Camarillo City Council
AGENDA REPORT
Date: July 10, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Annual Resurfacing (Project No. ST-5069) – Award Construction Contract
BACKGROUND
The Annual Resurfacing – Project No. ST-5069 (Project) will provide needed street rehabilitation consisting of resurfacing of various streets as shown in the attached Project Location Map (Attachment 1). The Project plans and specifications include a base bid as well as alternate bids to allow additional areas to be included in the event favorable bid prices are received.
On May 6, 2024, 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 May 18, 2024, for the Project. On June 18, 2024, the City received three (3) bids for construction as shown in the following table:
Name of Bidder $ Amount of Bid
VSS International, Inc.
West Sacramento, CA
Base Bid…...............................$ 2,553,120.00
Alternate Bid 1…………………...$ 297,000.00
Alternate Bid 2……………………$990,000.00
Alternate Bid 3…………………...$ 768,000.00
Alternate Bid 4……………………$ 153,000.00
TOTAL……………………….…$ 4,761,120.00
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Pavement Coatings Co.
Jurupa Valley, CA
Base Bid…...............................$ 2,808,677.00
Alternate Bid 1…………………...$ 359,523.45
Alternate Bid 2……….…………$1,035,271.33
Alternate Bid 3……….………...$ 1,459,452.75
Alternate Bid 4……………………$ 236,700.00
TOTAL……………..……….…..$ 5,899,624.53
Toro Enterprises, Inc.
Oxnard, CA
Base Bid…...............................$ 2,874,696.00
Alternate Bid 1…………………...$ 438,428.50
Alternate Bid 2……….…………$1,089,119.00
Alternate Bid 3……….………...$ 1,458,870.00
Alternate Bid 4……………………$ 325,860.00
TOTAL……………..….….…….$ 6,186,973.50
The Base Bid consists of slurry seal and Asphalt Rubber Aggregate Membrane (ARAM) cape seal resurfacing on various streets as identified in the Pavement Management Plan (PMP) adopted in 2016. Bid Alternate 1 consists of slurry seal on Central Avenue to address immediate roadway condition needs. Bid Alternate 2 consists of asphalt concrete overlay on Las Posas Road from Daily Drive to Earl Joseph Drive. Bid Alternate 3 includes slurry seal resurfacing on various streets as selected in the recently updated PMP adopted in 2024. Bid Alternate 4 consists of slurry seal resurfacing at the Camarillo Police Station parking lot. The Base Bid scope of work was established based on the current Project budget, however, favorable unit bid prices were received, therefore staff recommends award of the Base Bid and all four Alternate Bids.
Staff reviewed the low bid submitted by VSS International, Inc. (VSS) and all associated forms, investigated the contractor, and determined VSS to be responsive to the bid solicitation. Therefore, staff recommends awarding a construction contract (Attachment 2) to VSS for the Base Bid in the amount of $2,553,120; Alternate Bid 1 in the amount of $297,000; Alternate Bid 2 in the amount of $990,000; Alternate Bid 3 in the amount of $768,000; and Alternate Bid 4 in the amount of $153,000 for a total amount of $4,761,120 and authorizing a construction contingency in the amount of $714,550 (Approximately 15%) for unforeseen additional work if required, for a total contract authorization of $5,475,670.
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 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 Project No. ST-5069 - Award Construction Contract
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materials testing experience working on similar types of capital projects.
Staff 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 $588,602.44 for construction management, inspection, and materials testing services (Attachment 3) and authorizing a contingency in the amount of $88,500 (approximately 15%) for unforeseen additional services if required, for a total agreement authorization of $677,102.44.
Budget Analysis
The Project construction costs are summarized below:
Contractor Contract $ 4,761,120.00 Change Order/Contingency $ 714,550.00 Construction Management (CM) $ 588,602.44 CM Contingency $ 88,500.00 Traffic Signal Video Detection $ 45,000.00 Staff Time $ 125,000.56 TOTAL $ 6,322,773.00
The funding sources for the Project total $6,322,773 and are as follows:
Existing Project Funding
SB1 $ 1,800,000.00 TDA Article 8a $ 426,030.00 Traffic Mitigation Fee (TMF) $ 500,000.00 General Fund (Police Facilities) $ 112,000.00 Water Utility Fund $ 107,820.00 CSD Utility Fund $ 53,200.00 Subtotal $ 2,999,050.00
Proposed Additional Funding
SB1 Available Fund Balance $ 700,000.00 TDA Article 8a Available Fund Balance $ 1,334,776.00 TMF Available Fund Balance $ 170,510.00 General Fund Available Fund Balance $ 63,950.00 TDA Article 8a (Project ST-5089 Transfer) $ 950,000.00 SB1 (Project ST-5089 Transfer) $ 71,008.00 Developer Funds $ 33,479.00 Subtotal $ 3,323,723.00
Total Funding $ 6,322,773.00
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FISCAL IMPACT
An appropriation of $3,651,355 is required for the construction contract, professional services agreement, and contingencies in the Capital Improvements Project Fund, Account No. 410-8510-485.92-41 and Project ST-5069, to be funded by transfers of $1,686,560 from available SB1 Fund balance, $1,760,806 from available Article 8a TDA Fund balance, $170,510 from Traffic Mitigation Fund (TMF) balance, and $33,479 from Capital Improvement Projects Investments-Contributions Account No. 410-0000-364-
72.11. An appropriation of $63,950 in General Fund Police Facilities Operations Account No. 101-5752-419.36-03 from available General Fund Unassigned Fund Balance is required.
A transfer of an additional $950,000 in TDA Article 8a funds and $71,008 in TMF funds from available funds budgeted for the Annual Overlay Project ST-5089 is also required.
RECOMMENDATION
1. Authorize an appropriation of $3,651,355 in the Capital Improvements Project Fund, Account No. 410-8510-485.92-41 and Project ST-5069; and
2. Authorize an appropriation of $1,686,560 for a Transfer Out from the SB1 Fund Account No. 211-9999-499.98-41 to the Capital Improvement Projects Fund Transfer in Account No. 410-9999-399-98-04; and
3. Authorize an appropriation of $1,760,806 for a Transfer Out from the Article 8a TDA Fund Account No. 208-9999-499.98-41 to the Capital Improvement Projects Fund Transfer in Account No. 410-9999-399-98-08; and
4. Authorize an appropriation of $170,510 for a Transfer Out from the Traffic Mitigation Fund Account No. 251-9999-499.98-41 to the Capital Improvement Projects Fund Transfer in Account No. 410-9999-399-98-12; and
5. Authorize an appropriation of $33,479 in the Capital Improvement Projects Fund, 410-8510-485.92-41 and Project ST-5069 from Capital Improvement Projects Investments-Contributions Account No. 410-0000-364-72.11; and
6. Authorize an appropriation of $63,950 in General Fund Police Facilities Operations Account No. 101-5752-419.36-03 from available General Fund Unassigned Fund Balance; and
7. Authorize a transfer of an additional $950,000 in TDA Article 8a funds and $71,008 in TMF funds from available funds budgeted for the Annual Overlay Project ST-5089; and
8. Authorize the City Manager to execute Public Works Contract No. 2024-146 with VSS International, Inc. in an amount not-to-exceed $4,761,120, and authorize a contingency in the amount of $714,550, for a total contract authorization of $5,475,670; and
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9. Authorize the City Manager to execute future contract change orders to the contract for unforeseen additional work up to the authorized contingency amount; and
10. Authorize the City Manager to execute Professional Services Agreement No. 2024- 147 with Flowers & Associates, Inc. in an amount not-to-exceed $588,602.44 for construction management and inspection services, and authorize a contingency in the amount of $88,500, for a total agreement authorization of $677,102.44; and
11. 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. 2024-146
3. CC Agreement No. 2024-147
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None