TITLE
Recommendation to adopt Plans and Specifications No. R-6958 for the Improvement of Pine Avenue, between Seaside Way and Anaheim Street; award the contract to All American Asphalt, of Corona, California (not a MBE, WBE, DBE or Local), for the base bid in the amount of $4,370,286 and the additive bid for items AB-2, AB-3 and AB-5, in the amount of $57,021, for a total of $4,427,307, plus a 15 percent contingency of $664,096, for a total contract amount not to exceed $5,091,403; and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto;
Authorize City Manager, or designee, to execute all documents and necessary amendments to award street light additive bid items AB-1 and AB-6 through AB-13, for a total of $751,331, plus a 15 percent contingency of $112,700, for a total contract amount not to exceed $864,031, to City Light and Power under its existing agreement with the City of Long Beach; and
Increase appropriations in the Capital Projects Fund (CP) in the Public Works Department (PW) by $215,000 from Transportation Mitigation Program funds. (Districts 1,2)
DISCUSSION
The street infrastructure on Pine Avenue between Seaside Way and Anaheim Street is in need of rehabilitation. The rehabilitation work consists primarily of pavement crack filling, milling and street resurfacing; replacing damaged sidewalks and curbs, removing raised planters at corners and installing new street trees, shrubs, and irrigation system improvements; installing a new traffic signal at 9th Street and scramble intersections at 4th and 5th Streets; installing new street furnishings (trashcans, benches and bike racks) and removable bollards for street closures; traffic striping, markings, and markers; electrical system improvements; landscape maintenance; traffic control; water quality best management practices; and related improvements between East Anaheim Street and East Seaside Way. The project will also include new pedestrian lighting north of 7th Street and south of Ocean Boulevard, upgrading existing streetlight fixtures from low-pressure sodium to LED, replacing luminaries on pedestrian lights poles, and painting antique streetlights and traffic signals. A vicinity map showing the project location is attached.
This project was advertised in the Press-Telegram on November 27, 2013, and 2,535 potential bidders specializing in construction were notified of the bid opportunity. Of those bidders, 82 sets of bid documents were purchased or downloaded via the 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>, and was also sent to several trade publications and plan rooms catering to these groups within the construction industry. 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. Three bids were received on December 23, 2013. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), none were Disadvantaged Business Enterprises (DBEs), three were certified Small Business Enterprises (SBEs), and one was a Long Beach business (Local). All American Asphalt, of Corona, California, was determined to be the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses were encouraged to submit bids for City contracts. The Purchasing Division assisted businesses with registering on the Bids Online database to download bid specifications. Through outreach, 242 Long Beach vendors were notified to submit bids, of which 3 downloaded and 1 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 December 24, 2013, and by Budget Analysis Officer Grace Yoon on December 26, 2013.
SUSTAINABILITY
The old asphalt material to be removed under this contract will be recycled into new asphalt concrete, or utilized as base material on other street projects. The street will be resurfaced with asphalt containing up to 15 percent recycled material. Finally, 675 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.
The entirety of the Pine Avenue Improvement Project is located in the Downtown Community Plan Area and was evaluated by the Downtown Plan Program Environmental Impact Report (EIR), which was certified on January 10, 2012. No further action is required to comply with the California Environmental Quality Act (CEQA).
TIMING CONSIDERATIONS
City Council action on this matter is requested on January 7, 2014 to allow commencement of this Public Works project.
FISCAL IMPACT
The total contract award amounts are not to exceed $5,955,434 and include both the base bid and the additive bid items. The following funding has been budgeted for this contract in the Capital Projects Fund (CP) in the Public Works Department:
· $100,000 of FY 13 One-Time funds from Council District 2
· $450,000 of Tidelands funds
· $550,000 from the Downtown Long Beach Associates (DLBA)
· $1,000,000 of Community Development Grants funds (the transfer from the Community Development Grants Fund (SR 150) is budgeted in the Department of Development Services)
Up to $3,640,434 has been budgeted in the Special Revenue Gas Tax Street Improvement Fund (SR 181) in the Public Works Department. If other sources are determined to be eligible funding for this project, those funds will be utilized reducing support from the Special Revenue Gas Tax Street Improvement Fund.
In addition, $215,000 of Transportation Mitigation Program funds will be used for this contract. To utilize these funds, an appropriation increase of $215,000 in the Capital Projects Fund (CP) in the Public Works Department is requested. Approval of this recommendation will provide continued support to the local economy.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ARA MALOYAN, PE
ACTING DIRECTOR OF PUBLIC WORKS
AMY J. BODEK, AICP
DIRECTOR OF DEVELOPMENT SERVICES
APPROVED:
PATRICK H. WEST
CITY MANAGER