CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: November 1, 2022
To: Honorable Mayor and City Councilmembers
From: Mario Landeros, Interim City Engineer
Subject: Bodega Ave. Digouts and Repairs Project No. 2022-01 Bid Award Recommendation: City Council Award of Contract to Ghilotti Bros. Inc. for Bodega Ave. Digouts and Repairs Project No. 2022-01
Funding: Currently Budgeted: ___X____ Yes _______ No ______ N/A Account Code 70023-51-9901/Costs authorized $250,000 in City Approved Budget CIP#0518-22.02 ___AK_______ (verified by Administrative Services Department)
INTRODUCTION/PURPOSE:
This item is for City Council consideration of Award of Construction Contract to Ghilotti Bros. Inc. for Bodega Ave.
Digouts and Repairs Project No. 2022-01, authorization to City Manager to execute the contract and to approve contract change orders up to 10% of the contract award amount.
BACKGROUND:
Bodega Ave. Digouts and Repairs Project is CIP #0518-22.02 in the adopted Fiscal Year 2022-23 Capital Improvement Program (CIP). The Project is for maintenance work on Bodega Avenue to repair deteriorated pavement from High Street to Nelson Way and will involve removing delineated areas of deteriorated pavement by appropriate means including grinding the asphalt concrete to a minimum depth of six inches (6”) and filling with specified asphalt concrete hot mix to match the grade of existing adjacent pavement. This will result in a smoother, improved and water-tight surface over the existing road conditions. Existing pavement markings and striping that are removed during pavement removal will be replaced in kind.
The plans and specifications were prepared by engineering consultant Wood Rodgers and reviewed and approved by the City Engineer. A Notice of Exemption for the Project has been approved by the Planning Director and filed with the County Clerk.
Pursuant to City Purchasing Policy #89, as revised by City Council on April 5, 2022, the Project, valued at less than $200,000, may be let by informal bidding in accordance with the informal bidding procedures of the Uniform Public Construction Cost Accounting Act.
The estimated Project schedule is construction in late fall/early winter 2022 soon after executing the construction contractwith Ghilotti Bros. Inc. and completion by orsoon after end of December 2022. The work will be completing in advance of another (future) CIP project, Bodega Avenue Phase 1 Bike Lanes and Rehabilitation, that is planned for 2023. By performing the maintenance work in advance as planned, we anticipate having better and more competitive bid conditions for the future project, while having improved driving conditions on this section of Bodega Avenue in the interim.
DISCUSSION:
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City Council Meeting Packet for November 1, 2022
A notice inviting bids was issued in accordance with the informal bidding procedures of the Uniform Public Construction Cost Accounting Act and City Purchasing Policy #89, as revised by City Council on April 5, 2022. The City received four (4) bids and the lowest apparent and responsive bid was from Ghilotti Bros. Inc. in the amount of $198,788. The other bids received ranged from the apparent second low bid of $218,815 to a high bid of $289,820. A summary of the bids received can be found in Attachment 2.
The lowest bid is based on the Base Bid Schedule of specified bid items, estimated quantities, and fixed unit prices for the total bid amount of $198,815, without consideration of bid alternate prices included in the Proposal. A Bid Alternate Schedule is included in the Proposal for additive and deductive quantities of specified items for consideration after determination of the of the lowest apparent and responsive bid. In addition, Staff is requesting a 10% contingency to cover unforeseen conditions that may arise during the course of the work.
The bid from Ghilotti Bros. Inc.satisfiesthe bidding requirementsfor the project as described in the bid instructions.
There are no irregularities with the bid and no protests to the bid have been filed within the allowable time for filing such actions. Staff has verified that Ghilotti Bros. Inc. possesses the required license(s) and is otherwise qualified to complete the project.
GOALS:
This action supports the following City Council Goals and General Plan Actions:
• Goal 2 - Maintain, Improve and Invest in the City’s Infrastructure (Water, Sewer, Streets, Circulation, Parks, Storm Drains and Public Facilities).
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date.
FISCAL IMPACT:
The adopted Fiscal Year 2022-23 CIP budget includes $250,000 for project construction/inspection with funding source being from SB 1 Road Maintenance & Rehab Fund 217. The funding source currently have adequate funding for this contract award. The contract award, including contingency is $218,666 and is within the approved budget for Bodega Avenue Digouts and Repairs CIP #0518-22.02.
ENVIRONMENTAL ANALYSIS:
The proposed Bodega Ave. Digouts and Repairs Project involves the repair and maintenance of an existing public facility involving negligible or no expansion of use therefore is exempt pursuant to the California Environmental Quality Act (CEQA) Guidelines 15301(c). Existing Facilities in the contract and associated work are for maintenance and repairs to existing public street pavement.
RECOMMENDATION:
Staff recommends the Sebastopol City Council, by minute order:
1) Award a construction contract to Ghilotti Bros. Inc. in the amount of $198,788 for Bodega Ave.
Digouts and Repairs Project 2022-01,
2) Authorize the City Manager to execute the contract, and 3) Authorize the City Manager to approve contract change orders totaling up to 10% of the original contract amount.
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City Council Meeting Packet for November 1, 2022
Attachments:
1 Project Map
2 Bid Summary
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City Council Meeting Packet for November 1, 2022
Bodega Ave. Digouts and Repairs Project No. 2022-01
PROJECT LIMITS
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City Council Meeting Packet for November 1, 2022
gineer's Estimate
n Quantitymount Unit Price Cost Unit Price Cost Unit Price Cost Unit Price Cost 1 Mobilization, Bonds and Insurance LS 1 7,000.00 $ 7,000.00 $ 16,493.50 $ 16,493.50 $ 18,400.00 $ 18,400.00 $ 28,000.00 $ 28,000.00 $ 2 Traffic Control System LS 1 15,000.00 $ 15,000.00 $ 18,000.00 $ 18,000.00 $ 20,000.00 $ 20,000.00 $ 52,750.00 $ 52,750.00 $ 3 Water Pollution Control Program LS 1 2,474.00 $ 2,474.00 $ 6,700.00 $ 6,700.00 $ 6,200.00 $ 6,200.00 $ 2,500.00 $ 2,500.00 $ 4 Remove Asphalt Concrete Pavement SY 2098 19.25 $ 40,386.50 $ 19.25 $ 40,386.50 $ 30.00 $ 62,940.00 $ 35.00 $ 73,430.00 $ 5 Hot Mix Asphalt, Type A TON 735 176.50 $ 129,727.50 $ 181.00 $ 133,035.00 $ 180.00 $ 132,300.00 $ 180.00 $ 132,300.00 $ 6 Replace Striping & Pavement Markings, Paint LF 420 10.00 $ 4,200.00 $ 10.00 $ 4,200.00 $ 10.00 $ 4,200.00 $ 2.00 $ $ 840.00 TOTAL - BASE BID $ 244,040.00 $ 289,820.00
BASE BID SCHEDULE
$ 198,788.00 $ 218,815.00
ARGONAUT CONSTRUCTORS
Bodega Avenue Digouts and Repairs ProjectCITY OF SEBASTOPOLCONTRACT NO. 2022-01 Bid Opening: OCTOBER 25, 2022, 2:00PM PST
ITEM GHILOTTI BROS INC. TEAM GHILOTTI
NO. Description Unit
JV LUCAS PAVING
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City Council Meeting Packet for November 1, 2022