CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: May 16, 2023
To: Honorable Mayor and City Councilmembers
From: Mario Landeros, City Engineer
Subject: Bodega Avenue Bike Lanes and Rehabilitation Phase 1, Contract No. 2023-01 Bid Award Recommendation: City Council Award of Contract to Argonaut Constructors, Inc. for Bodega Avenue Bike Lanes and Rehabilitation Phase 1, Contract No. 2023-01
Funding: Currently Budgeted: ___X____ Yes _______ No ______ N/A Account Code/Costs authorized in City Approved Budget (if applicable) ___AK_______ (verified by Administrative Services Department) Measure M Transportation 201, Pavement Fund 123 (federal OBAG2 grant) (See “Fiscal Impact” section for details.)
INTRODUCTION/PURPOSE
This item is for City Council consideration of Award of Construction Contract to Argonaut Constructors, Inc. (Argonaut) for Bodega Avenue Bike Lanes and Rehabilitation Phase 1 (“Project”), Contract No. 2023-01, waive the irregularity in the submitted bid, authorization to City Manager to execute the contract and to approve contract change orders up to 10% of the contract award amount.
BACKGROUND
The Project, Bodega Avenue Bike Lanes and Rehabilitation Phase 1, is Capital Improvement Program (CIP) Project #0513-74.09 in the adopted Fiscal Year 2022-23 CIP Budget. The Project proposes pavementresurfacing, pedestrian safety improvements at street intersections, which include crosswalk enhancements and ADA-compliant curb ramps, installing bike lanes and shared bikeways. In the CIP the Project limits are described as High Street to Robinson Rd/Nelson Way. See Attachment 1 for the location map.
As is noted above, the Project limits according to the CIP are from High St. to Robinson Rd./Nelson Way. Due to funding constraints and the uncertainty of bidding environment at the time of bid, the Project was set up to include the “Base Bid Schedule” (Base Bid) for items of work from High St. to Robinson Rd., as well an “Additive Alternate Bid Schedule” (Alternate Bid) for the work from Robinson Rd. to Nelson Way. The bid documents clearly state the basis for determining the lowest bid is, “…the lowest bid price on the BASE BID SCHEDULE without consideration of the prices on the ADDITIVE ALTERNATE BID SCHEDULE”. By setting up the bid in this manner, the construction contract may be awarded for the Base Bid amount and the Council may approve the Alternate Bid amount to include Robinson Rd. to Nelson Way, pending available funds.
The Project is estimated to start construction in June 2023 with a duration of approximately four (4) months with completion in Fall 2023.
DISCUSSION
At its regular meeting on February 21, 2023, the City Council approved the Plans and Specifications and authorized to bid the Project. A notice inviting bids was issued in accordance with the Public Contract Code. The City received four (4) bids and the lowest apparent and responsive Base Bid was from Argonaut in the amount of $892,585. The other bids received ranged from the apparent second low base bid of $997,141 to a high base bid of $1,131,700.
A summary of all bids received can be found in Attachment 2.
Agenda Item Number: 4 Agenda Item Number: 4
City Council Meeting Packet of May 16, 2023
There was a minor irregularity with the Argonaut bid however, no proteststo the bid were filed within the allowable time for filing such actions as specified in the Information for Bidders, and therefore staff recommends that Council waive the minor irregularity. During the bid period an addendum was issued that included statements instructing a copy of signed addendum be included with the bid and any bid submitted without the signed addendum “may be considered non-responsive and may be rejected”. The purpose of the addendum was for revising the bid schedules.
Argonaut did not attach the addendum signature page as specified, but otherwise submitted the revised bid schedules. Notwithstanding the minor irregularity the Argonaut bid satisfies the bidding requirements for the project as described in the bid documents. Staff has verified that Argonaut possesses the required license(s) and is otherwise qualified to complete the project. The City Attorney has reviewed the irregularity as stated in this paragraph and agrees with waiving the irregularity.
The lowest Base Bid for specified bid items is the product of estimated quantities and fixed unit prices for the total recommended construction contract amount of $892,585. The Alternate Bid item submitted by Argonaut for the segment between Robinson Road and Nelson Way is $101,190, for a total bid of $993,775 for both the base bid and alternate bid. A contingency of up to ten percent (10%) of the total contract amount, or $99,377, is recommended for covering unforeseen conditions that may arise during the work.
There is sufficient funding in the adopted FY 20232-23 CIP budget of $1,235,000 to accommodate the base bid, the alternate bid, a 10% contingency for potential contract change orders, and $141,500 for inspection and project management as summarized in Table 1 below.
Table 1: Construction Cost Summary
Construction Contract $993,775.
Contingency (10%) $99,377.
Inspection and Project Management $141,500.
Total $1,234,652.
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).
ENVIRONMENTAL REVIEW
The Project occurs within existing right of way and involves the repair and maintenance of existing public facilities with negligible or no expansion of use, and the addition of bicycle facilities including bicycle-sharing and bicycle lanes, and pedestrian crossings, and therefore is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines 15301(c), 15304(f) and 15304(h). A Notice of Exemption prepared for the Project has been approved by the Planning Director and filed with the County Clerk.
In addition, in accordance with Federal Highway Administration (FHWA)requirements for use federal highway funds the Project must follow the National Environmental Policy Act (NEPA) and other applicable federal environmentally related laws. Pursuant federal code and agreement with the FHWA, Caltrans carried out its responsibility and determined the Project is a Categorical Exclusion under Title 23 of the Code of Federal Regulations, Section 771.117(c)(26), which includes activities of modernization of a highway by resurfacing, restoration, rehabilitation, reconstruction, adding shoulders, or adding auxiliary lanes.
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 Agenda Item Number: 4
Agenda Item Number: 4
City Council Meeting Packet of May 16, 2023
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. A condition of the City receiving and using Measure M Transportation funds for this Project, the Contractor will be required to post an informational board at the Project site during construction stating that Measure M is used to fund the Project.
FISCAL IMPACT
The adopted Fiscal Year 2022-23 CIP budget includes a combined amount of $1,235,000 for the construction, inspection, construction/project management in Measure M Transportation Fund, and Pavement Fund (federal OBAG2 grant).
RECOMMENDATION
Staff recommends the Sebastopol City Council, by minute order:
1. Award a construction contract to Argonaut Constructors, Inc., for the base bid and alternate bid in the amount of $993,775.00,
2. Waive the irregularity in the submitted bid,
3. Authorize the City Manager to execute the construction contract, and
4. Authorize the City Manager to approve contract change orders totaling up to 10% of the original contract amount for Bodega Avenue Bike Lanes and Rehabilitation Phase 1, Contract No. 2023-01.
Attachments:
1 Project Map
2 Bid Summary
Agenda Item Number: 4
Agenda Item Number: 4
City Council Meeting Packet of May 16, 2023
BODEGA AVENUE BIKE LANES AND REHABILITATION PHASE 1
PROJECT NO. 2023-01
Agenda Item Number: 4
Agenda Item Number: 4
City Council Meeting Packet of May 16, 2023
ITEM
NO.
Description Quantity Unit Unit Price Cost Unit Price Cost Unit Price Cost Unit Price Cost
BASE BID SCHEDULE
1 Mobilization, Bonds and Insurance 1 LS 77,750.00$ $ 77,750.00 31,000.00$ $ 31,000.00 41,000.00$ $ 41,000.00 49,000.00$ $ 49,000.00 2 Clearing and Grubbing 1 LS 18,000.00$ $ 18,000.00 49,000.00$ $ 49,000.00 1,800.00$ $ 1,800.00 5,000.00$ $ 5,000.00 3 Traffic Control System 1 LS 45,000.00$ $ 45,000.00 53,506.40$ $ 53,506.40 28,800.00$ $ 28,800.00 75,000.00$ $ 75,000.00 4 Water Pollution Control Program 1 LS 6,500.00$ $ 6,500.00 6,750.00$ $ 6,750.00 7,180.00$ $ 7,180.00 3,000.00$ $ 3,000.00 5 Roadway Excavation 580 CY 91.00$ 52,780.00 $ 90.00$ 52,200.00 $ 130.00$ 75,400.00 $ 140.00$ 81,200.00 $ 6 Remove Concrete 54 CY 1,300.00$ $ 70,200.00 1,330.00$ $ 71,820.00 675.00$ 36,450.00 $ 800.00$ 43,200.00 $ 7 Hot Mix Asphalt, Type A 1,820 TON 145.00$ 263,900.00 $ 160.00$ 291,200.00 $ 200.00$ 364,000.00 $ 230.00$ 418,600.00 $ 8 Class 2 Aggregate Base 430 CY 65.00$ 27,950.00 $ 155.00$ 66,650.00 $ 135.00$ 58,050.00 $ 160.00$ 68,800.00 $ 9 Cold Plane Asphalt Concrete Pavement 8,600 SY 6.00$ 51,600.00 $ 8.00$ 68,800.00 $ 6.00$ 51,600.00 $ 8.50$ 73,100.00 $ 10 Geosynthetic Pavement Interlayer (Paving Mat) 8,600 SY 3.50$ 30,100.00 $ 3.77$ 32,422.00 $ 3.10$ 26,660.00 $ 3.75$ 32,250.00 $ 11 PCC (Sidewalk) 9 CY 975.00$ $ 8,775.00 1,500.00$ $ 13,500.00 3,000.00$ $ 27,000.00 1,900.00$ $ 17,100.00 12 PCC (Curb Ramp) 19 CY 1,730.00$ $ 32,870.00 2,500.00$ $ 47,500.00 4,000.00$ $ 76,000.00 $ 1,900.00 $ 36,100.00 13 PCC (Curb and Gutter) 26 CY 960.00$ 24,960.00 $ 1,450.00$ $ 37,700.00 2,400.00$ $ 62,400.00 1,900.00$ $ 49,400.00 14 PCC (Valley Gutter) 5 CY 2,630.00$ $ 13,150.00 2,150.00$ $ 10,750.00 2,400.00$ $ 12,000.00 1,900.00$ $ 9,500.00 15 PCC (Driveway) 5 CY 1,200.00$ $ 6,000.00 1,500.00$ $ 7,500.00 2,400.00$ $ 12,000.00 1,900.00$ $ 9,500.00 16 Detectable Warning Surface 230 SF 60.00$ 13,800.00 $ 57.62$ 13,252.60 $ 25.00$ 5,750.00 $ 50.00$ 11,500.00 $ 17 Replace Manhole Frame and Cover 5 EA 2,800.00$ $ 14,000.00 2,300.00$ $ 11,500.00 4,000.00$ $ 20,000.00 3,400.00$ $ 17,000.00 18 (Storm Drain) 7 EA 8,300.00$ $ 58,100.00 5,300.00$ $ 37,100.00 9,000.00$ $ 63,000.00 7,000.00$ $ 49,000.00 19 Drainage Inlet 7 EA 2,100.00$ $ 14,700.00 4,400.00$ $ 30,800.00 2,500.00$ $ 17,500.00 3,000.00$ $ 21,000.00 20 Remove Drainage Inlet 5,800 LF 4.00$ 23,200.00 $ 4.30$ 24,940.00 $ 4.00$ 23,200.00 $ 4.00$ 23,200.00 $ 21 Thermoplastic Traffic Stripe 2,350 SF 10.00$ 23,500.00 $ 10.00$ 23,500.00 $ 10.00$ 23,500.00 $ 10.00$ 23,500.00 $ 22 Thermoplastic Pavement Markings 11 EA 150.00$ $ 1,650.00 150.00$ $ 1,650.00 150.00$ $ 1,650.00 150.00$ $ 1,650.00 23 Remove Sign 16 EA 400.00$ $ 6,400.00 400.00$ $ 6,400.00 400.00$ $ 6,400.00 400.00$ $ 6,400.00 24 Roadside Sign 2 EA 600.00$ $ 1,200.00 600.00$ $ 1,200.00 600.00$ $ 1,200.00 600.00$ $ 1,200.00 25 Traffic Signal Modifications 1 LS 6,500.00$ $ 6,500.00 6,500.00$ $ 6,500.00 6,500.00$ $ 6,500.00 6,500.00$ $ 6,500.00
BASE BID TOTAL
CONTINGENCY (5%) $ 44,629.00
$ 937,214.00
Description Quantity Unit Unit Price Cost Unit Price Cost Unit Price Cost Unit Price Cost
ADDITIVE ALTERNATE BID SCHEDULE
A.1 Hot Mix Asphalt, Type A 360 TON 183.00$ 65,880.00 $ 161.00$ 57,960.00 $ 220.00$ 79,200.00 $ 240.00$ 86,400.00 $ A.2 Cold Plane Asphalt Concrete Pavement 2,060 SY 10.00$ 20,600.00 $ 8.00$ 16,480.00 $ 11.00$ 22,660.00 $ 7.50$ 15,450.00 $ A.3 Geosynthetic Pavement Interlayer (Paving Mat) 2,060 SY 3.50$ 7,210.00 $ 3.21$ 6,612.60 $ 5.53$ 11,391.80 $ 3.10$ 6,386.00 $ A.4 Thermoplastic Traffic Stripe 1,700 LF 4.00$ 6,800.00 $ 4.00$ 6,800.00 $ 4.00$ 6,800.00 $ 4.00$ 6,800.00 $ A.5 Thermoplastic Pavement Markings 70 SF 10.00$ 700.00$ 10.00$ 700.00$ 10.00$ 700.00$ 10.00$ 700.00$
ADDITIVE ALTERNATE BID TOTAL
BID SUMMARY
CITY OF SEBASTOPOL
CONTRACT NO. 2023-01
BID OPENING: APRIL 4, 2023, 2:00PM PST
ARGONAUT
CONSTRUCTORS, INC.
BODEGA AVENUE BIKE LANES AND REHABILITATION PHASE 1
TEAM GHILOTTI, INC. GHILOTTI CONSTRUCTION,
INC.
FEDERAL-AID PROJECT NO. STPL – 5123(016)
GHILOTTI BROS., INC.
$ 997,141.00 892,585.00 $ 1,049,040.00 $ 1,131,700.00 $ $ 88,552.60 101,190.00 $ 120,751.80 $ 115,736.00 $
Agenda Item Number: 4
Agenda Item Number: 4
City Council Meeting Packet of May 16, 2023