Fremont City Council Meeting: 04/18/23 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4841) DOC ID: 4841
Updated: 4/11/2023 3:57 PM by Alberto Quintanilla Page 1 2023 PAVEMENT REHABILITATION PROJECT - Approve Plans and Specifications, Accept Bid Withdrawal of Low Monetary Bidder and Award a Contract to O’Grady Paving, Inc. in the Amount of $4,134,501.63 (Including 5% Contingency) for the 2023 Pavement Rehabilitation Project (PWC8234-W); Make Findings of CEQA Exemption.
Contact Persons:
Name: Edward Nakayama Hans Larsen
Title: Senior Civil Engineer Public Works Director
Div/Dept: Public Works Public Works
Phone: 510-494-4775 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to initiate the construction of a project to perform pavement rehabilitation work on approximately 10 miles of streets including portions of Stevenson Boulevard, Grimmer Boulevard, Paseo Padre Parkway, and Cushing Parkway.
BACKGROUND: The City’s Public Works Engineering and Street Maintenance divisions jointly monitor the pavement condition of all streets and annually perform two types of pavement treatments:
• Preventive maintenance treatments – Treatments include cape seals, slurry seals, and crack seals, which involve the application of sealant materials over pavements to extend the pavement life at a relatively low cost. • Rehabilitation treatments – Treatments include pavement overlays and pavement base repairs, which involve the replacement of all or portions of pavements at a relatively high cost.
Base repairs are performed on targeted areas of severe pavement distress and involve the dig-out and replacement of existing pavement with new asphalt. Roadways receiving only base repairs will often receive a preventive maintenance surface treatment in a subsequent project to produce a finished appearance. Asphalt overlays either replace or add a layer of asphalt to a street segment, up to the entire width and length of the street. An overlay is normally recommended for streets that have extensive pavement distresses that cannot be addressed through preventive maintenance surface treatments. Overlay work may also be combined with base repairs to address streets with both extensive and severe pavement distresses.
DISCUSSION/ANALYSIS:
Pavement Rehabilitation Project: The proposed project will perform pavement rehabilitation treatments to 19 street segments, consisting of approximately 10 centerline miles of roadway and covering 2.4 million square feet of pavement surface. A project web page has been created to present a map and a list of locations.
Council Staff Report (ID # 4841) Meeting of April 18, 2023 Updated: 4/11/2023 3:57 PM by Alberto Quintanilla Page 2 Bid Results: Bids were received on March 21, 2023. The bidders with their respective bid amounts are shown below. The Engineer’s Estimate is $3,700,000.
Bidder Bid Amount
1. Radius Earthwork, Inc. $3,505,055.00 *
2. O’Grady Paving, Inc. $3,937,620.60 *
3. DRYCO Construction, Inc. $4,566,721.85
*Mathematically corrected bid
Bid Withdrawal: The low monetary bidder, Radius Earthwork, Inc. submitted a bid proposal withdrawal within the applicable time period claiming a material error under Public Contract Code Section 5100 et seq., and Fremont Municipal Code Section 3.20.200 (d). The bidder alleges it made a mathematical and clerical error for their traffic control bid item in their bid proposal. After reviewing the bidder’s request and submitted backup documentation, staff confirmed the error made in the bid proposal and recommends that the City Council accept the bid withdrawal and award the contract to the second low bidder O’Grady Paving, Inc.
O’Grady Paving, Inc. is a responsible bidder and all documents are in order. The contractor is experienced in this type of work and has satisfactorily completed contracts of similar nature with the City and other public agencies.
Project Costs and Funding:
Estimated Project Costs:
Construction Contract – Second Low Bid $ 3,937,620.60
Construction Contract Contingency $ 175,000
Construction Inspection and Administration $ 300,000
Construction Materials Testing $ 80,000
TOTAL ESTIMATED PROJECT COSTS $4,492,620.60
Source of Funding:
PWC8234-134 SB1 – RMRA State Gas Tax 2030 $ 4,070,000** PWC8234-136 HUTA State Gas Tax $ 12,000**
PWC8234-501 Capital Improvements Fund $ 5,000
PWC8234-502 Capital Projects-Outside Source $ 9,000**
PWC8234-515 ACTC Measure BB $ 400,000**
TOTAL FUNDS AVAILABLE $ 4,496,000
**Amounts adjusted by City Council action on 3/14/23, Agenda Item 2C
Based on the contract amount and project cost estimates, there are sufficient funds budgeted for this project. Any remaining local and state funds not used for this project will be used for subsequent pavement projects.
Traffic Control: Due to the size and scope of this project, City residents and the traveling public will experience some inconvenience during construction. To minimize exposure of vehicles to the work, staff and the contractor will limit access and use of the roadways during construction. One or more lanes are expected to be closed to traffic in order to Council Staff Report (ID # 4841) Meeting of April 18, 2023 Updated: 4/11/2023 3:57 PM by Alberto Quintanilla Page 3 perform the pavement work. To mitigate the impact of traffic delays on the public, the contractor is required to prepare traffic control plans. City staff will review and approve all traffic control plans prior to construction and will monitor traffic control work during construction to minimize the impact to the public. Nearby businesses and residences will also receive notices informing them of the work and any parking restrictions that may be implemented. The contractor will be required to post signs for parking restrictions on project streets no less than 72 hours before the start of work. During construction, electronic changeable message boards as well as temporary construction signs will be positioned in advance of the construction work zone at major cross streets alerting the public of the roadwork ahead and potential delays. For locations near schools the contractor will be required to perform the work when school is either not in session or during periods outside of the peak hours when the school pick up or drop off is occurring.
FISCAL IMPACT: The pavement rehabilitation work on public streets is funded by the Pavement Rehabilitation account (PWC8234). This funding source was appropriated for this purpose through the Capital Improvement Program process.
ENVIRONMENTAL REVIEW: This project is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15301 as the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of use beyond that presently exists. It is further exempt under CEQA Guidelines, Section 15302, as a reconstructed structure that will have substantially the same purpose and capacity as the structure replaced.
ATTACHMENTS: None.
WEB LINK: fremont.gov/government/departments/public-works/public-works-projects
RECOMMENDATION: Approve the following actions related to the 2023 Pavement Rehabilitation Project (PWC8234-W):
1. Find this project exempt from environmental review pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15301 (repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of use beyond that presently existing) and Section 15302 (replacement or reconstruction of existing structures/facilities).
2. Approve the plans and specifications for the project.
3. Accept the bid withdrawal from low monetary bidder.
4. Accept the bid and award the construction contract to the lowest responsive and responsible bidder, O’Grady Paving, Inc. in the amount of $3,937,620.60, plus a 5% construction contingency in the amount of $196,881.03, for a total construction contract amount of $4,134,501.63, and authorize the City Manager to execute the contract.