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Agenda Report
December 16, 2024
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT
WITH ALL AMERICAN ASPHALT FOR THE ANNUAL CITYWIDE
STREET RESURFACING AND ADA IMPROVEMENT PROGRAM FISCAL
YEAR 2025 PROJECT FOR AN AMOUNT NOT TO EXCEED $ 8,878,032 RECOMMENDATION:
It is recommended that the City Council:
1. Find the contract proposed herein to be categorically exempt under the California Environmental Quality Act (CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1, - Existing Facilities, and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances; and
2. Authorize the City Manager to award contract to lowest and best bid dated November 21, 2024 submitted by All American Asphalt in response to the plans and specifications for the Annual Citywide Street Resurfacing and ADA Improvement Program, FY 2025 Project, and authorize the City Manager to enter into a contract for an amount not-to-exceed $8,878,032 which includes the base contract amount of $7,720,028 and a contingency of $1,158,004 to provide for any necessary change orders.
BACKGROUND:
The City's annual street resurfacing projects are a key component of the Pavement Management Program (PMP). Street segments selected for resurfacing are based on a citywide survey and pavement condition assessment, which is conducted every five to seven years. The original PMP was completed in 2019, and an updated version is expected to be available in early 2025. This assessment forms the foundation of the City's PMP, which systematically evaluates and analyzes data to generate a Pavement Condition Index (PCI) rating for each street segment. Based on this data, a five-year resurfacing priority list is developed, incorporating various factors to ensure that treatments are applied at the optimal time, maximizing the efficient use of funds. In MEETING OF12/16/2024AGENDA ITEM NO.8
Contract Award for Annual Citywide Street Resurfacing and ADA Improvement Program FY2025 December 16, 2024
addition, staff conduct site inspections and perform in-situ materials testing before finalizing the annual resurfacing list.
This contract includes the resurfacing of approximately 10 centerline miles of asphalt pavement, primarily through asphalt overlay. In addition to the resurfacing work, the project may involve other improvements on each street segment, such as the removal and reconstruction of damaged concrete curbs, gutters, sidewalks, and curb ramps; adjustment of existing utility manholes; replacement of traffic signal loop detectors; installation of raised pavement markers; and other related work. A list of the streets to be resurfaced under this contract, along with a location map, is provided in Attachment A.
The Department of Public Works prepared plans and specifications for the subject contract. Bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. On October 31, 2024, a Notice Inviting Bids for the Annual Citywide Street Resurfacing and ADA Improvement Program, FY 2025 Project was published in the Pasadena Press as well as posted on OpenGov Procurement. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 39 vendors downloaded the contract documents, none were local vendors. A total of three bids were received by the bid opening date.
Following advertising, bids were received on November 21, and are as follows:
Bidder Base Bid + All Additive Alternates
1. All American Asphalt, Corona
2. Toro Enterprises, Inc., Oxnard
3. Nationwide Contracting Services, Inc. dba
Nationwide General Construction Services,
Huntington Beach
$ 7,720,028
$ 7,720,250
$ 11,264,837
Engineer's Estimate$ 8,000,000
The lowest bid received is four percent below the Engineer's Estimate.
This project bid package included a "base bid" scope of work and three "additive alternate bids" for additional work which can be awarded as pricing and project budget allows. Under this arrangement, a conservatively estimated portion of work was compiled as a "base project". Three additional resurfacing locations were then added to the project such that bidders provided bid prices for each of the additional locations.
The basis of award for the lowest and best bidder is determined by the sum of the"base bid" plus all "additive alternates" ensuring bidders bid their best price regardless of the combination of alternates awarded. Based on the bids received and the project's budget, staff is recommending the award of the base bid scope of work plus all three of the additive alternates.
Contract Award for Annual Citywide Street Resurfacing and ADA Improvement Program FY2025 December 16, 2024
It is recommended that All American Asphalt be awarded the contract for this project as they are the lowest and best bidder. The proposed contract with All American Asphalt fully complies with the Competitive Bidding and Living Wage Ordinances. In addition, the proposed contract fully complies with the Prevailing Wage Law (Senate Bill 7) per Resolution 9406 adopted by the City Council on December 14, 2014. The contractor has indicated that the awarding of this contract will result in no new hires to the present workforce. In accordance with the Local Preference provisions of the contract, the contractor is encouraged to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions generated from this contract.
All American Asphalt has previously performed work for the City on the Annual Citywide Street Resurfacing and ADA Improvement Program FY 2020 project for $5,607,000 and is currently performing work on the Annual Citywide Street Resurfacing and ADA Improvement Program FY 2023/2024 for $3,901,453. Staff has confirmed the contractor's license and their Department of Industrial Relations status is in good standing. The contractor received favorable reference checks from other agencies.
The contract for this project will be set as follows:
Base Bid Plus All Additive Alternates
Contingency Allowance
Contract Not-to-Exceed Amount
$ 7,720,028
$ 1,158,004
$ 8,878,032
A contingency of 15 percent is allocated to this contract to address any unforeseen conditions and resurface additional streets as the budget allows. It is anticipated that construction will begin in April 2025 and be completed in September 2025.
COUNCIL POLICY CONSIDERATION:
This project is consistent with the City Council's goals to improve, maintain and enhance public facilities and infrastructure, and to improve mobility and accessibility throughout the City. It also supports the Public Facilities Element of the General Plan by maintaining public facilities to enhance the quality of life of the community.
ENVIRONMENTAL ANALYSIS:
The contract award has been determined to be categorically exempt under the CEQA Guidelines in accordance with Title 14, Chapter 3, Article 19, Section 15301, Class 1, minor alterations of existing public facilities involving negligible or no expansion of use beyond that previously existing at the time of the lead agency's determination. There are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances.
Contract Award for Annual Citywide Street Resurfacing and ADA Improvement Program FY2025 December 16, 2024
FISCAL IMPACT:
The total cost of this contract including contingency is $8,878,032 and the total cost of this action is $9,318,032. Funding for this action will be addressed by the utilization of budgeted sources from the Annual Citywide Street Resurfacing and ADA Improvement Program FY 2025 (73944) CIP project; Parking Lot Improvements at City Facilities FY 2024-2028 (71927) CIP project; and Pasadena Water and Power Customer Driven - Mains, Meters, and Ser/ices (1082) account for the following amounts:
ProjectBudget
Citywide Street Resurfacing Program FY 2025 (73944) $ 9,132,620 Parking Lot Improvements at City Facilities FY 2024-2028 $ 108,812 (71927)
Customer Driven - Mains, Meters, and Services (1082) $ 76,600 Total Project Funds$9,318,032
It is anticipated all costs will be expended in FY 2025 and FY 2026. The following table represents a project summary.
Base Bid Plus All Additive Alternates $ 7,720,028
Contingency $1,158,004
Contract Administration/lnspection/Materials Testing $ 440,000 Total Fiscal Impact$9,318,032
Respectfully submitted,
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DEVINCK/P.E.GREG
Director of Public Works
Prepared by:
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Br/eh/t^laue,P.E."
Acting City Engineer
Approved by:
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loyef. MAF
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Mioyef. MARQUEZ
City Manager
Attachment A - Annual Citywide Street & ADA Improvement Program - Fiscal Year 2025 Location Map