,310
Staff reviewed the low bid submitted by Toro Enterprises, Inc. (Toro) and all associated forms, investigated the contractor, and has determined Toro to be responsive to the bid solicitation. Therefore, staff recommends awarding a construction contract to Toro in the amount of $2,265,115 (Attachment 2) and authorize a contingency in the amount of $340,000 (approximately 15%) for unforeseen additional work if required, for a total contract authorization of $2,605,115.
Construction Management, Inspection, and Materials Testing Services Consultant construction management, inspection, and materials testing services are required for the Project. In April 2021, staff advertised a Request for Qualifications (RFQ) and subsequently established a list of qualified consultants to provide various services, including construction management, inspection, and materials testing services. Staff has selected Flowers & Associates, Inc. (Flowers) from the consultant list as the most qualified firm to provide the necessary construction management, inspection, and materials testing services for the Project. Flowers has successfully performed work for the City in the past and has significant construction management, inspection, and materials testing experience working on similar types of capital projects.
Staff has negotiated a scope of services and fee with Flowers and recommends approving a standard professional services agreement with Flowers in an amount not-to-exceed $282,914 for construction management, inspection, and materials testing services (Attachment 3) and authorizing a contingency in the amount of $42,500 (approximately 15%) for unforeseen additional services if required, for a total agreement authorization of $325,414.
Budget Analysis
The project construction costs are summarized below:
Contractor Contract $ 2,265,115 Contractor Contingency $ 340,000 Construction Management $ 282,914 Construction Management Contingency $ 42,500 Total $ 2,930,529 The current FY 2023-2028 Capital Improvement Program (CIP) included an initial project construction phase budget of $1,085,324. The final project scope incorporated additional roadway limits that were anticipated to be completed with the City’s other Annual Overlay/Resurfacing Projects. Completing the work as a single project will reduce overall inconvenience to the public and increase project efficiency. Funding will be transferred Project No. ST-5123 - Award Construction Contract
January 10, 2024
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from the City’s Annual Overlay/Resurfacing Project budget to provide the additional funding needed for construction.
FISCAL IMPACT
Approximately $2,250,000 is expected to be spent in FY 2023/24 with the remaining $680,529 spent in FY 2024/25. An appropriation of $1,427,590 for the construction contract, professional services agreement, and contingencies in the Capital Improvement Projects Fund, 410-8510-485.92-41 and Project ST-5123 for FY 2023/24 from available Capital Improvement Projects Fund Balance is required. This consists of the $835,000 STIP grant and a transfer of $592,590 in TDA Article 8 funds. Another $822,410 in TDA Article 8 funds will be transferred from available funds budgeted for Annual Overlay ST- 5023, to Project ST-5123 to complete the $2,250,000. The remaining $680,529 in TDA Article 8 funds will be budgeted for the project in FY 2024/25.
The STIP grant will result in $835,000 additional FY 2023/24 revenue to the Capital Improvement Projects Fund.
RECOMMENDATION
1. Authorize an appropriation of $1,427,590 for the construction contract, professional services agreement, and contingencies in the Capital Improvement Projects Fund, 410-8510-485-92.41 and Project ST-5123 from available Capital Improvement Projects Fund Balance; and
2. Authorize a transfer of $822,410 in TDA Article 8 funds from Annual Overlay ST-5023 to Project ST-5123; and
3. Authorize a transfer into the Capital Improvement Projects Fund of $592,590 from available TDA Article 8 funds; and
4. Increase revenues by $835,000 in the Capital Improvement Projects Fund from the STIP grant; and
5. Authorize the City Manager to execute Public Works Contract No. 2024-1 with Toro Enterprises, Inc. in an amount not-to-exceed $2,265,115, and authorize a contingency in the amount of $340,000, for a total contract authorization of $2,605,115; and
6. Authorize the City Manager to execute future contract change orders to the contract for unforeseen additional work up to the authorized contingency amount; and
7. Authorize the City Manager to execute Professional Services Agreement No. 2024-2 with Flowers & Associates, Inc. in an amount not-to-exceed $282,914 for construction management and inspection services, and authorize a contingency in the amount of $42,500, for a total agreement authorization of $325,414; and Project No. ST-5123 - Award Construction Contract
January 10, 2024
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8. Authorize the City Manager to execute future amendments to the agreement with Flowers & Associates, Inc. for unforeseen additional services up to the authorized contingency amount.
ATTACHMENTS
1. Location Map
2. CC Agreement No. 2024-1
3. CC Agreement No. 2024-2
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None