FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE: JULY 9, 2007 CMR:251 A:07

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1 TO: HONORABLE CITY COUNCIL FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE: JULY 9, 2007 CMR:251 A:07 SUBJECT: APPROVAL OF A CONTRACT WITH BOND BLACKTOP, INC., IN THE AMOUNT OF $556,812 FOR PHASE 1 AND APPROVAL OF A CONTRACT WITH C.F. ARCHIBALD PAVING, INC., IN THE AMOUNT OF $2,101,185 FOR PHASE 2 OF THE 2007 STREET MAINTENANCE PROGRAM, CAPITAL IMPROVEMENT PROGRAM PROJECT PE RECOMMENDATION Staff recommends that Council: 1. Authorize the City Manager or his designee to execute the attached contract (Attachment A) in the amount of $556,812 with Bond Blacktop, Inc. for the 2007 Street Maintenance Program, Phase 1 - Capital Improvement Program Project PE-86070; and 2. Authorize the City Manager or his designee to execute the attached contract (Attachment B) in the amount of $2,101,185 with C.F. Archibald Paving, Inc., for the 2007 Street Maintenance Program, Phase 2 - Capital Improvement Program Project PE-86070; and 3. Authorize the City Manager or his designee to negotiate and execute one or more change orders to the contract with Bond Blacktop, Inc., for related, additional but unforeseen work that may develop during the project, the total value of which shall not exceed $55, Authorize the City Manager or his designee to negotiate and execute one or more change orders to the contract with C.F. Archibald Paving, Inc., for related, additional but unforeseen work that may develop during the project, the total value of which shall not exceed $210,118. BACKGROUND Annually, Public Works Engineering manages the resurfacing and reconstruction of various City streets. The candidate streets are surveyed and rated biannually by a computerized pavement management system (PMMS), approved and certified by the Metropolitan Transportation Commission (MTC). This computerized software assists the Public Works Engineering to evaluate and prioritize the maintenance of the City of Palo Alto s pavement infrastructure and develop cost-effective treatment strategies and schedules. The PMMS is a successful planning tool that ensures City of Palo Alto is maximizing the benefit to existing pavement while improving the overall infrastructure with the current budget available by utilizing cost effective CMR:251:06 Page 1 of 6

2 methods of preventative maintenance, while also reconstructing older and deteriorated streets with new asphalt overlays. Staff implemented recommendations contained in the Audit of Street Maintenance dated March, 2006, by increasing the volume of preventative maintenance and addressing the backlog utilizing an additional $250,000 annual increase in the project budget starting in FY Further cost savings have resulted by bidding and constructing the annual project in multiple phases. In addition, staff has aggressively sought outside grant funding to supplement the current budget and increased included in the FY Municipal Fee Schedule. Public Works Engineering s street resurfacing contracts are now on an accelerated program, with contracts being awarded within the first month of the fiscal year, immediately utilizing annual funding sources. City staff continues to improve coordination efforts with other divisions/departments (particularly Utilities) and private developments to reduce street degradation and maintain structural integrity of City streets. DISCUSSION The annual project has typically encompassed about eight lane miles of asphalt concrete paving and eight lane miles of slurry sealing, with a project budget averaging $1.9 million for all phases of the project. The preventive maintenance portion of the 2007 Street Maintenance Program Phase 1 will slurry seal seven lane miles and cape seal 15 lane miles of streets. The Phase 2, project will overlay six lane miles of roadway. Phase 1 Scope of Work The Phase 1 project will incorporate cape sealing as a preventative maintenance treatment for the fourth consecutive year. A cape seal includes a two-part process of a chip seal and a slurry seal as a final coat. The chip seal contains small aggregate that bonds with oil and an asphalt concrete rejuvenating agent applied to the pavement surface. The road is open to traffic at reduced speeds within half an hour after the chip seal application. A slurry seal is applied within twenty four to forty-eight hours after the chip seal. Part of this preventative maintenance project includes related work such as lane striping, replacement of bike lanes with the City s new bike lane legend, crosswalk striping, crack sealing and cape sealing most of the Water Quality Control Plant parking lot. Approximately thirty percent of the total annual street maintenance program budget will be spent on this Phase 1 preventative maintenance project. Attachment C lists all streets in the Phase 1 project. Phase 2 Scope of Work In Phase 2, the City s second Targeted Work Zone (TWZ) will be completed by paving almost every street simultaneously in the South of Forest Area neighborhood (SOFA). The first TWZ was the Charleston/Arastradero Corridor trial project completed last summer. A TWZ is a location in which all utility work has been installed at accelerated schedules and most private development has been finalized to accommodate the paving restoration schedule of Public Works Department annual street maintenance projects. During the coordination meetings over the last few years, staff has aggressively targeted the South of Forest Area (SOFA). Utilities has completed their work and Public Works Operations is in the process of completing the concrete street repairs in SOFA, so that paving almost all of the SOFA area will occur in the Phase 2 project. Staff is working on developing plans and timelines to complete work in targeted areas for College Terrace and other neighborhoods. These targeted areas will be resurfaced over the CMR:251:07 Page 2 of 6

3 next several years after utility work is completed in each area to prevent trenching in newly paved streets. In addition, $336,000 of concrete work is being done by the Public Works Operations Sidewalks Replacement contract prior to the Phase 2 overlay work. This coordination results in cost savings to carry the resurfacing dollars even further. Phase 2 includes approximately $680,000 of work that is funded from grants. Over the past few years the Planning and Transportation Division has been developing a bicycle boulevard traffic calming project on Maybell Avenue. In December 2006 the City received a grant funding allocation from the State of California s Safe Routes to School program for construction of a new bike pedestrian pathway on the north side of Maybell Way. Transportation and Public Works Engineering staff have worked together to combine the traffic calming, road reconstruction and pathway improvements to provide a well-coordinated and cost- effective project. The Maybell Avenue portion of the Phase 2 includes pavement replacement and new valley gutters to be installed on Maybell Avenue from Coulombe Street to Thain Way. A concrete pathway will be installed on one side of Maybell Avenue from Juana Briones Elementary School to the existing sidewalk at Thain Way. Four median safety refuge islands will be installed in the crosswalks in front of the school and Juana Briones Park; and five (5) speed tables will be installed along this school corridor: four on Maybell Avenue and one on Donald Drive. A federal grant of $557,000 of Surface Transportation Program (STP) will be used to resurface Newell Road from Hamilton Avenue to Embarcadero Road. After waiting several years for utility work to be finalized and the completion of the 2006 Public Works sidewalk replacement project, this bicycle corridor will be completely restored with new asphalt and bike lane striping. In addition, the Phase 2 Contract will incorporate the removal and replacement of approximately 200,000 square feet of broken asphalt and replace pavement striping in Foothills Park from the entrance gate to the Boronda Lake with funds from Parks CIP OS Part of the asphalt overlay work includes related work such as lane striping and various concrete work such as replacement of curb ramps, curb and gutters, driveway approaches and sidewalks. Curb ramps will be installed to comply with the guidelines of the Americans with Disabilities Act (ADA). Attachment D lists all streets in the Phase 2 project. Rubberized Asphalt Concrete The City of Palo Alto applied for a grant from the California Integrated Waste Management Board (CIWMB) to install Rubberized Asphalt Concrete (RAC) on several PCC streets (CMR ). This green technology has a promising future, but due to high bids received on the Phase 2 project for the RAC treatment and the need to do crack sealing on streets six months in advance, Public Works Engineering has determined that the streets in the 2008 resurfacing project would be far more suitable for RAC application. The CIWMB grant is valid for two years and will be available when the 2008 street maintenance project contract is awarded. Project Coordination Staff continues to meet monthly coordinating projects citywide. Streets planned for resurfacing were either postponed due to utility projects or accelerated as a result of obtaining federal/state funding. CMR:251:07 Page 3 of 6

4 The 2007 Water Main Replacement Project has coordinated eight continuous blocks of Colorado Avenue to receive a cape seal within 3 months of installing the new main line and services. This street has also received new sidewalks, sanitary sewer work and is the part of the latest electrical undergrounding district. Colorado Avenue, included in Phase 1, has been targeted for several years to prevent trenching in newly repaved streets. Also, 17 continuous blocks of Middlefield Road from Colorado Avenue to San Antonio Road will receive a cape seal as the roadway base failures were repaired a few months ago. Cape sealing the large sections of roadway along Colorado Avenue and Middlefield Road will include weekend work to minimize disruption as much as possible and will be coordinated with the community and with Transportation. The Phase 2 work was coordinated with the Utilities Department and Public Works operations staff by meeting independently with the project managers that may have an impact on the project directly. The Gas Utility is accelerating its main and gas service installation on Newell Road before the paving begins this summer. Staff has made it a priority to ensure newly paved streets are not trenched unless there is a private development project and/or emergency work which could not be scheduled in advance of street paving. Bid Process Phase 1 A notice inviting formal bids for the 2007 Street Maintenance Program Phase 1 was posted at City Hall March 26, 2007 and sent to 10 builders' exchanges and 12 bidders. The bidding period was 29 days. Bids were received from four qualified contractors on April 24, 2007 as listed on the attached bid summary (Attachment E). Bids encompassing a base bid plus 2 add alternates ranged from a low bid of $763,891 to a high of $1,138,559. The low bid is 17 percent under the engineer s estimate of $668,766. The engineer s estimate was based on a standard rate of 3% to 5% inflation increase in costs received on the prior street maintenance project in Summary of Bid Process Bid Name/Number 2007 Street Maintenance Program Phase 1 / IFB # Proposed Length of Project 60 calendar days Number of Bids Mailed to 12 Contractors Number of Bids Mailed to Builder s 10 Exchanges Total Days to Respond to Bid 29 Pre-Bid Meeting? No Number of Company Attendees at N/A Pre-Bid Meeting Number of Bids Received: 4 Bid Price Range (including all Low bid $763,891 to a high of $1,138,559 alternates) The Certification of Nondiscrimination is Attachment G. CMR:251:07 Page 4 of 6

5 Staff recommends that the base bid $383,362, including add alternate number 2 in the amount of $173,451 and totaling $556,812 submitted by Bond Blacktop Inc. be accepted and that Bond Blacktop Inc., be declared the lowest responsible bidder. The change order amount of $55,681 (which equals 10% of the total contract) is requested to resolve unforeseen problems and/or conflicts that may arise during the construction period. Staff checked references supplied by the contractor for previous work performed and found no significant complaints. Staff also checked with the Contractor's State License Board and found that the contractor has an active license on file. Phase 2 A notice inviting formal bids for the 2007 Street Maintenance Program Phase 2 was posted at City Hall on May 2, 2007 and sent to 10 builders' exchanges and 10 bidders. The bidding period was 27 days. Bids were received from three qualified contractors on May 29, 2007 as listed on the attached bid summary (Attachment F). Bids including five add alternates, ranged from a low bid of $3,186,735 to a high of $3,444,132. The low bid is six percent over the engineer s estimate of $3,009,257. The engineer s estimate was based on a standard rate of 3% to 5% inflation increase in costs received on the prior street maintenance project in Summary of Bid Process Bid Name/Number 2007 Street Maintenance Program Phase 2 / IFB # Proposed Length of Project 120 calendar days Number of Bids Mailed to 10 Contractors Number of Bids Mailed to Builder s 10 Exchanges Total Days to Respond to Bid 28 Pre-Bid Meeting? No Number of Company Attendees at N/A Pre-Bid Meeting Number of Bids Received: 3 Bid Price Range (including all 5 Low bid $3,186,735 to a high of $3,444,132 alternates) The Certification of Nondiscrimination is Attachment H. Staff recommends that the base bid only of $2,101,185 submitted by C.F. Archibald Paving, Inc. be accepted and that C.F. Archibald Paving, Inc., be declared the lowest responsible bidder. The change order amount of $210,118 (which equals 10% of the total contract) is requested to resolve unforeseen problems and/or conflicts that may arise during the construction period. Staff checked references supplied by the contractor for previous work performed and found no significant complaints. Staff also checked with the Contractor's State License Board and found that the contractor has an active license on file. CMR:251:07 Page 5 of 6

6 Following the award of contract, businesses and residents affected by both the Phase 1 and Phase 2 projects will be notified. The contractor will also hand deliver door hanger notices seven days and 24 hours in advance of the construction work on each street. Work is expected to start in July 2007 and be complete in 120 days from the Notice to Proceed for both projects. RESOURCE IMPACT Due to the size of these annual maintenance projects, City staffing levels are not adequate to accomplish the construction work in-house. In addition, the City does not own the type of equipment needed to perform this work and staff believes that it is cost effective to have the work performed by outside contractors. Funds for the projects are included in the Street Maintenance Capital Improvement Program (CIP) Project PE-86070, from the Planning Department s Traffic Calming CIPs PL and PL-04010, Community Services Department Foothills Park Improvements OS-70000, and Water Quality Control Plant operating budget for its share in the cost of resurfacing the plants parking area. Included in the project budgets are grant funds from Surface Transportation Program (STP) in the amount of $557,000 and Safe Routes to School (SR2S) funds of $123,965. POLICY IMPLICATIONS This recommendation does not represent any change to existing City policies. ENVIRONMENTAL REVIEW This project has been determined to have no significant effect on the environment and to be categorically exempt from review under the California Environmental Quality Act (CEQA) as repair and maintenance of existing streets and similar facilities pursuant to CEQA Guidelines, Section (c). ATTACHMENTS Attachment A: Contract Phase 1 Attachment B: Contract Phase 2 Attachment C: List of Streets, Phase 1 Attachment D: List of Streets, Phase 2 Attachment E: Bid Summary, Phase 1 Attachment F: Bid Summary, Phase 2 Attachment G: Certification of Nondiscrimination, Phase 1 Attachment H: Certification of Nondiscrimination, Phase 2 PREPARED BY: DEPARTMENT HEAD: Elizabeth Ames Senior Engineer GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: EMILY HARRISON Assistant City Manager CMR:251:07 Page 6 of 6