Meeting Date: Jan. 25, 2022
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Brandon Miles, Associate Engineer
[email protected], 760-602-2745
Hossein Ajideh, Engineering Manager
[email protected], 760-602-2756
Subject: Acceptance of Bids and Award of Contract to LC Paving & Sealing Inc. for the El Camino Real and Cannon Road Intersection Improvements Phase II Project
District: 2
Recommended Action
Adopt a resolution accepting bids and awarding a contract to LC Paving & Sealing Inc. for construction of Phase II of the El Camino Real and Cannon Road Intersection Improvements Project, Capital Improvement Program, or Project No. 6042 in an amount not to exceed $288,491.
Executive Summary / Discussion
This is the second phase of a project that will improve traffic flow on northbound El Camino Real by reconstructing the existing median near the Cannon Road intersection and re-striping northbound El Camino Real to provide a third northbound vehicle through lane and an enhanced northbound dedicated bike lane. It will also maintain the existing left- and right-turn only lanes onto westbound and eastbound Cannon Road.
On Aug. 31, 2021, the City Council adopted Resolution No. 2021-198, approving the plans and specifications and authorizing advertising the Phase II project for construction bids. The project was then advertised using the city’s formal bidding procedures. On Nov. 3, 2021, staff received seven construction bids. The lowest responsive and responsible bidder was LC Paving & Sealing Inc. with a bid in the amount of $288,491.
Staff reviewed the contract bid documents and determined that LC Paving & Sealing is the lowest responsive and responsible bidder. The company is responsive because its bid meets the requirements of the bidding documents. The bidder is also deemed responsible because it submitted a list of similar projects to show their capability and qualification to perform the specified work.
The construction contract contains general performance standards and references technical specifications, which if not met allow the city to withhold payment. The contract also includes a one-year warranty period from the notice of completion.
Jan. 25, 2022 Item #2 Page 1 of 6
Carlsbad Municipal Code sections 3.28.080(C) and 3.28.080(I)(6) require the City Council’s approval for all formally bid contracts when the value exceeds $200,000. This project is subject to this requirement.
Staff recommend acceptance of bids and award of the construction contract to LC Paving & Sealing Inc. for the project in an amount not to exceed $288,491.
Options
Staff provide the following options for the City Council’s consideration:
1. Accept bids and award a contract to LC Paving & Sealing Inc. for construction of the El Camino Real and Cannon Road Intersection Improvements Phase II project in an amount not to exceed $288,491
Pros
• LC Paving & Sealing Inc. has been determined to be the lowest responsible and responsive bidder
• Construction can start sooner (upon award of the contract) • Award of the contract complies with applicable Carlsbad Municipal Code sections, including sections 3.28.080(C) and 3.28.080(I)(6), which apply to purchasing in construction contracts
• This project will improve traffic flow and safety for bicycle and vehicle modes of transportation
• Sufficient funding is available for the contract
Cons
• None identified
2. Do not accept the bids for construction of the El Camino Real and Cannon Road Intersection Improvements Phase II project, and do not award the contract to LC Paving & Sealing
Pros
• None identified
Cons
• Delays start of construction
• Traffic flow issues will continue to exist
• Bicyclists will continue to share the road with vehicles approaching the intersection of El Camino Real and Cannon Road
• Potential increase in construction costs due to delay in award Staff recommend Option 1 for the City Council’s approval: Accept bids and award a contract to LC Paving & Sealing Inc. for construction of the El Camino Real and Cannon Road Intersection Improvements Phase II project in an amount not to exceed $288,491.
Fiscal Analysis
Sufficient funds are available to complete the project. The project funding consists of traffic impact fees and gas tax funds. A summary of the estimated costs and available funds is shown in the table below:
Jan. 25, 2022 Item #2 Page 2 of 6
Municipal code sections 3.28.040(C)(5) and 3.28.090(B) authorize the City Manager or designee to approve change orders in an amount equal to the contingency set at the time of project award, which is $50,000 for this project.
Next Steps
Once the City Council accepts bids and awards the construction contract to LC Paving & Sealing Inc., staff will issue a purchase order, schedule a pre-construction meeting with LC Paving & Sealing Inc. and issue a notice to proceed for construction of the project, which is expected to commence in March 2022.
The duration of the construction contract is 90 working days, not including rainy days and delays from change orders that may extend the contract duration. Upon successful completion of the project, which is expected to be in summer 2022, a notice of completion will be recorded to release bonds issued for the project.
Environmental Evaluation
The project is exempt from the California Environmental Quality Act under Guidelines Section 15301 - Existing Facilities subsection (c), which applies to the minor alteration of existing streets involving negligible or no expansion of capacity, and Section 15301 subsection (d), which applies to the restoration or rehabilitation of deteriorated or damaged structures and facilities to meet current standards of public health and safety. In addition, none of the exceptions described in guidelines Section 15300.2 apply to this project.
Public Notification
Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date.
Exhibits
1. City Council resolution
2. Location map
El Camino Real and Cannon Road Intersection Improvements Phase II, Capital Improvement Project No. 6042
Total appropriation to date $4,373,000
Total expenditures and encumbrances to date $3,584,741
Total available funding $788,259
Additional project costs
Construction contract – LC Paving & Sealing Inc. $288,491 Construction contingency (estimated) $50,000
Construction management, inspection, material testing (estimated) $50,000 Total estimated costs $388,491
Remaining balance $399,768
Additional appropriation needed $0
Jan. 25, 2022 Item #2 Page 3 of 6
RESOLUTION NO. 2022-031
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT TO LC PAVING & SEALING, INC. FOR CONSTRUCTION OF PHASE II OF THE EL CAMINO REAL
AND CANNON ROAD INTERSECTION IMPROVEMENTS PROJECT, CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 6042
Exhibit 1
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to construct Phase II of the El Camino Real and Cannon Road Intersection Improvements Project, Capital Improvement Program, or CIP, Project No. 6042 (Project); and
WHEREAS, on Aug. 31, 2021, the City Council adopted Resolution No. 2021-198, approving the plans and specifications and authorizing advertisement for construction bids for the Project; and WHEREAS, on Nov. 3, 2021, staff received seven sealed bids for the Project; and WHEREAS, the lowest responsive and responsible bid for the Project was submitted by LC Paving & Sealing, Inc. in an amount of $288,491; and
WHEREAS, the Project is financed with traffic impact fees and gas tax funds, and sufficient funding in the Project account is available to complete the Project; and WHEREAS, Carlsbad Municipal Code, or CMC, Sections 3.28.080(C) and 3.28.080(1)(6) require the City Council to award all formally bid contracts when the value exceeds $200,000; and therefore, the Project is subject to this requirement; and
WH~REAS, CMC Sections 3.28.040(C}(5) and 3.28.090(8) authorize the City Manager or designee to approve change orders in an ar:nount equal to the contingency set at the time of project award, which is $50,000 for the Project; and
WHEREAS, the City Planner has determined that the Project is exempt from the California Environmental Qua·lity Act (CEQA) under CEQA Guidelines-Existing Section 15301-"Existing Facilities" (c) minor alterations of existing streets involving negligible or no expansion of capacity and Section 15301(d) -restoration and rehabilitation of deteriorated or damaged structures and facilities to meet current standards of public health and safety. Further, none of the exceptions described in CEQA guidelines Section 15300.2 apply to this project.
Jan. 25, 2022 Item #2 Page 4 of 6
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PLOTTED BY: BENJAMIN ARP PLOT DATE: 09/02/2020 PATH: S:\Benjamin_Arp\Location Map\CIP_6042\6042_LocationMap.dwg
EL CAMINO REAL AND CANNON ROAD
INTERSECTION IMPROVEMENTS
Exhibit 2
Jan. 25, 2022 Item #2 Page 6 of 6
Accept Bids and Award Contract for
Construction to LC Paving, Inc. for El Camino
Real and Cannon Road Intersection
Improvements Phase II –Project No. 6042
Brandon Miles, Associate Engineer
Public Works
Jan. 25, 2022
{city of
Carlsbad
TODAY’S PRESENTATION
•Recommended Action
•Background
•Proposed Improvements
•Fiscal Analysis
•Next Steps
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II {city of
Carlsbad
RECOMMENDED ACTION
Adopt a resolution accepting bids and award a contract to LC Paving, Inc. for El Camino Real (ECR) and Cannon Road Intersection Improvements –Phase II, Capital
Improvement Program Project No. 6042, in an amount not
to exceed $288,491
ITEM 2: Award to LC Paving, Inc for ECR and Cannon Road Phase II { City of
Carlsbad
•Aug. 31, 2021, City Council adopted Resolution No. 2021-198 approving plans and specifications and authorizing advertising project for construction bids
•Project was advertised using the city’s formal bidding procedures •Nov. 3, 2021, staff received seven construction bids
•Lowest bidder was LC Paving & Sealing Inc. with a bid in an amount of $288,491
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II
BACKGROUND
{ City of
Carlsbad
El Camino Real at Cannon Road
PROJECT LOCATION
N
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II {city of
Carlsbad
Phase II will re-align median and re-stripe NB ECR to:
•Provide an enhanced dedicated bike lane
•Provide an additional through lane (total of 3 lanes)
•Maintain existing left-and right-turn lanes onto WB and EB Cannon Rd
PROPOSED IMPROVEMENTS
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II { City of
Carlsbad
EXISTING CONDITIONS
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II N
(.__ City of
Carlsbad
PROPOSED CONDITIONS
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II N
( City of
Carlsbad
PROPOSED CONDITIONS
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II Proposed View ( City of -----------earls bad
•Sufficient funds are available to complete the project •Funding sources are traffic impact fees and gas tax funds
FISCAL ANALYSIS
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II { City of
Carlsbad
•Once City Council accepts bids and awards construction contract, staff will
issue a purchase order
schedule a pre-construction meeting with the contractor issue a notice to proceed with construction activities •Staff anticipate construction to commence in March
2022
NEXT STEPS
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II ( City of
Carlsbad
RECOMMENDED ACTION
Adopt a resolution accepting bids and award a contract to LC Paving, Inc. for El Camino Real (ECR) and Cannon Road Intersection Improvements –Phase II, Capital Improvement Program Project No. 6042, in an amount not to exceed $288,491
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II { City of
Carlsbad
THANK YOU
ITEM 2: Award to LC Paving for ECR and Cannon Road Phase II { City of
Carlsbad