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Current Council Agenda and Past Meeting Information

CITY COUNCIL AGENDA ITEM NO. 13

Meeting Date: May 27, 2008

Subject/Title: Adopt a Resolution approving the contract documents, awarding the bid and authorizing the City Manager or designee to execute a construction contract and necessary documents for the American Avenue Improvements, CIP Project No. 336-31681, with Granite Construction Company, in the Base Bid amount of $110,995.00, plus Bid Alternate “A” in the amount of $42,775.00, plus Bid Alternate “B” in the amount of $53,708.00 for a bid total amount of $207,478.00.

Prepared by: Frank Lideros, Sr. Associate Engineer

Submitted by: Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution approving the contract documents, awarding the bid and authorizing the City Manager or designee to execute a construction contract and necessary documents for the American Avenue Improvements, CIP Project No. 336-31681, with Granite Construction Company, in the Base Bid amount of $110,995.00, plus Bid Alternate “A” in the amount of $42,775.00, plus Bid Alternate “B” in the amount of $53,708.00 for a bid total amount of $207,478.00.

PREVIOUS ACTION
On June 12, 2007, by Resolution No. 2007-126, City Council adopted the City’s 2007/08 – 2011/12 Capital Improvement Program (“CIP”), which included the American Avenue Improvements, CIP Project No. 336-31681.

On April 8, 2008, City Council accepted the findings of the American Avenue Task Force to construct short-term and mid-term solutions to relieve safety and congestion concerns to access Adams Middle School and Heritage High School.

On May 13, 2008, by Resolution No. 2008-109, City Council approved and authorized a Cost Sharing Agreement for improvements to American Avenue with the Liberty Union High School District (“LUHSD”) and the Brentwood Union School District (“BUSD”) for shared responsibilities of the improvements recommended by the American Avenue Task Force.

BACKGROUND
At the November 2007 meeting, City Council authorized the Mayor to invite the School Districts, Contra Costa County and parent representatives to participate in a task force on American Avenue. The goal of the Task Force was to bring together the necessary agencies and stakeholders to brainstorm and propose recommendations that can be implemented by the agencies, parents and students. Councilmember Stonebarger was appointed Task Force Chair and Councilmember Becnel also represented the City as a Task Force Member; City staff served as technical support.

The task force first met in January 2008, and held four meetings to discuss and address both safety and congestion related concerns. A list of recommendations were prepared and prioritized by short-term and mid-term range solutions. From this list, a recommendation was presented to and accepted by City Council at the meeting of April 8, 2008, to proceed with the recommended improvements.

Staff prepared an in-house design and contract documents to include earthwork, asphalt sidewalk, concrete curb, signing, striping and miscellaneous work to address the safety and traffic congestion related scopes of work. The work will take 30 working days and will be constructed during the school’s summer schedule, taking into consideration any extra curricular activities the schools may have during this time frame.

The project was bid with a base bid and two bid alternates. The Base Bid includes the pathway on the east side of American Avenue, the High School parking entrance and street striping on the west side of American Avenue. Bid Alternate “A” includes the pathway extension on the south side of American Avenue in front of the Middle School and Bid Alternate “B” includes the widening on the west side of American Avenue from Balfour Road to the entrance to the High School parking lot. Per the contract documents, the contract is to be awarded to the lowest responsive, responsible bidder based on the total bid amount, which includes the Base Bid, Bid Alternate “A” and Bid Alternate “B”. Once awarded, the City has the right to include or exclude any or all of the alternates.

Staff advertised the project on April 18, 2008, and bids were opened on May 20, 2008. Engineer’s Estimate for this project, including alternates is $213,475.00. A total of five (5) bids were received as listed below:

Granite Construction Company $207,478.00
Bay Cities Paving & Grading, Inc. $234,030.00
William G. McCullough Company $239,587.60
Grade Tech, Inc. $257,575.00
Bruce Carone Grading & Paving $478,352.00

After review of the bid proposals, staff recommends the award of the construction contract for the American Avenue Improvements, CIP Project No. 336-31681, to Granite Construction Company, in the amount of $207,478.00.

It is also staff’s recommendation that only the Base Bid and Bid Alternate “A” be constructed to remain within the project cost threshold as agreed to by both school districts and the City. Once the contract is awarded, staff will amend the contract accordingly.

FISCAL IMPACT
A portion of the funding for these improvements is included in the 2007/08 CIP Budget and the remaining funding is shown in the 2008/09 CIP Budget, which is being brought before City Council this evening for approval in a separate action.

Attachments:
Resolution
Agreement

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE CONTRACT DOCUMENTS, AWARDING THE BID AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE A CONSTRUCTION CONTRACT AND NECESSARY DOCUMENTS FOR THE AMERICAN AVENUE IMPROVEMENTS, CIP PROJECT NO. 336-31681, WITH GRANITE CONSTRUCTION COMPANY, IN THE BASE BID AMOUNT OF $110,995.00, PLUS BID ALTERNATE “A” IN THE AMOUNT OF $42,775.00, PLUS BID ALTERNATE “B” IN THE AMOUNT OF $53,708.00 FOR A TOTAL BID AMOUNT OF $207,478,00.

WHEREAS, on June 12, 2007, by Resolution No. 2007-126, City Council adopted the City’s 2007/08 – 2011/12 Capital Improvement Program), which included the American Avenue Improvements, CIP Project No. 336-31681; and

WHEREAS, on April 8, 2008, City Council accepted the findings of the American Avenue Task Force; and

WHEREAS, on May 13, 2008, by Resolution No. 2008-109, City Council approved and authorized a Cost Sharing Agreement for improvements to American Avenue with the Liberty Union High School District and Brentwood Union School District for shared responsibilities of the improvements recommended by the American Avenue Task Force; and

WHEREAS, staff prepared an in-house design and contract documents to include earthwork, asphalt sidewalk, concrete curb, signing, striping and miscellaneous work to address the safety related and traffic congestion related scopes of work; and

WHEREAS, staff advertised for the project on April 18, 2008, and bids were opened on May 20, 2008; and

WHEREAS, a total of five (5) bids were received with Granite Construction Company submitting the lowest, responsible, responsive bid; and

WHEREAS, staff’s recommendation is that only the Base Bid and Bid Alternate “A” be constructed to remain within the project cost threshold as agreed to by both School Districts and the City and once the contract is awarded staff will amend the contract accordingly.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve the contract documents, award the bid and authorize the City Manager or designee to execute a construction contract and necessary documents for the American Avenue Improvements, CIP Project No. 336-31681, with Granite Construction Company, in the Base Bid amount of $110,995.00, plus Bid Alternate “A” in the amount of $42,775.00, plus Bid Alternate “B” in the amount of $53,708.00 for a bid total amount of $207,478.00.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 27th day of May 2008 by the following vote:
 
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