PAS^b^0
^^^
-7 0
•d *
(0 z
CD 0<» 0
-^f^ ^^ 0^: •f-ffeo
Agenda Report
June 16, 2025
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE THE CIPif MANAGER TO ENTER INTO A CONTRACT
WITH ALL AMERICAN ASPHALT FOR THE IMPROVEMENTS AT THE
CITY YARD FACILITY - NORTHEAST PARKING LOT
RECONSTRUCTION FOR AN AMOUNT NOT TO EXCEED $451,781
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) Guidelines in accordance with 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 classes and, therefore, there are no unusual circumstances; and
2. Award contract to lowest and best bid dated May 12, 2025 submitted by All American Asphalt in response to the plans and specifications for the Improvements at City Yard Facility - Northeast Parking Lot Reconstruction project and authorize City Manager to enter into a contract for an amount not to exceed $451,781 which includes the base contract amount of $376,484 and a contingency of $75,297 to provide for any necessary change orders.
BACKGROUND:
This project is located at the City Yard Facility, 233 West Mountain Street, and focuses on improvements to the parking lot on the northeast side of the site.
Phase One, previously awarded under a separate contract to Ramona, Inc. for an amount not to exceed $1 11,875, includes the installation of a new 6-inch sanitary sewer lateral to the existing clarifier system. This work is anticipated to be completed in June 2025.
Phase Two, included as part of this contract award, will include reconstruction of the northeast parking lot, widening of the existing car wash area, installation of cross gutters to improve drainage, and reconstruction of the driveway approach.
MEETING OF__6/16/2_025_AGENDA ITEM NO.,1
Contract Award for Improvements at City Yards Facility - Northeast Parking Lot Reconstruction Project June 16, 2025
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 April 17, 2025, a Notice Inviting Bids for the City Yard Facility - Northeast Parking Lot Reconstruction 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 58 vendors downloaded the specifications, two local. A total of six bids were received by the bid opening date, none from local vendors. Two bids received were determined to be non-responsive as they did not comply with the mandatory requirements of the solicitation.
Following advertising, bids were received on May 12,2025,and are as follows:
BidderBase Bid
1. All American Asphalt, Corona
2. Hardy and hlarper, Inc., Lake Forest
3. Onyx Paving Company, Inc., Anaheim
4. Axiom Group, Los Angeles
5. Geronimo Concrete, Inc., Los Angeles
6. Azas Engineering, Inc., Glendale
Engineer's Estimate
$376,484
$453,000
$494,000
$499,480
Non-responsive
Non-responsive
$390,000
The lowest and best bid received is within three percent of the Engineer's Estimate.
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 performed satisfactory work as a contractor for the City on paving and resurfacing-related projects for a total amount of $18.9 million over the past 11 years. Staff has confirmed the contractor's license and verified their Department of Industrial Relations status is in good standing.
Contract Award for Improvements at City Yards Facility - Northeast Parking Lot Reconstruction Project June 16, 2025
The contract for this project will be set as follows:
Base Bid
Contingency Allowance
$376,484
$75,297
Contract Not-to-Exceed Amount$451,781
A contingency of 20 percent is allocated to this contract to given possible unforeseen conditions that may be encountered in performance of the contract work. It is anticipated that construction will begin in September 2025 and be completed in October 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 California Environmental Quality Act (CEQA) Guidelines in accordance with Title 14, Chapter 3, Article 19, Section 15301, Class 1 - Existing Facilities. Class 1 consists of minor alterations of existing facilities involving negligible or no expansion of use. There would be no expansion of use of the parking lot as a result of the project. There are no features that distinguish this project from others in the exempt class and therefore, there are no unusual circumstances.
Contract Award for Improvements at City Yards Facility - Northeast Parking Lot Reconstruction Project June 16, 2025
FISCAL IMPACT:
The cost of this contract including contingency is $451,781 and the total cost of this action will be $501,781. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Improvements at City Yards Facility (71928) CIP project. It is anticipated all costs will be expended in FY2026. There is no impact to the General Fund.
The following table represents a project summary.
Base Bid $ 376,484
Contingency $ 75,297
Contract Administration/lnspection/Materials Testing $ 50,000 Total Fiscal Impact$ 501,781
Respectfully submitted,
^^
GREG[SEVINCK,P.E.
Director of Public Works
Prepared by:
^/f^ AA
Brent Maue, P.E.
Acting City Engineer
Approved by:
^^^Dr^
IWGOEL MARQUEZ
City Manager