CITY COUNCIL AGENDA ITEM
Meeting Date: September 26, 2000
Subject/Title: Award the Construction Contract for the 2000/20001
Pavement Management Program, CIP Project No. 336-3083 (00/01)
Submitted by: Engineering: J. Stevenson/S.
Approved by: Jon Elam, City Manager
Approval of a Resolution awarding the construction contract for the 2000/2001
Pavement Management Program, CIP Project No. 336-3083 (00/01), to American
Asphalt Repair and Resurfacing Co. Inc.; authorizing the City Manager
to execute the agreement and necessary documents in the amount of $366,979.95,
which includes bid alternates A, B, and D; granting the City Manager authority
to execute change orders up to 10% of the contract amount; and authorizing
an increase to the project's construction budget by $400,000.
On July 25, 2000, City Council accepted the work performed by RGW Construction,
Inc. for the 1999-2000 Pavement Management Program, CIP Project No. 336-3083
(99/00); and directed the City Clerk to file a Notice of Completion with
the Recorder’s Office of Contra Costa County for said project
At the bid opening on September 14, 2000, a total of five (5) bids were
received. The bids were reviewed and the lowest responsive, responsible
base bid was received from American Asphalt Repair and Resurfacing Co.
Inc. of Hayward, California in the amount of $198,049.56. Per the bid
documents, the award of contract was based on the base bid alone.
The 5 base bids were:
American Asphalt $198,049.56
William McCullough Co. $203,862.49
McGuire & Hester $213,172.40
Granite Construction $258,985.00
J. A. Gonsalves & Son $350,162.30
On September 17, 1999, the City of Brentwood entered into a design agreement
with Nichols Consulting Engineers to survey the existing conditions of
all the City's roadways. The data was entered into software supported
by the Metropolitan Transportation Commission (MTC). The software then
determines the most cost effective approach for the preventative maintenance
of streets. This street list comprises the base bid: Almond Street, Bramhall
Street, Hazel Court, McClarren Road, Sherwood Drive and Wintergreen Drive.
Depending upon the project budget, the City included 3 alternate bids
to include arterial streets in dire need of repair and streets that were
omitted from last year's pavement management program due to budget constraints.
Staff is recommending that all alternate bids, except for Alternate Bid
"C", Second Street, be awarded at this time. Upon reflection, the Engineering
and Maintenance Staff have determined that additional work such as drainage
improvements and concrete replacement will be required for this street.
It is recommended to defer the pavement repair work at this time and to
bring it back later to the Council as a separate Capital Improvement Project.
Alternate Bid "A" includes Heather Place, Madrone Place, North Estates
Drive and Pecan Place. Alternate Bid "B" includes Amanda Circle, Fawnbrook
Drive, Pondlilly Lane and Samantha Way. Alternate Bid "D" includes Central
Typically the City reserves $400,000 per year for the pavement management
program, which includes design and construction. Due to the fact that
last year the City performed more work then typically budgeted for, this
year's construction budget is reduced to only $200,000. This amount would
only pay for the base bid work, and not the alternative bids. In order
to fund the base bid and Alternates A, B and D, this project will require
additional funds of $400,000. The City received $1.3 million of SLTPP
grant money on July 2000. Staff recommends a transfer of $400,000 from
Amended CIP Sheet
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AWARDING
THE CONSTRUCTION CONTRACT TO AMERICAN ASPHALT REPAIR AND RESURFACING CO.
INC. FOR THE 2000/2001 PAVEMENT MANAGEMENT PROGRAM PROJECT, CIP PROJECT
NO. 336-3083 (00/01); GRANTING THE CITY MANAGER AUTHORITY TO EXECUTE THE
AGREEMENT IN THE AMOUNT OF $366,979.95, WHICH INLCUDES BID ALTERNATES
A, B AND D, AND CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT; AND AUTHORIZING
AN INCREASE OF THE PROJECT'S CONSTRUCTION BUDGET BY $400,000.
WHEREAS, the bid opening for said project was held on September
14, 2000 and American Asphalt Repair and Resurfacing Co. Inc. was determined
to have provided the lowest, responsible base bid of $198,049.56, which
was the basis for awarding the contract.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City
of Brentwood, that the City shall award the construction contract to American
Asphalt Repair and Resurfacing Co. Inc. in the amount of $366,979.95,
which includes bid alternates A, B, and D, for the 2000/2001 Pavement
Management Program, CIP Project No. 336-3083 (00/01).
BE IT FURTHER RESOLVED that the City Manager is granted the authority
to execute the agreement and change orders up to 10% of the contract amount.
BE IT FURTHER RESOLVED that the City Council shall authorize an
increase of the project's construction budget by $400,000 by allowing
the transfer of funds from the Street Improvement Fund to said project.
PASSED, APPROVED AND ADOPTED by the City Council of the City of
Brentwood at a regular meeting on the 26th day of September 2000 by the