A2301..SR.DB
CITY OF SIMI VALLEY
MEMORANDUM
January 23, 2023
TO: City Council
FROM: Department of Public Works
SUBJECT: AWARD OF CONTRACT FOR THE CONSTRUCTION OF FISCAL YEAR (FY) 2021-22 ANNUAL CRACK SEAL PROGRAM, SPECIFICATION NO.
SV 22-38
STAFF RECOMMENDATION
It is recommended that the City Council award the attached contract (page 4) to American Asphalt South, Inc., (AASI) in the amount of $180,499.00 for the construction of the FY 2021-22 Annual Crack Seal Program, Specification No. SV 22-38.
BACKGROUND AND OVERVIEW
On November 22, 2022, the Public Works Department solicited construction bids for the FY 2021-22 Annual Crack Seal Program, Specification No. SV 22-38.
The project consists of crack sealing approximately 278,700 square yards at the locations listed below, including all appurtenant work, intersections at all terminus, and interior sections of road:
1) Alamo Street from Tapo Canyon to Galena Avenue;
2) Kuehner Drive from Katherine (North) to Santa Susana Pass; 3) Los Angeles Avenue from First Street to Madera Road; 4) Madera Road from Cochran Street to Strathearn Place; 5) Madera Road from Country Club Drive (West) to Olsen Road (City Limits); 6) Royal Avenue from Erringer Road to Madera Road;
7) Stearns Street from Alamo Street to Cochran Street;
8) Tapo Canyon Road from Avenida Simi to Cochran Street; 9) Tapo Street from Township Avenue to Barnard Street;
10) Yosemite Avenue from Cochran Street to 118 E Freeway Entrance.
Of the bids received, the bid from AASI was the most responsive and cost competitive.
Staff recommends that the City Council award a construction contract to AASI in the amount of $ 180,499.00 for the construction of the FY 2021 -22 Annual Crack Seal Program, Specification No. SV 22-38.
AGENDA ITEM NO.
Consent (5)
A2301..SR.DB
FINDINGS AND ALTERNATIVES
A Notice Inviting Bids was published in the Ventura County Star and was also submitted to various publications and plan rooms. A Notice was also emailed to the contractors on the City’s contractors’ list, including local contractors, and was posted on the City’s website.
On December 15, 2022, the bid opening date, four bids were received. The results are shown in the table below:
Contractor Bid Amount
American Asphalt South Inc., CA $180,499.00
Graham Contractors Inc., CA $184,795.00
Onyx Paving Company Inc., CA $238,000.00
Roy Allen Slurry Seal, CA $256,716.00
Engineer’s Estimate $190,000.00
Staff reviewed the bids received and determined that the lowest bid submitted by AASI is responsive and cost -competitive. Based on AASI’s previous work accomplishments, staff believes that AASI possesses the necessary qualifications and experience for the construction of the project, and is considered to be a responsible bidder.
Sufficient funding is available in the FY 2021-22 Streets and Road budget.
Based on an award date of January 23, 2023, construction is projected to start in mid-February 2023, with completion of the project anticipated by mid-March 2023.
Traffic control to minimize inconvenience will be monitored closely during construction, and the contractor will be required to maintain sufficient traffic flow, pedestrian access, and access to private properties.
The following alternatives are available to the City Council:
1. Award the attached contract to American Asphalt South, Inc., in the amount of $180,499.00 for the construction of FY 2021- 22 Annual Crack Seal Program, Specification No. SV 22-38;
2. P rovide other direction to staff.
Staff recommends Alternatives No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to award a contract to American Asphalt South, Inc., in the amount of $180,499.00 for the construction of the FY 2021- 22 Annual Crack Seal Program, Specification No. SV 22-38.
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SUMMARY
On
November 22, 2022, the Public Works Department solicited bids for the construction of the FY 2021- 22 Annual Crack Seal Program, Specification No. SV 22-38. On December 15, 2022, American Asphalt South, Inc. submitted the lowest responsive and responsible bid. Therefore, it is recommended that the City Council award a contract to American Asphalt South, Inc. in the amount of $180,499.00 for construction of the project. ___
_________________________________
Ronald K. Fuchiwaki
Public Works Director
P
repared by: Ashraf Rostom, Maintenance Superintendent (Streets) INDEX Page
C
ontract ................................................................................ 4 3 A2301.CON.DB Specification No. SV 22-38
CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND
AMERICAN ASPHALT SOUTH, INC., FOR FY 21-22 ANNUAL
CRACK SEAL PROGRAM, SPECIFICATION NO. SV 22-38
THIS CONTRACT is made and entered into in the City of Simi Valley on this 23
rd day of January 2023, by and between the CITY OF SIMI VALLEY, a municipal corporation, hereinafter referred to as CITY, and AMERICAN ASPHALT SOUTH, INC., a California corporation, hereinafter referred to as CONTRACTOR.
RECITALS
WHEREAS, on November 22, 202 2, CITY invited bids for the FY 21 -22 Annual Crack Seal Program per Specification No. SV 22-38; and
WHEREAS, pursuant to said invitation, CONTRACTOR submitted a Proposal which was accepted by CITY for said project.
AGREEMENT
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
1. Recitals
. The foregoing recitals are true and correct and are a part of this CONTRACT.
2. Term. The term of this CONTRACT shall be from the date this CONTRACT is made and entered, as first written above, and shall be completed no later than 30 consecutive working days after receipt of Notice to Proceed.
3. Incorporation By Reference. Public Contract Code Section 22300, Specification No. SV 22 -38, consisting of 99 pages and all documents incorporated by reference therein, and the CONTRACTOR'S Bid consisting of the CONTRACTOR’S Proposal Statement, Proposed Schedule of Work and Prices, and Bidder’s Statement of Subcontractors and Material Fabricators, are hereby incorporated by reference and made a part of this CONTRACT.
4. Precedence of CONTRACT Documents . If there is a conflict between or among CONTRACT documents, the document highest in precedence shall control. The precedence shall be:
First: This Document consisting of 8 pages excluding paragraph 3 Second: Permits from other agencies as may be required by law Third: Special Provisions
Fourth: Bid Terms and Conditions
Fifth: Detailed Plans
Sixth: Standard Plans
4 A2301.CON.DB Specification No. SV 22-38
Seventh: Standard Specifications Modifications
Eighth: "Standard Specifications for Public Works Construction" (SSPWC)
Ninth: Reference Specifications
Tenth: CONTRACTOR'S Proposal
Change orders, supplemental agreement s, and approved revisions to plans and specifications become a part of item First.
5. Obligations of the CITY.
A. The CITY shall be obligated to pay CONTRACTOR based
upon the actual City -authorized quantities in place and the unit and/or lump sum prices bid by CONTRACTOR, including but not limited to all labor, material and equipment, rather than the CONTRACT bid price.
B. CITY shall make regular progress payments to the
CONTRACTOR within 30 days after mutual concurrence with the unit quantities and/or lump sum items of work performed, subject to applicable retention requirements. In no event shall the total amount paid exceed the CONTRACT bid price of $ 180,499 unless otherwise agreed to by the parties in writing.
C. Upon receipt of an invoice for work performed to CITY'S satisfaction, CITY shall make progress payments within thirty (30) days of receipt of invoice. If the work is not performed satisfactorily or the invoice is defective, CITY shall notify CONTRACTOR, in writing, of the reasons within seven (7) days of receipt of invoice.
The intent of this Section is to comply with Public Contract Code Section 20104.50.
6. Obligations of the CONTRACTOR
.
A. CONTRACTOR shall perform as required by this
CONTRACT. CONTRACTOR agrees to perform the services more specifically set forth in the “Scope of Work” attached hereto and incorporated herein as Exhibit “A” and as further described in the incorporated documents. CONTRACTOR also warrants on behalf of itself and all subcontractors engaged for the performance of this CONTRACT that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder.
B. CONTRACTOR shall obe y all Federal, State, local, and special district laws, ordinances, and regulations.
C. CONTRACTOR shall abide by the CITY’S Business Tax
Ordinance, of which proof of payment must be obtained prior to performance of this CONTRACT. CONTRACTOR shall maintain a valid Business Tax Certificate for the term of the CONTRACT.
5 A2301.CON.DB Specification No. SV 22-38
D. Prevailing wage: In addition to any applicable federal requirements, the CONTRACTOR shall comply with all applicable California laws related to prevailing wage, including but not limited to California Labor Code 1720 et seq. and all other California prevailing wage laws and regulations, and all requirements, regulations or decisions of the California Department of Industrial Relations related thereto.
CONTRACTOR further stipulates to follow all requirements and pay any penalties due, if any, under Section 1813 of the California Labor Code. The CONTRACTOR shall post the prevailing rate per diem wages at each job site. Further CONTRACTOR shall indemnify, defend, and hold CITY harmless from any claim that prevailing wages should have been paid pursuant to this CONTRACT, including federal prevailing wage requirements under the Davis-Bacon Act, if applicable and shall be liable for the payment of same and any penalties thereon. CONTR ACTOR is responsible for paying all legally required prevailing wages, and in the case of a difference between state and Federal law, the highest legally required rate.
CONTRACTOR and all subcontractors must be registered
and remain registered with DIR (Department of Industrial Relations) through the term of the CONTRACT in accordance with the California Labor Code (“Labor Code”), in particular Labor Code Section 1771.1, and any successor or replacement provision thereto, unless a small project exemption applies ($25,000 for public works or $15,000 for maintenance). CONTRACTOR further agrees that it will follow all requirements and obligations set forth in Labor Code Section 1776.
7. Audit.
A. At any time during normal business hours and as often as the CITY may deem necessary, CONTRACTOR shall make available to CITY for inspection its records pertaining to this CONTRACT. CONTRACTOR shall permit CITY to audit, examine and/or reproduce such records. CONTRACTOR will retain such financial records, time sheets, work progress reports, invoices, bills and project records for at least two (2) years after termination or final payment under this CONTRACT. This paragraph shall survive for two (2) years after termination of this CONTRACT.
B. CITY shall ha ve the option of inspecting and/or auditing all records and other written materials used by CONTRACTOR in preparing its statements to CITY as a condition precedent to any payment to CONTRACTOR.
8. Hold Harmless and Indemnification
. CONTRACTOR shall
defend, indemnify, and hold harmless CITY, its agents, officials, officers, representatives, and employees, from and against all claims, lawsuits, liabilities or damages of whatever nature arising out of or in connection with, or relating in any manner to any act or omission of CONTRACTOR, its agents, employees, and subcontractors, and employees thereof, pursuant to the performance or non- performance of this CONTRACT. The CONTRACTOR shall thoroughly investigate any and all claims and indemnify the CITY and do w hatever is necessary to protect the CITY, its agents, officials, officers, representatives, and employees as to any such claims, lawsuits, liabilities, expenses, or damages arising out of this CONTRACT. The CITY shall be included as an Additional 6 A2301.CON.DB Specification No. SV 22-38
Insured in the automobile/liability insurance policies and endorsements of the CONTRACTOR. The CONTRACTOR must select an attorney acceptable to the CITY who will defend such proceeding and the CITY will control any litigation thereof. Such approval by the CITY will not be unreasonably withheld. This paragraph shall survive the termination of the CONTRACT.
9. Amendments
. Any amendment, modification, or variation from the
terms of this CONTRACT shall be in writing and shall be effective only upon mutual written approval by the Director of Public Works and CONTRACTOR.
10. Anti-Discrimination. In the performance of the terms of this CONTRACT, CONTRACTOR shall not engage in, nor permit subcontractors to engage in, discrimination in employment of persons because of the age, race, color, religious creed, sex, sexual orientation, national origin, ancestry, physical disability, mental disability, medical condition, or marital status of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735.
11. Termination. If, during the term of this CONTRACT, CITY determines that CONTRACTOR is not faithfully abiding by any term or condition contained herein, CITY may notify CONTRACTOR in writing of such defect or failure to perform. The notice must give to the CONTRACTOR a ten (10) day period of time thereafter in which to perform said work or cure the deficiency. If CONTRACTOR has not performed the work or cured said deficiency within the ten (10) days specified in the notice, such failure shall constitute a breach of this CONTRACT, and CITY may terminate this CONTRACT immediately by written notice to CONTRACTOR to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under this CONTRACT except, however, any and all obligations of CONTRACTOR'S surety shall remain in full force and effect and shall not be extinguished, reduced, or in any manner waived by the termination hereof. In said event, CONTRACTOR shall be entitled to the reasonable value of its services performed from the beginning of the period in which the breach occurs up to the day it received CITY'S Notice of Termination, minus any damages, including liquidated damages if so provided herein, occasioned by such breach. CITY reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the CITY'S sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall CONTRACTOR be entitled to receive in excess of the compensation quoted in its bid.
12. Insurance. CONTRACTOR shall, prior to commencing performance hereunder, submit proof of all insurance coverage as required by the Specification or other document incorporated in and made a part of this CONTRACT.
13. Complete CONTRACT
. This CONTRACT shall constitute the
complete CONTRACT between the parties hereto. No verbal agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such verbal agreement, understanding, or representation be binding upon the parties hereto.
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14. Independent Contractor. It is expressly understood between the parties to this CONTRACT that no employee/employer relationship is intended; CONTRACTOR is an independent contractor.
15. Time of Performance. Time is of the essence in this CONTRACT.
16. Liquidated Damages. Should the CONTRACTOR fail to complete the project, or any part thereof, in the time agreed upon in the CONTRACT or within such extra time as may have been allowed for delays or extensions granted as provided in the CONTRACT, the CONTRACTOR shall reimburse the CITY for the additional expense and damage for each calendar day that the CONTRACT remains uncompleted after the CONTRACT completion date. It is agreed that the amount of such additional expense and damage incurred by reason of failure to complete the CONTRACT is the per diem rate $ 500 per calendar day. Such amounts are hereby agreed upon as liquidated damages for the loss to the CITY resulting from the failure of the CONTRACTOR to complete the project within the allotted time and to the value of the operation of the works dependent thereon.
It is expressly understood and agreed that this amount is a reasonable amount and is established in lieu of damages which are incapable of calculation at the inception hereof; and this amount is not to be considered in the nature of a penalty. The CITY shall have the right to deduct such damages from any amount due, or that may become due to the CONTRACTOR, or the amount of such damages shall be due and collectible from the CONTRACTOR or the CONTRACTOR'S Surety.
Progress payments made after the scheduled completion date shall not constitute a waiver of liquidated damages.
17. Conflict of Interest
. Neither CONTRACTOR nor any employees,
agents, or subcontractors of CONTRACTOR who will be assigned to this project, to the best of CONTRACTOR'S knowledge, own any property or interest in properties, business relationships, or sources of income which may be affected by the performance of this CONTRACT. Should one party hereto learn of any such interest, income source, or business relationship, such fact shall immediately be brought to the attention of the other party hereto. If the parties thereupon cannot mutually agree upon a means to eliminate the conflict, CITY may terminate the CONTRACT immediately for non- performance pursuant to Section 11 herein.
18. Successors and Assigns. The terms hereof shall be binding upon and inure to the benefit of the successors and assigns of the parties hereto; provided, however, that no party hereto shall assign any of the benefits and burdens hereunder, whether voluntarily or by operation of law, without the prior written consent of the other party, and any such assignment without said consent shall be void.
19. Authority to Execute Contract. Both CITY and CONTRACTOR do covenant that each individual executing this CONTRACT on behalf of each party is a person duly authorized and empowered to execute contracts for such party. 8 A2301.CON.DB Specification No. SV 22-38
20. Jurisdiction and Venue . Jurisdiction is in an appropriate court in the State of California and venue lies in Ventura County, and the parties do not consent to arbitration. In the event of any dispute, each party shall bear its own fees and costs (including attorneys’ fees). This CONTRACT shall be governed by California law, without regard to conflict of law principles.
21. Non-Appropriation of Funds
. Payments due and payable to
CONTRACTOR for current goods and/or services are within the current budget and within an available, unexhausted and unencumbered appropriation of CITY. In the event CITY has not appropriated sufficient funds for payment of goods and/or services beyond the current fiscal year, this CONTRACT shall cover only those costs incurred up to the conclusion of the current fiscal year.
22. Notices
. All written notices required by, or related to this
CONTRACT shall be sent by Certified Mail, Return Receipt Requested, postage prepaid and addressed as listed below. Neither party to this CONTRACT shall refuse to accept such mail; the parties to this CONTRACT shall promptly inform the other party of any change of address. All notices required by this CONTRACT are effective on the day of receipt, unless otherwise indicated herein. The mailing address of each party to this CONTRACT is as follows:
CITY Ronald K. Fuchiwaki/Director
Department of Public Works
2929 Tapo Canyon Road
Simi Valley, CA 93063
Staff Contact: Ashraf Rostom
(805) 583-6415
9 A2301.CON.DB Specification No. SV 22-38
CONTRACTOR American Asphalt South, Inc.
19792 El Rivino Road
Riverside, CA 92509
Staff Contact: Jeff Petty
(909) 427-8276
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: AMERICAN ASPHALT SOUTH, INC.
By:
David L. Caceres, City Attorney
Print Name:
Approved as to Content: Title:
By:
Brian Paul Gabler, City Manager
Print Name:
Title:
Johanna Medrano,
Deputy Administrative Services Director
Budget & Purchasing
Ronald K. Fuchiwaki,
Public Works Director
10 A2301.CON.DB Specification No. SV 22-38
EXHIBIT “A”
SCOPE OF WORK
CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND
AMERICAN ASPHALT SOUTH, INC., FOR FY 21-22 ANNUAL
CRACK SEAL PROGRAM, SPECIFICATION NO. SV 22-38
The project consists of crack sealing approximately 278,700 square yards at the locations listed below, including all appurtenant work, intersections at all terminus, and interior sections of road:
1) Alamo Street from Tapo Canyon to Galena Avenue;
2) Kuehner Drive from Katherine (North) to Santa Susana Pass; 3) Los Angeles Avenue from First Street to Madera Road; 4) Madera Road from Cochran Street to Easy Street
5) Madera Road from Country Club (West) to Olsen (City Limits); 6) Royal Avenue from Erringer to Madera;
7) Stearns Street from Alamo Street to Cochran Street
8) Tapo Canyon Road from Avenida Simi to Cochran Street; 9) Tapo Street from Township to Barnard
10) Yosemite Avenue from Cochran Street to 118 E Freeway Entrance.
The work shall be completed no later than 30 consecutive working days after receipt of Notice to Proceed.
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