HomeMy WebLinkAbout101-Council Report-2009 Pavement Management Program and 1B Project-Award of Contract.pdf
SARATOGA CITY COUNCIL
MEETING DATE: April 1, 2009 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Macedonio Nunez DIRECTOR: John Cherbone
Associate Engineer
SUBJECT: 2009 Pavement Management Program and 1B Project – 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 $788,539.35
3. Approve additional work to contract in the amount of $134,000.00.
4. Move to authorize staff to execute change orders to the contract up to $77,460.
REPORT SUMMARY:
Sealed bids for the 2009 Pavement Management Program and 1B Project were opened on Thursday,
March 19th. A total of eleven 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 bid of $788,539.35,
which is 19% below the Engineer’s Estimate of $972,989.35. 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 February 3rd, 2009.
Staff recommends incorporating four additional street segments into the contract in the amount of
$134,000 because of the favorable bids received. Extending the current unit bid cost, C.F. Archibald
Paving, Inc. will still be the lowest bidder (Attachment 2). This additional amount will be fully covered
by the PMP budget, and will allow for the treatment of additional City facilities per the recommendations
of the City’s adopted Pavement Management Program.
The scope of work includes furnishing all materials, equipment, and labor to perform asphalt overlay
work and re-stripe segments of public roadway at various locations throughout the City. This contract
scope will also include the surface treatment of the City maintenance yard parking lot located at Glen
Brae Dr.
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 their bid.
Page 1 of 2
Page 2 of 2
Further, it is recommended that the Council authorize staff to execute change orders to the contract up to
an amount of $77,460 to cover any unforeseen circumstances and address additional work, which may
arise during the course of the project.
FISCAL IMPACTS:
The funding for street resurfacing is included in the CIP budget. The Proposition 1B Bond funding
already received in the amount of $505,063.71 is included in the budget for this project.
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.
However, staff does not believe that a lower bid will be obtained by re-bidding the project due to the
competitive nature of the current bids received and the American Recovery and Reinvestment Act of
2009 projects that will soon be out to bid through out the Bay Area.
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 60 working days.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
1. Bid Summary
2. Bid Summary including four additional streets
3. Advertisement