HomeMy WebLinkAboutCouncil Report-Saratoga Ave Overlay and Rehabilitation Project-Award of Contract
Page 1 of 2 SARATOGA CITY COUNCIL MEETING DATE: July 30, 2009 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Macedonio Nunez DIRECTOR: John Cherbone Associate
Engineer SUBJECT: Saratoga Ave Overlay and Rehabilitation Project ESPL-5332(014) – Award of Construction Contract. RECOMMENDED ACTION: 1. Move to declare C.F. Archibald Paving, Inc.
of Redwood City to be the lowest responsible bidder on the project. 2. Move to award a construction contract to C.F. Archibald Paving, Inc. in the amount of $701,786. 3. Move to authorize
staff to execute change orders to the contract up to $50,000. REPORT SUMMARY: On February 10, the United States Senate passed an $838 billion economic recovery bill, The American Recovery
and Reinvestment Act (ARRA) of 2009. Subsequently, Public Works staff applied for and received approval for Tier 1 ARRA funds for repaving work on Saratoga Avenue in the amount of $714,000.
The limits of the Tier 1 project on Saratoga Ave are Scotland Dr to Ranfre Ln and Cox Ave to the north City Limits. The scope of work includes furnishing all materials, equipment, and
labor to perform asphalt overlay work and re-stripe segments of Saratoga Ave. Sealed bids for the Saratoga Ave Overlay and Rehabilitation Project were opened on Tuesday, July 28th. A
total of six contractors submitted bids and a summary of the bids received is attached (Attachment 1). C.F. Archibald Paving, Inc. of Redwood City submitted the lowest responsible bid
of $727,722.50 which is 8% below the Engineer’s Estimate of $792,119.50. Bid amounts were competitive and quite favorable because of the economy. Staff has carefully checked the bid
along with the listed references and has determined that the bid is responsive to the Notice Inviting Sealed Bids dated July 1st, 2009. The funding source for this project is The American
Recovery and Reinvestment Act of 2009 which does not require a local match. Part of the requirements for this project to be eligible for federal funding is the submittal of specific
federal documents with the bid. Since this is a federal funded project an Underutilized Disadvantage Business Enterprises (UDBEs) project goal is required. A Disadvantage Business Enterprises
(DBE) is small business at least 51% owned and controlled by a social & economically disadvantaged individual. This project requires a UDBE commitment from the bidder. The two required
UDBE documents that are required to be turned in with the bid are the Exhibit 15-G1 and 15-H. The two lowest bidders were non-responsive in submitting these two specific documents and
therefore their bids were deemed incomplete.
Page 2 of 2 The lowest responsive bidder that met and submitted all of the required documents during the bid opening is C.F. Archibald Paving, Inc. The budget for this project is the
following; Original Grant amount $714,100 Required Material Testing -$10,000 Advertising Cost -$2,213 Construction Budget $701,786 C.F. Archibald Paving, Inc. original bid is $727,722.50,
but Public Works Staff will reduce contract quantities to reduce the contract amount to $701,786. It is therefore recommended that C.F. Archibald Paving, Inc. be the lowest responsible
bidder on the project, and to award a construction contract to this firm in the amount of $701,786. Further, it is recommended that the Council authorize staff to execute change orders
to the contract up to an amount of $50,000 to cover any unforeseen circumstances and address additional work, which may arise during the course of the project. FISCAL IMPACTS: The American
Recovery and Reinvestment Act of 2009 does not require a local match and the grant will cover the cost of construction, material testing and advertising. The recommended change order
amount of $50,000 can be funded from the City’s Street Maintenance Fund. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: C.F. Archibald Paving, Inc. will not be declared the lowest
responsible bidder and a construction contract will not be awarded to that firm. The Council may make specific findings to declare another bidder to be the lowest responsible bidder,
or reject all of the bids and direct staff to re-bid the entire project. ALTERNATIVE ACTION: N/A FOLLOW UP ACTION: The contract will be executed and the contractor will be issued a Notice
to Proceed. Work will begin as soon as possible, and be completed by within 20 working days. ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: 1. Bid Summary 2. Construction
Contract