CITY OF MENIFEE
SUBJECT: Bid Award and Agreement with Copp Contracting, Inc. for Construction Services for the Fiscal Year 2023/2024 Slurry Seal Program Project
MEETING DATE: June 19, 2024
TO: Mayor and City Council
PREPARED BY: Diego Guillen, Senior Engineer
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Award bid and authorize the City Manager to execute a Contract Services Agreement with Copp Contracting, Inc. for construction services for the Fiscal Year (FY) 2023/2024 Slurry Seal Program Project, Pavement Management Program (PMP) Project No. 24-01, in a total not-to-exceed amount of $713,701.
DISCUSSION
The FY 2023/2024 Slurry Seal Program, PMP Project No. 24-01 (“Project”), would consist of resurfacing the existing roadway by applying slurry seal and cape seal to existing pavement, and removal and replacement of 18 existing non-compliant curb ramps. The Project would also include the removal and replacement of curb, gutter, cross gutters, striping, and signage. The Project would include two locations. The first location would be west of the Interstate 215 (I-215) freeway and north of McCall Boulevard. The second location would be west of the I-215 freeway and south of Newport Road.
On May 16, 2024, an electronic bid opening was held following the administration of a formal competitive bid process for construction services for the Project. The bid opening resulted in the receipt of four bid submissions with one bid coming in an amount less than the Engineer’s Estimate, as summarized in Table 1 on the following page.
City of Menifee Staff Report
PMP 24-01 Copp Contracting, Inc. Bid Award
June 19, 2024
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TABLE 1 – BID RESULT SUMMARY
Firm Name Total Base Bid Amount Lowest and Responsible Bidder Engineers Estimate $807,400.00
Copp Contracting, Inc. $713,701.00 X
Pavement Coatings, Inc. $999,631.50
All American Asphalt, Inc $1,070,608.00
Roy Allan Slurry Seal, Inc $1,309,592.00
Staff reviewed the lowest bid and determined that Copp Contracting, Inc. met the requirements for recommendation as the lowest responsive and responsible bidder. The total cost for construction services with Copp Contracting, Inc. is $713,701. Construction management and inspection services would be provided by City staff, and ancillary services, such as labor compliance and materials testing, would be procured separately.
The total estimated construction cost is $800,782, which includes construction services, ancillary services such as labor compliance and materials testing, as well as other unforeseen costs that may arise during construction.
If approved by the City Council, the tentative Project schedule would be as follows:
Construction Start: July 2024
Construction End: August 2024
City Council Acceptance: September 2024
The timeline above assumes no delays due to weather or unforeseen conditions.
Environmental Impact
The proposed Project has been determined to be Categorically Exempt under the California Environmental Quality Act (“CEQA”) and CEQA Guidelines, Section 15301, Existing Facilities.
Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Class 1 includes the following example of a Project that would be exempt under this section: (c) [minor alterations to Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety), and other alterations such as the addition of bicycle facilities, including but not limited to bicycle parking, bicycle-share facilities and bicycle lanes, transit improvements such as bus lanes, pedestrian crossings, street trees, and other similar alterations that do not create additional automobile lanes. The Project is for the minor maintenance of an existing paved road for public safety, all within the existing City right-of-way (“ROW”). No additional traffic lanes will be created by the Project. The proposed Project is the minor alteration of an existing public facility (“City Street”) involving a negligible expansion of the existing use. The Project is exempt per Section 15301.
The proposed Project is also exempt under the general rule that CEQA applies only to Projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA (Section 15061(b)(3)). There is no City of Menifee Staff Report
PMP 24-01 Copp Contracting, Inc. Bid Award
June 19, 2024
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possibility that the activity in question would have a significant effect on the environment because the proposed Project is occurring in an area that is heavily disturbed and is not environmentally sensitive.
The amount of the proposed Contract Services Agreement exceeds the City Manager’s signing authority. Pursuant to Menifee Municipal Code §3.12.040, any contract amount that exceeds the City Manager’s signing authority shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Connectivity and Mobility
FISCAL IMPACT
The fiscal impact of the proposed Contract Services Agreement is not to exceed $713,701.
Funding for the proposed Contract Services Agreement with Copp Contracting is available within the FY 2023/2024 budget, as summarized in Table 2 below.
TABLE 2 – FY 2023/2024 EXISTING PROJECT BUDGET
Fund Account Number Available Budget Anticipated Cost
Measure DD 105-4555-58011 $274,976.59 $274,976.59
Gas Tax 200-4555-58011 $3,834.67 $3,834.67
Measure A 220-4555-58011 $521,971.07 $434,889.74
TOTALS $800,782.33 $713,701.00
No additional budget appropriation action(s) is required.
ATTACHMENTS
1. Project Location Map
2. Agreement – Copp Contracting, Inc.