TITLE:
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CITYWIDE PARKWAY MAINTENANCE, STREET REHABILITATION, AND SLURRY SEAL PROJECT, CITY PROJECT NO. 21-03
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DEPARTMENT: PUBLIC SERVICES DEPARTMENT/ENGINEERING DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC SERVICES DIRECTOR
CONTACT INFORMATION: SEUNG YANG, p.E., CITY ENGINEER (714) 754-5633
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Adopt plans, specifications, and working details for the Citywide Parkway Maintenance, Street Rehabilitation, and Slurry Seal Project, City Project No. 21-03.
2. Award a Public Works Agreement (PWA) for construction to All American Asphalt, 400 East Sixth Street, Corona, California 92879 in the amount of $2,828,000 (Base Bid including Additive Bid).
3. Award a Professional Services Agreement (PSA) for construction management services to Z&K Consultants, 473 E. Carnegie Drive, San Bernardino, California 92408 in the amount of $299,608.
4. Authorize the City Manager and City Clerk to execute the PWA (Attachment 1) for All American Asphalt and PSA (Attachment 2) for Z&K Consultants and future amendments to the agreements within Council authorized limits.
5. Authorize an additional ten percent (10%) contingency in the amount of $282,800 for construction and also an additional (10%) contingency in the amount of $29,961 for construction management, as needed for any unforeseen costs related to this project.
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BACKGROUND:
The annual Citywide Street Maintenance Project consists of three (3) distinct phases of construction:
Phase 1: Parkway Maintenance Project - includes localized repair of damaged curb, gutter, sidewalk, cross-gutters, driveways, and curb ramps that conform to the Americans with Disabilities Act (ADA).
Phase 2: Street Rehabilitation Project - includes asphalt concrete mill and overlay of the roadway.
Phase 3: Slurry Seal Project - includes application of a surface coating and sealing of the roadway on streets that do not need mill and overlay.
Staff seeks to combine all of the above three (3) phases of work into one construction project in order to achieve economies of scale and cost savings, which will result through reduced mobilization costs, lower unit prices for material, equipment, and labor.
For parkway maintenance, concrete improvements located within the City’s parkways (e.g., sidewalks, driveways, curbs & gutters, etc.) require ongoing repair and maintenance due to age, tree root incursion, soil conditions, water intrusion, and traffic loads. It is the goal to repair as many of these damaged areas and to reduce the potential liability associated with aging parkways. The locations identified for repair are prioritized based on pedestrian and handicap access requirements and the severity of the damage.
The renewed Measure M (M2) funding program requires that cities in Orange County maintain a uniform approach to rating and evaluating streets utilizing a standardized Pavement Management Program. Based on pavement analysis recommendations and field review, staff prepared a priority list and recommendations of streets to be repaired. Some of these streets receive full rehabilitation including mill and overlay, while others may just require slurry seal.
The streets proposed for maintenance under the annual Citywide Street Maintenance Project are located in multiple City Council districts (Attachment 3), but much of the work is concentrated in the northwest portion of the City, north of Gisler Avenue, and also along Placentia Avenue.
The contractor is required to complete all of the tasks necessary to perform the scope of work as outlined in the contract documents, plans, and specifications. A copy of specifications and working details are available for review in the Office of the City Clerk or in the Public Services Department, and are posted on the City website at:
<https://www.costamesaca.gov/city-hall/city-departments/public-services/capital-improvement-projects>
ANALYSIS:
The City Clerk received and opened five (5) bids for this project on August 5, 2021. All American Asphalt is the apparent low bidder with a base bid proposal of $2,698,061. The bid abstract for this project is included as Attachment 4.
Staff has elected to add the first Additive Bid Item, which is the rehabilitation of E. 17th Street from Newport Boulevard to the median nose near Fullerton Avenue for an additional amount of $129,940. Staff has elected to not include the Mesa Drive concrete parkway construction in the amount of $236,937 since that work has been completed with the recent Citywide Parkway Maintenance Project.
The apparent low bidder’s base bid plus the additive bid item is $2,828,000. The incorporation of additive bid item will result in a net increase to the base contract in the amount of $129,940. Since the amount of the base bid plus the additive bid item are within the budgeted amount, staff recommends that the PWA be awarded.
The license and references of All American Asphalt have been checked and staff has found them to be in good standing.
All American Asphalt has successfully completed several projects in the City of Costa Mesa including the Pomona Avenue Improvement Project (from 18th Street to 19th Street), 19th Street Rehabilitation Project (from Newport Boulevard to Park Avenue) and most recently, Bear Street Improvement Project (from Baker Street to I-405 Freeway), and Hamilton Street and Santa Ana Avenue Improvement Project.
Upon City Council award of the PWA, All American Asphalt will furnish the necessary bonds and insurance, which will be approved as to form by Risk Management. After the award and subsequent execution of the agreement, a “Notice to Proceed” will be issued.
Given the scope of this project and current workloads, it was deemed necessary to procure public works inspection and construction management services in order to ensure proper administration and completion of this project.
Therefore, staff issued a Request for Proposals (RFP) for construction management services, and received the following six (6) proposals on October 8, 2021:
• Z&K Consultants
• Dudek
• Interwest Consulting Group
• KOA Corporation
• NV5
• Wallace & Associates
After reviewing objectively all proposals, staff determined that Z&K Consultants was the most qualified consultant based on extensive experience in performing engineering construction management services on similar parkway maintenance and street rehabilitation projects. The consultant’s fee proposal is $299,608, and its complete proposal is included in the PSA (Attachment 2).
Z&K Consultants is a firm that has a history of delivering projects that incorporate, value-oriented solutions that provides lasting benefit and cost-savings to its clients, which is one of the City’s priorities for this project. Z&K Consultants is currently providing construction management services for the Jack Hammett Sports Complex Expansion Project.
The consultant will be responsible for performing construction management, public works inspection, and coordination with City staff throughout the course of construction. The consultant’s scope of work is further defined in the proposal, which is incorporated by reference within the Professional Services Agreement.
Therefore, staff requests that City Council award the PWA to All American Asphalt for construction as the lowest responsible bidder, and award the PSA to Z&K Consultants for construction management services for the Citywide Parkway Maintenance, Street Rehabilitation, and Slurry Seal Project, City Project No. 21-03.
ALTERNATIVES:
The alternative would be to reject all bids, re-advertise, and re-bid the project for both construction and construction management. Staff has determined that re-advertising and re-bidding the project will not result in lower bids and will delay the project.
FISCAL REVIEW:
Funding for this project of approximately $3.4 million is available in the FY 2021-22 Capital Improvement Project (CIP) budget approved by City Council using multiple funding sources: Gas Tax Fund (Fund 201 - $1,555,400), Measure “M2” Fairshare Fund (Fund 416 - $1,555,400), and Capital Improvement Fund (Fund 401 - $329,569).
LEGAL REVIEW:
The City Attorney’s Office has reviewed the report, prepared the PWA and the PSA, and approves them as to form.
CITY COUNCIL GOALS AND PRIORITIES:
In 2021, the City Council adopted a list of goals and priorities. This project works toward achieving the following City Council goal:
• Strengthen the public’s safety and improve the quality of life.
CONCLUSION:
Staff recommends the City Council:
1. Adopt plans, specifications, and working details for the Citywide Parkway Maintenance, Street Rehabilitation, and Slurry Seal Project, City Project No. 21-03.
2. Award a Public Works Agreement (PWA) for construction to All American Asphalt, 400 East Sixth Street, Corona, California 92879 in the amount of $2,828,000 (Base Bid including Additive Bid).
3. Award a Professional Services Agreement (PSA) for construction management services to Z&K Consultants, 473 E. Carnegie Drive, San Bernardino, California 92408 in the amount of $299,608.
4. Authorize the City Manager and City Clerk to execute the PWA (Attachment 1) for All American Asphalt and PSA (Attachment 2) for Z&K Consultants and future amendments to the agreements within Council authorized limits.
5. Authorize an additional ten percent (10%) contingency in the amount of $282,800 for construction and also an additional (10%) contingency in the amount of $29,961 for construction management, as needed for any unforeseen costs related to this project.