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TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL RECOMMENDATIONS 1. Approve the construction plans 2. Award a contract for the construction of the Residential Street Overlay and Slurry Seal Project to Sequel Contractor Inc. for the contract bid amount of $2,126,226.60, and authorize staff to spend up to an additional $180,910.40 for possible extra work or unforeseen conditions, for a total authorization of $2,307,137. 3. Authorize the Mayor and City Clerk to execute a contract with Sequel Contractors, Inc. 4. Approve project Change Order No. 1 to Sequel Contractor Inc. to reduce the scope of work by the amount of $319,607 to $1,806,619.60, see attachment. 5. Award a contract to CBM Consulting, for the Contract Management, and Inspection services in an amount not to exceed $100,000. 6. Authorize the Mayor and City Clerk to execute a contract with CBM Consulting. 7. Adopt Resolution 2006-___, a resolution of the City Council for the City of Rancho Palos Verdes, amending Resolution 2005-53, the budget Appropriation for fiscal year 2005-2006, for a budget adjustment to the street maintenance and CIP fund 8. Adopt Resolution 2006___, a resolution of the City Council for the City if Rancho Palos Verdes, amending Resolution 2005-53, the budget appropriation for the fiscal year 2005-2006, for a budget adjustment to the City’s Transportation development act (bikeways) fund and capital improvement projects fund BACKGROUND The City has traditionally implemented an annual residential overlay and slurry seal project. The one exception to this was in fiscal year 2004-2005, when the project was deferred due to financial uncertainty. The streets included in this year’s program follow the recommendation of the Pavement Management Program. The project area limits for Area 2 are shown in the attached exhibit. ANALYSIS Contract for Construction The project was advertised and sealed bids were received and opened at 11:00 a.m. on April 11, 2006. Sequel Contractors, Inc. submitted the lowest responsive bid of the five responsive bids received. Additionally one bid from Copp Construction was received but determined to be non responsive. The following table summarizes bids: CONTRACTOR BID AMOUNT The City has previously worked with Sequel Contractors, Inc. on paving projects of a similar nature. Staff found that the work performed was satisfactory. In addition, references were contacted and reported satisfactory on similar projects. The bid documents and bonds (from a California surety company) are in order and their contractor’s license is current. Project bid award amount is $2,126,226.60, which is higher than the available funds of $2,087,530.00. Therefore to complete the project within available funds change order number 1 must be issued in the amount of $319,607 to reduce the construction cost to $1,806,619.60 and remain within the budget. Contract for Construction Management and Inspection Services Staff submitted a request for proposal to five firms, Willdan. CBM Consulting Inc., DMC Engineering, SA Associates, and HY-COM & Associates. All five firms submitted a proposal. Proposals have been reviewed and staff has concluded that all five firms are equally qualified to perform the work. Based on qualifications, experience, and depth of understanding of the project, staff recommends award of a contract for construction management and inspection services to CBM Consulting. CONCLUSION Adopting the staff recommendations will award a construction contract to Sequel Contractors, Inc, and a contract to CBM Consulting for construction management and inspection services for the Area 2 FY 04–05 Overlay and Slurry Seal Program Construction will begin in June 2006 and be completed by September 2006. ALTERNATIVES An alternative is to reject all construction bids and re-advertise the construction project. This alternative could take approximately two months to complete and lower bids are not anticipated. FISCAL IMPACT Funding for the program comes from a combination of General Fund, and Proposition C. Costs Construction Management and Inspection $100,000.00 Respectively submitted, Ray Holland Reviewed by, Les Evans Attachments: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council: and WHEREAS, on May 31, 2005, the City Council of the City of Rancho Palos Verdes adopted Resolution 2005-53 approving a spending plan and authorizing a budget appropriation for the 2005-06 fiscal year: and WHEREAS, the City has received $140,000 from the state for Prop 42 Traffic Congestion relief, and desires to use these monies to partially fund the 04-05 Residential overlay and slurry seal project WHEREAS, a budget increase in the Street Maintenance Fund is necessary to transfer the Prop 42 monies to the CIP fund for the Residential Overlay and slurry seal project expenditures. BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES: The following adjustments be made to the following fund budgets: Increase in the Capital Improvement Fund Improvements Other Than Buildings 330-930-82 $ 140,000 Increase in Street Maintenance Fund Transfer Out to CIP fund 202-3003-491-91-00 $ 140,000 PASSED, APPROVED, AND ADOPTED THE 6th DAY OF June 2006. ___________________________ ______________________ State of California ) I, JO PURCELL, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2006-,____ was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on June 6th, 2006. _____________________________
RESOLUTION NO. 2006- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council: and WHEREAS, on May 31, 2005, the City Council of the City of Rancho Palos Verdes adopted Resolution 2005-53, approving a spending plan and authorizing a budget appropriation for FY05-06: and WHEREAS, Transportation Development Act Article 3 monies are available for the Residential Overlay project; and WHEREAS, the City Council desires to use available restricted monies for the Residential Overlay project; and WHEREAS, the City Council desires that the FY05-06 budget be adjusted. BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES: The following adjustments be made to the FY05-06 budget: Transportation Development Act Fund Capital Improvement Projects Fund PASSED, APPROVED, AND ADOPTED THE 6th day of June 2006 2006. ___________________________ ______________________ State of California ) I, CAROLYNN PETRU, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2006- was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on June 6th, 2006. _____________________________ CHANGE ORDER 1 May 30, 2006 Bindu Vaish Dear Mrs. Vaish, This letter is to acknowledge that the scope of work for residential overlay and slurry seal project for FY04-05, Area 2 has been modified per the attached spreadsheet. This will reduce the value of the contract to about $1,806,619.60, however no adjustments will be made to any of the unit prices and no claims in that regard will be made. We are willing to have this change made in the form of a change order, which will be incorporated into the award of the project. Sincerely, Mr. Tom Pack |
