City Council Agenda Report
April 15, 2025
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: Glen W.C. Kau, P.E., Director of Public Services/City Engineer Mario Mera, Engineering Division Manager
Run Chen, Principal Civil Engineer
Andrew Del Carpio, Assistant Engineer
SUBJECT: PROJECT NO. 7938 (PREVIOUSLY PROJECT NO. 7920) - AWARD OF
CONTRACT - CONSTRUCTION AND CONSTRUCTION SUPPORT SERVICES
AND CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR LOCAL STREETS REHABILITATION PROGRAM - ZONES 4 AND 31,
ENGINEER'S REPORT NO. 25-05
Background:
On December 16, 2024, staff solicited for construction bids for the Local Streets Rehabilitation Project No. 7938. The project area is located within City Pavement Management Zones 4 and
31. The project work scope involves improvements to Asphalt Concrete pavement, cross gutters, curb and gutters, Americans with Disabilities Act curb ramps, signing, striping, loop detector replacements, and traffic control.
On January 23, 2025, the City received seven bids. Below are the following results:
Rank Contractors Amount
1 Kalban, Inc. $ 4,828,729.59
2 All American Asphalt $ 5,159,819.00
3 Sully-Miller Contracting Company $ 5,354,354.32 4 Sequel Contractors, Inc. $ 5,374,729.90
5 R.J. Noble Company $ 5,687,271.34
6 Excel Paving Company $ 6,179,326.64
7 Hardy & Harper, Inc. $ 7,136,000.00
City Council April 15, 2025
Project No. 7938 – Award of Contract Page No. 2
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The Engineer’s Estimate for the project is $6,045,194.00.
Staff reviewed the bids, evaluating accuracy, costs, experience, and references. As a result, staff recommends awarding the project to the apparent lowest responsible and responsive bidder, Kalban, Inc., based on their pricing and qualifications.
On February 7, 2025, the City advertised a Request For Proposal to acquire construction management and inspection services for the project. On March 10, 2025, the City received a total of 11 proposals with two of them being deemed non-responsive. Below are the list of firms:
Rank Firm
1 Southstar Engineering & Consulting, Inc.
2 Transtech Engineers
3 Onward Engineering
4 Ally Construction Services
5 Archico Design Build, Inc.
6 Fountainhead Consulting Corporation
7 LAE Associates, Inc.
8 SPECS Engineering Group
9 TKE Engineering, Inc.
10 Willdan Engineering
11 Z&K Consultants
Staff reviewed the proposals, evaluating accuracy, costs, experience, and references. As a result of review, staff recommend selecting Southstar Engineering & Consulting, Inc. to provide construction management and inspection services for this project.
Construction engineering support services will be provided by JMDiaz, Inc. (JMD), design engineer. Services provided are clarification/interpretation of construction documents; review and recommend approval of project required submittals; review and recommendations related to change orders; attend construction meetings (as needed); conduct a final site visit with the project team to verify completion of the work.
To date, one contract amendment to the JMD Agreement was issued to provide additional scope of work including additional design and supplemental design revisions subsequent to city pavement value engineering efforts. With the requested contract Amendment No. 2, the total contract value increases to $918,171.00 as shown below:
JMD Professional Services Agreement $ 754,350.00 PSA Amendment 1 $ 34,581.00
PSA Amendment 2 $ 137,042.00
Total Contract Amount $ 925,973.00
The following is an estimated cost breakdown of the estimated total project costs:
City Council April 15, 2025
Project No. 7938 – Award of Contract Page No. 3
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Construction Cost: $ 4,828,729.59
Contingency (15%): $ 724,309.44
CM & Insp. Services: $ 468,648.63
Design Support: $ 137,042.00
Total Estimated Cost: $ 6,158,729.66
From the award date, the estimated start date is May 2025, and the project has 90 working days to complete from issuance of the Notice to Proceed.
Fiscal Impact:
Project expenditures are funded through Fiscal Year 2024/25 approved/available California Senate Bill 1 Road Maintenance Rehabilitation Account and City Street Renovation Funds. No General Fund Monies are used for this project.
Citizens Advised:
N/A.
Strategic Plan 2023 Implementation:
The recommended action will further the City’s Strategic Plan Goal 2: Work in Partnership with Our Community to Achieve Safe and Livable Neighborhoods; Objective 1 - Re-invest in existing and aging infrastructure.
Recommended Action:
Staff recommends City Council:
a. award a contract to Kalban, Inc. in the amount of $4,828,729.59 for construction services; b. award a contract to Southstar Engineering & Consulting, Inc. in the amount of $468,648.63 for construction management services and inspection services; c. approve Amendment No. 2 to the agreement with JMDiaz, Inc. in the amount $137,042.00 to provide professional engineering services for design and construction support for Project No. 7938 (previously Project No. 7920 - Zones 4 and 31) for a total not to exceed contract amount of $925,973.00; and
d. authorize the City Manager to execute the contracts with Kalban, Inc. and Southstar Engineering & Consulting, Inc. any amendments up to the 15% contingency, provided there is funding in the budget and Amendment No. 2 with JMDiaz, Inc., on behalf of the City, in forms approved by the City Attorney.
Attachments:
1. Location Map
2. Contract Amendment No. 2