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SR-042286-6QGS:SES:JAS Council Meeting: April 22, 1986 To: Mayor and City Council From: City Staff Co-Q APR 2 2 1986 ~j; ,~ Santa Monica, California Subject: Award of Contract for 1985-86 Street Resurfacing Program INTRODUCTION This report recommends that the City Council award a contract for the 1985-86 Street Resurfacing Program to Sully Miller Contracting Co., the lowest responsible bidder, in the amount of $1,065,800. BACKGROUND Each fiscal year, the City Council authorizes a City-wide street resurfacing program which includes resurfacing, slurry sealing, and curb, gutter and sidewalk construction/repair in various areas of the City, The criteria used to determine which streets are to be resurfaced during a given year are age, surface type, complaints received, types of use (commercial or residential), traffic volumes, change of use, etc. The following streets proposed to be resurfaced or slurry sealed under the 1985-86 Street Resurfacing Program are: Street Limits Delaware Avenue 20th to Clov efield Lincoln Montana to S an Vicente 23rd Street Santa Monica to Broadway Schader Drive Cloverfield to west deadend Yale Street Ocean Front Santa Monica Pico to Bay to Wilshire ~ ` Montana Avenue 17th to 26th Streets APR 2 2 1986 15th Street Colorado to Santa Monica 16th Street Colorado to Santa Monica Michigan Avenue 17th to 19th Streets Kansas Cloverfield to 28th Street San Vicente (so. side) Ocean Avenue to 26th Street Additional Streets to be Resurfaced with S8300 Funds In addition to City FY 1985-86 funds budgeted for resurfacing, the State of California under SB30U has allocated $322,244 to the City of Santa Monica for street resurfacing and repair. Under this new law, the City must expend budgeted amounts that are at least equal to prior year's expenditures for maintenance and repair before the new funds can be used. The projects were bid together to take advantage of economies of scale and because of time constraints. However, the streets proposed to be resurfaced with SB300 funds will be completed after the streets originally proposed under the 1985-8b Street Resurfacing Program are completed and progress payments are made. The streets selected to be resurfaced or slurry sealed using SB300 funds are: Street Warwick Avenue Arizona Avenue Delaware Avenue 22nd Street Sunset Paula Lane Linda Lane 21st Street 25th Street Prospect Steiner Georgina J~imits Exposition to Virginia Centinela to Stanford Stewart to Warwick Montana to San Vicente 16th to 17th Marine to Linda Marine to Paula Lane Delaware to freeway Broadway to Santa Monica Marine to dead end Marine to dead end 21st to 26th Streets Assessments Council has initiated proceedings to assess commercial properties for street resurfacing and gutter construction contiguous to these properties. `i'he public hearing to establish an assessment district was held this evening (Item 7A). Commercial property owners are assessed for the full cost of gutter construction (about $9.50 per lineal foot) and one-half the cost of resurfacing (about $7.50 per lineal foot). This is a cash assessment (no bonds will be issued). Unpaid assessments are to be placed on the property owners' 1987 tax bill, Assessments are expected to generate $26,OOO.OU in revenue. Residential properties will not be assessed. Bid Package The Notice Inviting Bids was published on March 24 and 25, 1986, in the Evening Outlook and in five construction journals. The notice was sent to four minority business associations. Plans and specifications were issued to thirteen contractors. Bids were opened and read publicly by the Deputy City Clerk on April 11, 1986. One bid was received from Sully Miller Contracting Co.* in the amount of $1,382,945. Staff called the other contractors who picked up plans and specifications but did not submit a bid. Many of those contacted stated they were bidding as subcontractors. Two general contractors were too busy with other projects to submit a bid. The bid specifications provide that "the unit quantities listed in the Schedule of fork and Prices are approximate only. Actual unit quantities of work and work locations will be determined by the unit prices bid and the funds available. Unit quantities may be adjusted higher or lower depending on the final funding * Su11y Miller is not a WMBE firm approved by the City Council." The City Engineer's estimate was $1,050,000, Since $1,065,813.67 is available for the project, the contract will be awarded in the amount of $1,065,000 in accordance with the above paragraph. Sully Miller Contracting Co. has been the successful bidder for the City's street resurfacing program for several years and staff has been satisfied with their performance. BUDGET/FINANCIAL ANALYSIS Appropriation authority for implementation of the 1985-86 Street Resurfacing Program is available as follows: General Fund Sidewalk Reconstruction (U1-770-421-000-917) $ 74,250.00 Curb/Gutter Repair (01-770-421-000-918) 39,600.00 Slurry Seal (01-770-421-000-915) 24,750.00 1985-86 Street Resurfacing (O1-770-421-000-914) 320,15U.OU GENERAL FUND TOTAL Sewer Fund Resurfacing (31-770-421-000-932) Water Fund Resurfacing (25-770-421-000-934) Resurfacing (25-770-421-000-909)* Beach Fund $ 458,750.00 49,500,00 99,000.00 36,319.67 Resurfacing Various Beach Parking Lots (11-740-522-000-909) 100,000.00 SB300 Funds from State of California 43-770-421-000-935 322,244,00 TOTAL FUNDS AVAILABLE $1,065.813.67 *unused funds from 1984-85 Street Resurfacing Program RECOMMENDATIONS It is recommended that the City Council: 1. Award a contract for the 1985-85 Street Resurfacing Program to Sully Miller Contracting Co., the lowest responsible unit price bidder, in the amount of $1,065,800; and 2. Authorize the City Engineer to issue any change orders necessary to complete additional work to the extent of funds availbe in accordance with the Administrative Instruction on Change Orders. Prepared by: Stanley E Scholl, Director of General Services Reference Contract No. 4669 (CCS).