TITLE
Recommendation to adopt Plans and Specifications No. R-6931 for the Improvements on Spring Street between Magnolia Avenue and Pacific Avenue; award the contract to Hardy & Harper, Inc., of Santa Ana, CA, in the amount of $399,016, and authorize a 10 percent contingency in the amount of $39,902, for a total contract amount not to exceed $438,918; authorize City Manager or designee to execute all documents necessary to enter into the contract, including any necessary amendments thereto; and
Increase appropriations in the Gas Tax Street Improvement Fund
(SR 181) in the Public Works Department (PW) by $46,626. (District 6)
DISCUSSION
City Council approval is requested to enter into a contract with Hardy & Harper, Inc., for street improvements. The street infrastructure on Spring Street between Magnolia Avenue and Pacific Avenue is in need of rehabilitation. The rehabilitation work consists of replacing damaged curbs and gutters, driveways, trimming and root shaving trees; alley entrances and sidewalks; reconstructing areas of deteriorated pavement; cold milling and resurfacing the pavement; and installing pavement markers, markings, traffic striping, signing and curb paint. The vicinity map showing the project location is attached.
The bid was advertised in the Press-Telegram on October 8, 2014 and 3,164 potential bidders specializing in construction were notified of the bid opportunity. Of those bidders, 48 downloaded the bid via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. Bid documents were also sent to several trade publications and plan rooms catering to these groups within the construction industry. Nine bids were received on November 5, 2014. Of those nine bidders, three were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), four were Small Business Enterprises (SBEs), two were Disadvantaged Business Enterprise (DBEs), and three were Long Beach businesses (Local). Hardy & Harper, Inc., of Santa Ana, CA (not MBE, WBE, SBE, DBE or Local), has been determined to be the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 289 Long Beach vendors were notified to submit bids, of which three downloaded and three submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Linda Vu on November 20, 2014, and by Budget Management Officer Victoria Bell on December 1, 2014.
SUSTAINABILITY
The old asphalt material to be removed under this contract (1,445 tons) will be recycled into new asphalt or utilized as base material on other street projects. The street will be resurfaced with asphalt containing up to 15 percent recycled material. Finally, 265 tons of road base made from recycled concrete, rock, sand and asphalt will be utilized in this project and all concrete work will include recycled waste ash, diverting these materials from our landfills.
In accordance with the California Environmental Quality Act (CEQA), this project has been determined to be statutorily exempt.
TIMING CONSIDERATIONS
City Council action to adopt Plans and Specifications No. R-6931 and award a contract concurrently is requested on December 16, 2014 to allow commencement of this Public Works project.
FISCAL IMPACT
Contract costs will not exceed $438,918, including the recommended ten percent contingency of $39,902. The total project cost is estimated at $644,966 and includes design, construction, construction management, inspection and project support.
The total project cost is funded by $548,341 in federal MAP-21 funds and $96,626 in Gas Tax Street Improvement funds. Federal MAP-21 funds are intended for improvements and maintenance of surface transportation infrastructure. Federal MAP-21 funds for this project are currently budgeted in the Gas Tax Street Improvement Fund (SR 181) in the Public Works Department (PW). Of the total Gas Tax Street Improvement funds, $50,000 is currently appropriated. An appropriation increase for the balance of $46,626 is requested in the Gas Tax Street Improvement Fund (SR 181) in the Public Works Department (PW).
Approval of this recommendation will provide continued support to our local economy.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ARA MALOYAN, P.E.
DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER