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Placentia Cit Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE JULY 19, 2022
SUBJECT: APPROVAL OF PLANS AND SPECIFICATIONS AND AWARD OF
CONSTRUCTION CONTRACT TO ALL AMERICAN ASPHALT FOR THE FISCAL YEAR 2021-22 ROADWAY REHABILITATION PROJECT, CITY PROJECT NO. 1201
FISCAL
IMPACT: EXPENSE: $6,13T859
$5,449,254
$ 544,925
$ 143,680
AVAILABLE
BUDGET: $6.137.860
$ 603,876
$ 272,900
$ 500,000
$ 950,000
$3,105,000.
$ 90,000.
$ 332,000.
$ 284,084.
.62 TOTAL CONSTRUCTION COST
.20 CONSTRUCTION CONTRACT AMOUNT
.42 CONSTRUCTION CONTINGENCY AMOUNT
.00 CONSTRUCTION MANAGEMENT/INSPECTION
COSTS
. 00 TOTAL PROJECT BUDGET
.00 FISCAL YEAR 2021-22 CIP BUDGET (181201-6740)
.00 FISCAL YEAR 2021-22 CIP BUDGET (601201-6740)
.00 FISCAL YEAR 2022-23 CIP BUDGET (181201-6740)
. 00 FISCAL YEAR 2022-23 CIP BUDGET (601201-6740)
00 FISCAL YEAR 2022-23 CIP BUDGET (791201-6740)
00 SEWER ENTERPRISE FUND (481201-6740)
00 CITY OF ANAHEIM SHARE (331201-6740)
00 SB 1/RMRA FUND BALANCE (601201-6740)
SUMMARY:
The Scope of the Fiscal Year ("FY") 2021-22 Roadway Rehabilitation Project entails the rehabilitation of number of arterial, collector, and residential streets totaling 1.3 million square feet of roadways. In general, the work consists of pavement reconstruction; replacement of damaged sidewalk, curb, and gutter; and new signing, striping, markings, and pavement legends. The location and limits of the work include Orangethorpe Avenue (West of Jefferson Street to West of Lakeview Avenue) and Yorba Linda Boulevard (Bradford Avenue to Palm Drive) in addition to several collector and residential streets south of Orangethorpe Avenue (between Jefferson Street and Lakeview Avenue). (Attachment No. 3)
The City solicited competitive bids for the project. A total of three (3) bids were received for this project on July 7, 2022. The low bid received from All American Asphalt was found to be the lowest responsive and responsible bid received. Staff recommends that City Council award a construction contract to All American Asphalt ("All American") in the amount of $5,449,254.20.
1.f.
July 19, 2022
City Council Agenda
July 19, 2022
This bid also includes an active alternate bid item for protecting the fiber network that was recently installed by SiFi Network. The bid amount received for protecting the fiber lines will be billed to SiFi to cover this cost. In addition to the construction cost, a ten percent (10%) construction contingency amount of $544,925.42 is provided to cover any unforeseen conditions found during construction. The total construction contract cost including contingency amounts is $5,994,179.62.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the Engineered Plans and Specifications prepared by KOA Engineering for the FY 2021-22 I Roadway Rehabilitation Project No. 1201; and
2. Approve a Public Works Agreement with All American Asphalt for the FY 2021-22 Roadway Rehabilitation Project in the amount of $5,449,254.20; and
3. Reject all other bids received and authorize return of the bid bonds; and
4. Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the contract amount, or $544,925.42, for a total construction contract not -to - exceed amount of $5,994,179.62; and
5. Approve a Cooperative Agreement with the City of Anaheim for the construction cost for Anaheim's share of the project that is estimated to be $332,000, with the final cost to be based on the actual bid received and final construction contract costs; and
6. Approve Resolution No. R-2022-48, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2022-23 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
7. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
DISCUSSION:
The Scope of Work for the Fiscal Year 2021-22 Roadway Rehabilitation Project includes a number of arterial, collector, and residential streets and entails pavement reconstruction; replacement of damaged sidewalks, curb, and gutter; new signing, striping, markings, and pavement legends. A total of 1.3 million square feet of roadways will be rehabilitated as part of this project and once completed, the City's pavement condition index is expected to increase to 78.
On July 7, 2022, the City received three (3) bids from contractors to construct the project. The following table provides the total bid amounts received from each contractor:
City Council Agenda
July 19, 2022
Contractor Bid Amount
All American Asphalt $5,449,254.20
R J Noble Company $5,572,000.00
Excel Paving $6,984,246.00
After reviewing the bids, it was determined that All American Asphalt submitted the lowest responsible bid. Staff reviewed and analyzed their bid proposal, and it was found to be responsive and valid. Based on All American's reference check, submitted bid and City Staffs experience working with All American on similar projects in the past, Staff recommends awarding a construction contract to All American Asphalt for the FY 2021-22 I Roadway Rehabilitation Project.
FISCAL IMPACT:
The total construction cost for the Fiscal Year 2021-22 Roadway Rehabilitation Projects amounts to $6,137,859.62. This cost consists of the bid amount submitted by All American Asphalt in the amount of $5,449,254.20, a construction contingency in the amount of $544,925.42, and a Construction Management/Inspection contract with H R Green in the amount of $143,680.
Funding for this project is supported by numerous sources as outlined below:
i Funding Source Amount
1 FY21/22 Measure M Funds $603,876
1 FY21/22 RMRA Funds $272,900
FY22/23 Measure M Funds $500,000
FY22/23 RMRA Funds $950,000
FY22/23 Measure U Funds $3,105,000
1 FY22/23 Sewer Enterprise Funds* $90,000
City of Anaheim's Project Share $332,000
RMRA Fund Balance* $284,084
Total $6,137,860
*Approval of Resolution R-2022-48 is recommended to allocate funds from the Sewer Enterprise Funds to this project to fund sewer manhole grade adjustments performed as part of this project as well as to appropriate additional funds from existing RMRA fund balance to support the cost of the project.
City Council Agenda
July 19, 2022
Prepared by:
/7
Mason e•a i, P.E.
City E gineer
Luis Estevez
Deputy City Administrator
Reviewed and approved:
Jennif6r Lampman
Director of Finance
Reviewed a d appved:
Damien R. Arrula
City Administrator
Attachment:
1. Agreement with All American Asphalt
2. Cooperative Agreement with City of Anaheim
3. Project Area Map
4. Budget Amendment Resolution -R-2022-48