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HomeMy WebLinkAboutItem 5k. Award-Authorize Additional Funding for the Storm Drain Culvert Repair at Broad and Leff Item 5k Department: Public Works Cost Center: 5005 For Agenda of: 3/15/2022 Placement: Consent Estimated Time: N/A FROM: Matt Horn, Public Works Director Prepared By: Nathan Garcia Nava, Engineer I SUBJECT: AWARD THE STORM DRAIN CULVERT REPAIRS BROAD STREET AT LEFF STREET, SPECIFICATION NO. 91156 RECOMMENDATION 1. Award a Construction Contract to Souza Engineering Contracting, Inc. in the amount of $365,611 for the Storm Drain Culvert Repairs Broad Street at Leff Street Project, Specification Number 91156; and 2. Approve a transfer of $470,000 from the Strom Drain Annual Asset Maintenance Account 90742 to the project account 91156 ; and 3. Authorize the City Engineer to execute contract change orders within available project budget. DISCUSSION The Storm Drain Culvert Repairs Broad Street at Leff Street project (Project) is part of the City’s ongoing annual asset maintenance project to address capital maintenance and replacements of pipes, culverts, and constructed drainage channels to provide increased flood protection and reduced likelihood of loss of property. This specific project will repair a culvert located at the intersection of Broad and Leff street. Repairs will also include storm drain repairs and curb ramp improvements at the four corners of the intersection. On May 18, 2021, Council approved the project and authorized advertisement for bids (Attachment A) for the Storm Drain Culvert Repairs Broad Street at Leff Street Project, Specification Number 91156. The same action also authorized the City Manager to award the contract if the lowest bid was within the Engineer’s Estimate of $340,000. One bid was received and opened on August 17, 2021; S. Ch aves Construction was the only bidder with a bid of $458,294, which was greater than the Engineer’s Estimate by $118,294. Staff rejected bids and waited to re-advertise the project until the beginning of 2022 in order to receive more competitive bids (Attachment B) and avoid project weather delays by constructing primarily during summer months. Page 551 of 984 Item 5k After re-advertising the project, the second bid opening took place on February 3, 2022 where the City received a total of four bids (Attachment C). Of the four bids, all bids received were over the Engineer’s Estimate of $340,000. The Bid from Souza Engineering Contracting, Inc. at $365,611 was the apparent low bidder. Engineer’s Estimate Souza Engineering Contracting, Inc. Brough Construction, Inc. S.Chavez Construction. Inc. Bosco Construction, Inc. $340,000 $365,611 $427,655 $470,000 $752,000 The Contractor’s references, license, and registration with the Department of Industrial Relations have been verified. Staff therefore recommends awarding a construction contract to Souza Engineering Contracting, Inc. (Attachment D). Previous Council or Advisory Body Action This project was budgeted for in the 2019-21 and 2021-23 Financial Plans that were approved by Council. Policy Context Per the May 18, 2021 Council Agenda Report, the project must be awarded by Council if the construction contract is higher than the Engineer’s Estimate of $340,000. Public Engagement Public engagement was conducted during the initial identification of this Project to be included in the 2019-21 and 2021-23 Financial Plans. CONCURRENCE There is concurrence from the Public Works and Utilities Departments on this project. ENVIRONMENTAL REVIEW This project is exempt from environmental review under Section 15301 Class 1 (existing facilities) of the California Environmental Quality Act (CEQA) Guidelines because the project proposes only the repairs of existing storm drain utilities structures. The project is consistent the applicable general plan policies as well as with applicable City Regulations. A Notice of Exemption has been filed through the Community Development Department. Page 552 of 984 Item 5k FISCAL IMPACT Budgeted: Yes Budget Year: 2021-22 Funding Identified: Yes Fiscal Analysis: Funding Sources Total Budget Available Current Funding Request Remaining Balance Annual Ongoing Cost General Fund $843,186 $470,000 $373,186 $N/A State Federal Fees Other: Total $843,186 $470,000 $373,186 $N/A Local Revenue Measure Fund Bid Total:$365,611 $365,611 Contingencies (25%)$91,669 $91,669 Total for Construction $457,280 $457,280 Materials Testing:$4,500 $4,500 Construction Support:$7,720 $7,720 Printing:$500 $500 Total Project Cost $470,000 $470,000 Current Project Balance:$826,372 $826,372Post Project Remaining Balance:$356,372 $356,372 Storm Drain Culvert Repairs Broad St at Leff St, Specification No. 91156 Strom Drain Annual Asset Maintenance Account 90742 Project Total Costs Storm drain improvements identified in this project are described in the 2021-23 Financial Plan, Capital Improvement Program (page 445). Funding for this project is available in the Storm Drain Annual Asset Maintenance Account (90742) which has a current balance of $826,372. Staff is recommending a transfer of $470,000 from the Storm Drain Annual Asset Maintenance Account to fund the construction of this project. Page 553 of 984 Item 5k ALTERNATIVES Deny awarding project. Denying award is not recommended as delaying the project will cause there to be an increase to the project cost and further delay could result in additional deterioration of the culvert and eventual failure. ATTACHMENTS A - Council Agenda Report Authorizing Bidding B - 91156 City Manager Report C - 91156 Bid Results D - Draft Contract Souza Engineering Contracting, Inc Page 554 of 984 Department Name: Public Works Cost Center: 5301 For Agenda of: May 18, 2021 Placement: Consent Estimated Time: N/A FROM: Matt Horn, Public Works Director Prepared By: Richard Burde, Engineer III SUBJECT: AUTHORIZATION TO ADVERTISE BROAD & LEFF CULVERT REPAIR PROJECT, SPECIFICATION NO. 91156 RECOMMENDATION 1. Approve the Project Plans (Attachment A) and Special Provisions (Attachment B) for the Broad & Leff Culvert Repair Project; and 2. Authorize staff to advertise for bids; and 3. Authorize the City Manager to award the construction contract for the bid total if the lowest responsible bid is within the Engineer’s Estimate of $340,000 and the funding amount is consistent with the adopted 2021-23 budget appropriation for this project. DISCUSSION Background The City’s Storm Drain System Replacement program addresses capital maintenance of drainage pipelines, culverts, and constructed drainage channels by replacing or reconstructing aged and failing facilities. This program reduces risk of flooding and property losses. Portions of the City’s storm drainage infrastructure consists of concrete box culverts, many of which were built in the oldest areas of the City like “Old Town” and “Downtown”. These culverts were used as a convenient and cost-effective way to develop over existing creeks and streams without the need to rerouting natural drainage patterns. With time these older concrete culverts crack and the concrete erodes away exposing the rebar that is placed in the concrete culvert to give it additional strength. Once exposed, the rebar begins to rust and decay. In many cases these culverts support roadways and failure would cause costly repairs and community inconvenience. This project will repair a culvert located at Broad and Leff streets, which conveys flows underneath the intersection and adjacent residences. This project was originally designed in 2012, but funding constraints delayed construction. Page 555 of 984 VICINITY MAP Project Description – Broad and Leff Culvert Repair The concrete box culvert crossing under the intersection was constructed in the early 1900’s and the concrete around the reinforcing steel has worn away over the years. The reinforcing steel is exposed and corroding. This culvert is at risk of failure. This project will extend the life of the existing culvert by lining it with shotcrete and protecting the rebar from further corrosion. In addition to the culvert repairs the project will replace existing storm drain inlets, failing storm pipes that drain into the culvert, and install ADA compliant curb ramps on all four corners of the intersection. Previous Council or Advisory Body Action This project was identified within the Storm Drains Annual Asset Maintenance Account approved by Council as part of the 2019-21 Financial Plan. Due to elevated construction costs, funding was directed to complete the Bullock Lane CMP replacement project and this project was deferred until sufficient funding appropriation with the FY 2021-23 Financial Plan. Policy Context Per the October 2018 Purchasing Policy Update to the July 2015 Financial Management Manual, Council approval is required for Public Projects that cost over $175,000. Public Engagement Public engagement was done during the initial identification of the “Storm Drains Annual Asset Maintenance” program and completed through the budget process. Page 556 of 984 CONCURRENCE The Administration and Public Works departments concur with the proposed recommendations outlined in this document. In addition, support from the Army Corp of Engineers, Fish & Wildlife, and the California Regional Water Board has been shown through the issuance of regulatory and encroachment permits. ENVIRONMENTAL REVIEW This project is exempt from environmental review under Section 15301 Class 1 (Existing Facilities) of the California Environmental Quality Act (CEQA). A Notice of Exemption will be filed through the Community Development Department upon Council approval of the project. Environmental protection measures are required by permits issued by the Army Corp., California Water Board, and Department of Fish and Wildlife. No additional environmental review is required. FISCAL IMPACT Budgeted: Yes Budget Year: 2019-20 and 2020-21 Funding Identified: Yes Fiscal Analysis: The engineer’s estimate for this project is $340,000. Staff is recommending this project be approved for advertising and allowing the bid process to begin in advance of the Budget Adoption for 2021-23 to allow this project construction during the summer of 2021 which is ideal for storm drain replacement projects. If the City’s capital budget is approved as proposed (as reviewed at Strategic Budget Direction on April 20, 2021), funding will be made available July 1, 2021. Costs for this project will not incurred until after the 2021-23 CIP Budget Adoption and July 1, 2021 fund allocation – thus allowing staff to return to Council for project scope modification if needed (which would delay construction to a date uncertain). There is currently a balance of $7,613 in the project account (Award 91156) and $43,529 in the Storm Drain System Replacement Annual Asset Maintenance Account (Award 90742). Additional funding of $910,000 from the Local Revenue Measure Fund is proposed in the 2021- 2023 Financial Plan Capital Improvement Plan to provide funding for components of this and other storm drain projects. Another source of funding is provided in the Street Reconstruction and Resurfacing Annual Asset Account (90346) to support the curb ramp installations and street maintenance improvements. Funding of $2,677,971 is proposed in the 2021-2023 Financial plan Capital Improvement Plan from the Local Revenue Measure Fund and the Capital Outlay Fund. The majority of this funding is allocated to the 2021 Downtown Pavement Improvements project (Specification 1000167), but the anticipated remaining balance after project completion is $435,970 which can be used to fund the street and curb ramp components of this project. Page 557 of 984 Funding Sources Current FY Cost Annualized On-going Cost Total Project Cost General Fund State Federal Fees Other: $421,500.00 $421,500.00 Total $421,500.00 $421,500.00 ALTERNATIVES Deny authorization to advertise. Council could choose to not authorize City staff to advertise the Broad and Leff Culvert Repair project. This is not recommended as further delay in the repair work could result in further deterioration of the culvert and eventual failure. Attachments: a - COUNCIL READING FILE - Project Plans b - COUNCIL READING FILE - Special Provisions LRM Fund LRM and Capital Outlay Engineer's Estimate:$215,000 $125,000 $340,000 Contingencies (20%)$43,000 $25,000 $68,000 Total for Construction $258,000 $150,000 $408,000 Materials Testing:$1,500 $1,500 $3,000 Printing:$500 $500 Consultant Construction Support $10,000 $10,000 Total Project Cost $270,000 $151,500 $421,500 Current Project Balance(91156): $7,613 Current Storm Drain Annual Asset Maintenance Balance(90742):$43,529 Additional FY20/21 Budget Funding $910,000 $2,677,971 2021 Downtown Pavement Improvement(1000167) $2,242,001 Post Project Remaining Balance:$691,142 $284,470 Project Total Costs Storm Drain Annual Asset Maintenance Broad & Leff Culver Repair , Specification No. 91156 Street Reconstruction and Resurfacing Annual Asset Page 558 of 984 City of San Luis Obispo, City Manager Report Final City Manager Approval Approver Name Date Approved ACM Community Services Shelly 9/21/21 Reviewer Routing List Reviewer Name Date Reviewed City Engineer Brian Nelson 9/15/21 City Attorney MJ 9/16/21 Finance nh 9/16/21 September 01, 2021 FROM: Matt Horn, Director of Public Works MH 9/15/2021 PREPARED BY: Hai Nguyen, Engineer III SUBJECT: Re-advertise Broad & Leff Culvert Repair Project, Specification No. 91156 RECOMMENDATION Reject all bids and authorize staff to re-advertise the Broad & Leff Culvert Repair Project (Specification 91156) for bids. DISCUSSION On May 18, 2021, the City Council authorized inviting bids (Attachment 1) for the Broad & Leff Culvert Repair Project, Specification Number 91156. The same action also authorized the City Manager to award the contract if the lowest bid was within the Engineer’s Estimate of $340,000. One bid was received (Attachment 2) and opened on August 17, 2021; S. Chaves Construction was the only bidder with a bid of $458,294, which is greater than the Engineer’s Estimate by $118,294. Staff is recommending that the bid from S. Chaves Construction be rejected and the project be re- advertised in the beginning of 2022, which staff believe may result in multiple competitive bids. Furthermore, by readvertising for construction next year, contractors will also not have to address wet-weather constraints and resulting delays and cost increases, as construction can begin in Spring after the rainy season. FISCAL IMPACT There is no direct fiscal impact of the recommended action. ALTERNATIVES Deny project re-advertisement. The City Manager may choose to deny approval to re-advertise. Staff does not recommend this option as proceeding with construction at this time would require Page 559 of 984 Broad & Leff Culvert Repair Project Page 2 Council authorization and would require construction of this storm drainage repair project in the middle of the wet season, likely resulting in additional cost increases and delays. ATTACHMENTS 1. Bid Results 2. Council Report Authorizing Advertising https://slocitycloud.sharepoint.com/sites/SLOHub/Administration/citymanagersreports/Shared Documents/Public Works/2021/CIP Engineering/91156 - Re-advertise Broad and Leff Culvert Repair/91156 CMR Re-advertise.docx Page 560 of 984 Item # Item Description Unit of Measure Estimated Quantity Item Price Total Item Price Total Item Price Total Item Price Total 1 TRAFFIC CONTROL LS 1 ---$16,000 ---$11,500 ---$75,000 ---$35,000 2 COMPLY WITH OSHA LS 1 ---$16,770 ---$22,400 ---$9,652 ---$50,000 3 DEMOLITION AND REMOVAL OF ALL EXISTING INFRASTRUCTURE LS 1 ---$28,120 ---$51,000 ---$67,812 ---$50,000 4 REMOVE AND REPLACE STOP SIGNPOST EA 2 488 $976 450 $900 445.6 $891 5000 $10,000 5 FILL ABANDONED 12” CMP CY 5 727 $3,635 1500 $7,500 1291.76 $6,459 750 $3,750 6 CURB & GUTTER LF 77 94 $7,238 115 $8,855 76.13 $5,862 150 $11,550 7 SIDEWALK SQFT 700 18 $12,600 19 $13,300 15.61 $10,927 25 $17,500 8 REPAIR CULVERT PER SHEET 8 OF PLAN SET LS 1 ---$85,067 ---$60,000 ---$82,578 ---$350,000 9 NEW MANHOLE ACCESS AND PREFAB BOX PER DETAILS LS 1 ---$55,905 ---$45,000 ---$64,018 ---$45,000 10 INSTALL CATCH BASINS AND CURB & GUTTER AT INLETS EA 2 7915 $15,830 7800 $15,600 9354.41 $18,709 3500 $7,000 11 INSTALL 12” STORM DRAIN LINE, DUCTILE IRON PIPE (D.I.P.)LF 40 290 $11,600 415 $16,600 566.02 $22,641 400 $16,000 12 INSTALL 18” HDPE LINE LF 52 400 $20,800 550 $28,600 266.45 $13,855 550 $28,600 13 CURB RAMP INSTALLATION AT NORTH CORNER LS 1 ---$9,695 ---$18,000 ---$7,115 ---$5,000 14 CURB RAMP INSTALLATION AT SOUTH CORNER LS 1 ---$9,695 ---$15,000 ---$6,681 ---$5,000 15 CURB RAMP INSTALLATION AT EAST CORNER LS 1 ---$9,695 ---$17,600 ---$6,283 ---$5,000 16 CURB RAMP INSTALLATION AT WEST CORNER LS 1 ---$1,540 ---$9,000 ---$6,218 ---$5,000 17 LANDSCAPE RESTORATION LS 1 ---$9,695 ---$4,500 ---$1,782 ---$25,000 18 CURB PAINTING LF 100 2.4 $240 3 $300 3 $300 20 $2,000 19 STRIPING AND PAVEMENT MARKINGS LS 1 ---$5,750 ---$3,000 ---$6,173 ---$25,000 20 6” HMA TYPE A ½’’ MAX SQFT 1300 16.2 $21,060 $39,000 18.48 $24,024 20 $26,000 21 10” HMA TYPE A ½’’ MAX SQFT 1000 23.7 $23,700 $40,000 33.02 $33,020 30 $30,000 $365,611 $427,655 $470,000 $752,400 STROM DRAIN CULVERT REPAIRS BROAD STREET AT LEFF STREET, SPECIFICATION NUMBER 91156 Bosco Constructors, Inc Total Bid Amount Bid Opening: 2/3/2022 Souza Engineering Contracting, Inc Brough Construction, Inc S. Chavez Construction, Inc Page 561 of 984 Page 562 of 984 AGREEMENT THIS AGREEMENT, made on _________________ , by and between the City of San Luis Obispo, a municipal corporation and charter city, San Luis Obispo County, California (hereinafter called the Owner) and Souza Engineering Contracting, Inc. (hereinafter called the Contractor). WITNESSETH: That the Owner and the Contractor for the consideration stated herein agree as follows: ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be performed, shall provide and furnish all of the labor, materials, necessary tools, expendable equipment, and all utility and transportation services required to complete all the work of construction of STORM DRAIN CULVERT REPAIRS BROAD STREET AT LEFF STREET, SPECIFICATION NO. 91156 in strict compliance with the plans and specifications therefor, including any and all Addenda, adopted by the Owner, in strict compliance with the Contract Documents hereinafter enumerated. It is agreed that said labor, materials, tools, equipment, and services shall be furnished and said work performed and completed under the direction and supervision and subject to the approval of the Owner or its authorized representatives. ARTICLE II, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration for the faithful performance of this Contract, subject to any additions or deductions as provided in the Contract Documents, the contract prices as follows: Item No. Item Unit of Measure Estimated Quantity Item Price (in figures) Total (in figures) 1. TRAFFIC CONTROL LS 1 --- $16,000 2. COMPLY WITH OSHA LS 1 --- $16,770 3. DEMOLITION AND REMOVAL OF ALL EXISTING INFRASTRUCTURE LS 1 --- $28,120 4. REMOVE AND REPLACE STOP SIGNPOST EA 2 $488 $976 5. FILL ABANDONED 12” CMP CY 5 $727 $3,635 DocuSign Envelope ID: 56E15D4C-2B5F-4EBE-81BD-89FECE0A16DD Page 563 of 984 6. CURB & GUTTER LF 77 $94 $7,238 7. SIDEWALK SQFT 700 $18 $12,600 8. REPAIR CULVERT PER SHEET 8 OF PLAN SET LS 1 --- $85,067 9. NEW MANHOLE ACCESS AND PREFAB BOX PER DETAILS LS 1 --- $55,905 10. INSTALL CATCH BASINS AND CURB & GUTTER AT INLETS EA 2 $7,915 $15,830 11. INSTALL 12” STORM DRAIN LINE, DUCTILE IRON PIPE (D.I.P.) LF 40 $290 $11,600 12. INSTALL 18” HDPE LINE LF 52 $400 $20,800 13. CURB RAMP INSTALLATION AT NORTH CORNER LS 1 --- $9,695 14. CURB RAMP INSTALLATION AT SOUTH CORNER LS 1 --- $9,695 15. CURB RAMP INSTALLATION AT EAST CORNER LS 1 --- $9,695 16. CURB RAMP INSTALLATION AT WEST CORNER LS 1 --- $1,540 17. LANDSCAPE RESTORATION LS 1 --- $9,695 18. CURB PAINTING LF 100 $2.40 $240 19. STRIPING AND PAVEMENT MARKINGS LS 1 --- $5,750 20. 6” HMA TYPE A ½’’ MAX SQFT 1,300 $16.20 $21,060 21. 10” HMA TYPE A ½’’ MAX SQFT 1,000 $23.70 $23,700 BID TOTAL: $365,611.00 Payments are to be made to the Contractor in compliance with and subject to the provisions embodied in the documents made a part of this Contract. Should any dispute arise respecting the true value of any work omitted, or of any extra work DocuSign Envelope ID: 56E15D4C-2B5F-4EBE-81BD-89FECE0A16DD Page 564 of 984 which the Contractor may be required to do, or respecting the size of any payment to the Contractor, during the performance of this Contract, said dispute shall be decided by the Owner and its decision shall be final, and conclusive. ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the following documents, all of which are as fully a part thereof as if herein set out in full, and if not attached, as if hereto attached: 1. Notice to Bidders and Information for Bidders 2. Standard Specifications and Engineering Standards 3. Special Provisions, any Addenda, Plans and Contract Change Orders 4. Caltrans Standard Specifications and Standard Plans 2015 5. Accepted Bid and Bid Bond 6. List of Subcontractors 7. Public Contract Code Sections 10285.1 Statement 8. Public Contract Code Section 10162 Questionnaire 9. Public Contract Code Section 10232 Statement 10. Labor Code Section 1725.5 Statements 11. Bidder Acknowledgements 12. Qualifications 13. Non-collusion Declaration 14. Agreement and Bonds 15. Insurance Requirements and Forms ARTICLE IV INDEMNIFICATION: The Contractor shall indemnify, defend with legal counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with the Contractor’s negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of the City. Should conflict of interest principles preclude a single legal counsel from representing both the City and the Contractor, or should the City otherwise find the Contractor’s legal counsel unacceptable, then the Contractor shall reimburse the City its costs of defense, including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation. The Contractor shall promptly pay any final judgment rendered against the City (and its officers, officials, employees and volunteers) with respect to claims determined by a trier of fact to have been the result of the Contractor’s negligent, reckless or wrongful performance. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. The Contractor obligations under this section apply regardless of whether such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee. However, without affecting the rights of the City under any provision of this agreement, the Contractor shall not be required to indemnify and hold harmless the City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In DocuSign Envelope ID: 56E15D4C-2B5F-4EBE-81BD-89FECE0A16DD Page 565 of 984 instances where the City is shown to have been actively negligent and where the City’s active negligence accounts for only a percentage of the liability involved, the obligation of the Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of the City. ARTICLE V. It is further expressly agreed by and between the parties hereto that should there be any conflict between the terms of this instrument and the bid of said Contractor, then this instrument shall control and nothing herein shall be considered as an acceptance of the said terms of said bid conflicting herewith. IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this year and date first above written. ATTEST: CITY OF SAN LUIS OBISPO A Municipal Corporation ______________________________________ Teresa Purrington, City Clerk ___________________________________ Erica A. Stewart, Mayor APPROVED AS TO FORM __________________________________ J. Christine Dietrick City Attorney CONTRACTOR: Souza Engineering Contracting, Inc dba Souza Construction _______________________________ Steve A. Souza President ___________________________________ _______________ _________________________________ _________ Stuart A. Souza Secretary DocuSign Envelope ID: 56E15D4C-2B5F-4EBE-81BD-89FECE0A16DD Page 566 of 984