1997-1007_ALL AMERICAN ASPHALT_H3a_Agenda Report •
AGENDA ITEM October 7, 1997
TO: George Scarborough, City Manager
FROM: William M. Huber, Director of Engineering& Building
SUBJECT: Budget Amendment, Award of Contract - Preventative Street Maintenance 1997-
1998 - 1. Peppertree Bend, 2. Mission Hills Ranch, 3. Silver Creek Drive, 4. Calle
Arroyo Bike Trail, and 5. Rancho Viejo Road (CIP No's. 111, 119 and 134) (All
American Asphalt)
RECOMMENDATION
1. By motion, award the contract for Preventative Street Maintenance 1997-1998 -
1. Peppertree Bend, 2. Mission Hills Ranch, 3. Silver Creek Drive, 4. Calle Arroyo Bike
Trail, and 5. Rancho Viejo Road to the second lowest bidder, All American Asphalt in the
amount of$325,984.30, and reject all other bids. Authorize the Mayor and City Clerk to
execute the document on behalf of the City. Consent to relieve the low bidder, Excel Paving,
of its bid due to a bid error, and authorize the City Clerk to return its bid bond.
2. By motion, provide $6,000 additional project funding from the Water District Concrete and
Pavement Services Fund and $4,500 additional project funding from the City Sewer Fund.
A. Summary and Recommendation
Bids were opened September 9, 1997, for Preventative Street Maintenance 1997-1998. The
bids are valid until December 8, 1997, a period of 90 days from the opening date. The low
bidder, Excel Paving Company, has indicated in writing that it does not wish to enter into a
contract with the City due to a bid error. Staff has reviewed the situation and believes that
Excel Paving has established the following points, required by law, to be relieved of its bid
and have its bid bond returned.
1. A mistake was made in the bid which affected Bid Items No. 11 - Deep Lift Asphalt,
and Items No. 15 and 22 - Subdrain, which omitted the cost of$22.37 for asphalt
material in Item 11. Also, the actual cost of$24.00 for Item 15 and 22, Subdrain,
was erroneously entered as $4.00.
2. Excel Paving gave the City written notice on September 12, 1997, three days after
September 9, 1997 bid opening, which is within five days after the bid opening,
specifying that the company's estimator trainee inadvertently left out the asphalt
material and made a transposition error on the subdrain items.
FOR CITY COUNCIL AGE ��'..
AGENDA ITEM -2- October 7, 1997
3. The mistake resulted in a base bid $19,824.00 lower than intended, and a further
$7,117.50 lower than intended for the additive alternate.
4. This mistake was made in filling out the bid and not due to error in judgement or to
carelessness in inspecting the site of the work or in reading the plans or specifications.
Staff is recommending that City Council award the contract to the second lowest bidder, All
American Asphalt, in the amount of$325,984.30.
Staff is recommending that City Council consent to relieve the low bidder, Excel Paving, of
its bid, due to a bid error.
B. Background
Bids were opened for Preventative Street Maintenance 1997-1998 as follows:
Base Bid Additive Alternative Total
Excel Paving Company 313,736.00 4,522.00 318,258.00
All American Asphalt 313,864.30 12,120.00 325,984.30
Cal Mat Industrial Asphalt 314,658.60 12,600.00 327,258.60
Holland - Lowe Const. Inc. 324,812.30 14,767.00 339,579.30
R. J. Noble Company 327,551.25 15,418.75 342,970.00
The following subcontractors were listed with the bid from All American Asphalt.
Orange County Striping, Orange, CA
CT&F Inc., Bell Gardens, CA
Case Land Survey, Signal Hill, CA
Manhole Adjusting Inc., Monterey Park, CA
Rivera Irrigation, Orange, CA
The following projects were included in this bid:
1. Peppertree Bend
Peppertree Bend was constructed as Tract 10593 in 1980 prior to annexation to the
City in 1981. The street has shown signs of deterioration for some time now and in
the mid-year Capital Improvement Project Review 1995-1996, City Staff were
directed to prepare rehabilitation plans. These plans to overlay the street were
prepared in 1996 and construction is budgeted for 1997-1998.
AGENDA ITEM -3- October 7, 1997
2. Mission Hills Ranch
Silver Spur Road, Branding Iron Road, Canyon Crest Road, Outpost Road and
Mission Hills Drive, comprising the Mission Hills Ranch, were constructed in 1968
as Tract 6427. The streets were slurried in 1987 but now require some removal and
replacement of deteriorated pavement together with an asphalt concrete overlay to
preserve the long term structural integrity of these streets.
3. Silver Creek Drive
Ground water is coming to the street surface in Silver Creek Drive in the Stoneridge
area of the City. If left unaddressed, this will cause costly deterioration of the street
requiring reconstruction. It is proposed to install a system of 4" diameter perforated
pipes under the street to intercept the ground water and convey it to an existing catch
basin and drainage system near the intersection with Hillside Terrace. This work is
a necessary prerequisite for future street preventative maintenance such as slurry seal.
4. Calle Arroyo Bike Trail
The bike trail on the south side of Calle Arroyo between La Novia Avenue and Paseo
Tirador has deteriorated due to root intrusion from adjacent trees, such that remedial
work will require its removal and reconstruction. It is proposed to remove also, the
concrete feature bands crossing the bike trail and replace them with asphalt concrete
integral with the asphalt concrete bike trail. As part of the reconstruction, the project
will include the use of'Biobarrier" Root Control System. "Biobarrier" is a multi-year
chemical barrier system which controls roots by preventing root development. This
additional cost will be funded from the Preventative Street Maintenance account.
5. (Additive Alternate) Rancho Viejo Road South of Golf Club Drive
Ground water is coming to the street surface along the east side gutter in Rancho
Viejo Road south of Golf Club Drive. This is causing deterioration of the street and
traffic signal inductive loop detectors. Plans were prepared to install a 4" diameter
perforated pipe under the street to intercept the ground water and convey it to an
existing catch basin. This project was not included in the plans and specifications
approved by City Council July 15, 1997. City Staff obtained informal bids for the
project,which exceed the cost limit for an informal award. Staff, therefore, included
this project in this bid package as an additive alternate for City Council consideration.
COMMISSIONBOARD REVIEW. RECOMMENDATIONS
N/A
AGENDA ITEM -4- October 7. 1997
FINANCIAL CONSIDERATIONS
The engineer's estimates for construction are as follows:
Peppertree Bend $ 75,000
Mission Hills Ranch 159,000
Silver Creek Drive 20,000
Calle Arroyo Bike Trail 66,000
Rancho Viejo Road $20.000
Total $ 340,000
Funds are budgeted in the 1997-1998 Capital Improvement Program as follows:
Peppertree Bend, Acct. No. 12-65300-4703-134 $ 76,000
Calle Arroyo Bike Trail, Acct. No. 12-65300-4703-111 50,000
Preventative Street Maintenance, Acct. No. 12-65300-4734-119 216.000
Total $342,000
Prior to consolidation, the City received payment from the Capistrano Valley Water District for
raising water valves boxes to grade following resurfacing. This project includes 31 CVWD valve
boxes and it is appropriate to provide funding at $185 per item for a total of approximately $6,000
from the Water District Concrete and Pavement Services Fund. Similarly, it is appropriate to provide
funding from the Sewer Fund to raise the 26 City sewer manhole covers to grade at $170 per item
for a total of approximately $4,500 from the Sewer Fund.
Project construction funding would therefore be as follows:
Peppertree Bend Acct. No. 12-65300-4703-134 $76,000.00
Calle Arroyo Bike Trail Acct. No. 12-65300-4703-111 50,000.00
Preventative Street Maintenance Acct. No. 12-65300-4734-119 189,484.30
Water District Concrete and Pavement Services Fund 6,000.00
City Sewer Fund 4.500.00
Construction Total $325,984.30
Construction Administration and Inspection would be funded from the Preventative Street
Maintenance account at an estimated cost of$5,000.00.
AGENDA ITEM -5- October 7, 1997
NOTIFICATION
Excel Paving Company
All American Asphalt
Cal Mat Industrial Asphalt
Holland-Lowe Const. Inc.
R.J. Nobel Company
Edward C. Raymund, Peppertree Bend
Glen Fouret, Peppertree Bend
John Grant, Outpost Road
Margaret Cogdell, Ortega Properties
ALTERNATE ACTIONS
1. Award the contract for Preventative Street Maintenance 1997-1998 to the second lowest
bidder, All American Asphalt, Amend the project budget. Call the low bidder bid surety.
2. Do not award the contract.
3. Request additional information from Staff.
RECOMMENDATION
1. By motion, award the contract for Preventative Street Maintenance 1997-1998 -
1. Peppertree Bend, 2. Mission Hills Ranch, 3. Silver Creek Drive, 4. Calle Arroyo Bike
Trail, and 5. Rancho Viejo Road to the second lowest bidder, All American Asphalt in the
amount of$325,984.30, and reject all other bids. Authorize the Mayor and City Clerk to
execute the document on behalf of the City. Consent to relieve the low bidder, Excel Paving,
of its bid due to a bid error, and authorize the City Clerk to return its bid bond.
2. By motion, provide $6,000 additional project funding from the Water District Concrete and
Pavement Services Fund and $4,500 additional project funding from the City Sewer Fund.
Respectfully Submitted, Pr ared by,
/2.1/4A,
William M. Huber, P.E. Brian Perry, P.E.
Director, Engineering & Building Project Manager
WMH/BP:sg
Attachment: Contract
Excel Paving letter of September 12, 1997
a:\agendas\10-7prev.bp