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HomeMy WebLinkAboutAGENDA REPORT 1999 0421 CC REG ITEM 10CTO: FROM: DATE: CITY OF MOORPARK AGENDA REPORT The Honorable City Council nt,—) Fite ITEM 4 -C. CITY OF of 61 n cSD Iut on___i1t� �j1-IC��1i By- Kenneth C. Gilbert, Director of Public Works April 13, 1999 (Council Meeting 4- 21 -99) SUBJECT: Casey Road Traffic Signal: a) Consider Bids for the Award of Construction Contract; b) Consider Approval of the Selection of a Civil Engineering Firm to Provide Construction Engineering Services For Said Project; and, c) Consider Adoption of a Resolution Amending the FY 1998/99 Budget to Show the Revenue [Moorpark Unified School District] and Expenditures for this Project EXECUTIVE SUMMARY This presents the results of the bid opening held on April 12, 1999, and recommends the award of a construction contract for the subject project. This report also recommends selection of a consultant to provide contract administration and inspection services. DISCUSSION A. Background 1. On September 16th the City Council approved a request from the Moorpark Unified School District (MUSD) that the City execute a City / Caltrans Cooperative Agreement to facilitate partial Caltrans funding of the subject project which was, at the time, to be managed by MUSD. That action also included a requirement that the City and MUSD enter into a separate agreement pertaining to these matters. 2. On December 2nd the City Council approved another request from MUSD that the City manage the bidding and construction phase of the project, provided that all City costs (including staff administrative costs) were to be reimbursed by MUSD. 000.1.:.1 Casey Road Traffic Signal April 13, 1999 Page 2 3. On December 16th the City Council authorized the Mayor to sign the City / MUSD Agreement and the City / Caltrans Cooperative Agreement, subject to language approval by the City Attorney and the City Manager. On that date the City Council also authorized staff to advertise for receipt of bids for the construction of the project, subject to the completion of certain prerequisites. 4. On January 20, 1999, the City Council accepted deeds for certain additional street right -of -way on Walnut Canyon Road, which was required in order to construct the project. 5. In early February the City /MUSD Agreement was approved and signed by both agencies. 6. In early March the City /Caltrans Agreement was approved and signed by both agencies. 7. In mid -March the City received all of the approvals (Caltrans permit, Right -of -way Certification, plan approval, etc.) necessary for the project to be advertised for receipt of bids. The City also received the first of several payments from MUSD for the funding of this project. 8. In late March the project was advertised for receipt of bids. B. Project Scope The scope of work for the subject project includes two elements: • Walnut Canyon Road: The construction of improvements within the State right -of -way (to be funded 50 -50 by MUSD and Caltrans) including: 1. a traffic signal; 2. an advance warning flashing 3. a sidewalk on the east side southerly to Everett Street. beacon; and, of the street from Casey Road Casey Road: The construction of improvements to the south side of Casey Road (to be entirely funded by MUSD) from the intersection westerly to the Boys and Girls Club Gymnasium, including: 1. Street widening; 2. new sidewalk, curb and gutter; 3. new storm drain catch basins; and, 4. a new storm drain lateral and connection to the existing Ventura County Flood Control District (VCFCD) box culvert. Casey awd Casey Road Traffic Signal April 13, 1999 Page 3 • Realignment of Casey Road: The design for the project includes the realignment of Casey Road just west of the intersection. This realignment moves the intersection to the south approximately forty feet (401) to improve visibility. • Equipment: The project does not include the controller, cabinet, poles and mast arms. Those materials were purchased by MUSD in advance of advertising the project, in order to expedite the construction schedule. MUSD cost for this equipment [$27,847] will be included in the final invoice to Caltrans for the reimbursement of project related costs. D. Project Design The design for the subject project was prepared by an engineer retained by MUSD. The City Council has not been asked to approve the project design. Although the City will not have design immunity for this project, the City is indemnified and held harmless by MUSD for any design related claims, as stipulated in the City /MUSD Agreement. As of the writing of this report, certain changes made to the design for Casey Road had not yet been approved by the engineer which prepared those plans. It is the intent of MUSD, therefore, to have the engineer who prepared the design for the Walnut Canyon Road improvements, sign the plans and approve the design changes for the Casey Road improvements. It is anticipated that a letter confirming this action will be received by the City prior to the City Council awarding the construction contract. E. Bid Results Bids for the subject project were received and opened on April 12, 1999. A summary of the bid results is attached as Exhibit 1. The apparent low bidder is Berry General Engineering Contractors, Inc., with a bid price of $183,035.50. It has been determined that Berry General Engineering Contractors, Inc. is qualified to perform the work. Said contractor has confirmed that their bid is valid and that they are prepared to proceed with the construction of the project. Casey_awd Casey Road Traffic Signal April 13, 1999 Page 4 F. MUSD Approval L H. In that MUSD is funding this project (with participation by Caltrans), Section 9d and 9e of the City / MUSD Agreement require MUSD to review the bid results and approve the bid price prior to the award of contract. MUSD has reviewed the bid results and has authorized the City to proceed with the award of a construction contract. Construction Engineering MUSD had previously solicited and received proposals from three firms for construction engineering services (contract administration and inspection) for the subject project. When it was decided to have the City assume the administration of these efforts, those proposals were provided to the City. All three firms were qualified to provide the required services. A summary of the fee amounts proposed by each, is as follows: Firm Fee Amount VCE Civil Engineering 32,270 ** City (via CAA) 36,731 MNS Engineers 48,260 ** plus soils & materials testing It is recommended below that VCE be retained by the City to provide construction engineering services for this project. Fiscal Impact 1. Total Project Costs Estimate: Element Total ($) Construction 183,035 Contingency 18,465 Sub -Total Construction 201,500 Design Cost ( *) Construction Engineering ( * *) 34,500 Project Admin ( * * *) 34,000 Total 270,000 ( *) Design provided by and costs incurred by MUSD ( * *) Contract Admin. & Inspection ( * * *) See Section G -2 Casey_awd Casey Road Traffic Signal April 13, 1999 Page 5 2. Project Administration: In addition to the contract construction costs and contract construction engineering costs to be incurred by the City, the City has and will incur other project administration costs, including: • Printing plans and specifications; • City attorney review of Inter - Agency Agreements; and, • Staff time (primarily the Public Works Director) required to manage the approval process over the past several months as well as future efforts to manage the construction related contracts and the inter - agency agreements. 3. MUSD Deposit: Pursuant to Section 7 of the City / MUSD Agreement, MUSD is to pay the City an advance equal to ten percent (10 %) of the estimated project cost prior to the City awarding the construction contract. As of the writing of this report, the full amount of the required advance had not yet been paid. It is anticipated that the outstanding amount of the advance will be paid prior to the date the City Council considers the award of contract. It should be noted that forty percent (40 %) of the total project estimated costs is due ten days after receipt of the first invoice from the contractor. The remainder of the required funds are to be paid as progress payments are received. 4. FY 1998199 Budget Amendment: Attached is a Resolution amending the FY 1998/99 budget to show both the funds to be received from MUSD as well as the projected City expenditures for the subject project. The total expenditure budget is summarized as follows: Element Contract ($) In -House ($) * Total ($) Design (support) 0 20,000 20,000 Right -of -Way 0 1,000 1,000 Construction 201,500 0 201,500 Const Eng 34,500 13,000 47,500 Total 236,000 34,000 270,000 * including City Attorney Costs I. Outstanding Matters 1. Storm Drain Easement: As of the date of the writing of this report, MUSD had not yet provided the City with a deed for an easement required for the storm drain lateral to be constructed across a portion of the Boys and Girls Club property. MUSD has advised City staff that a deed conveying this storm drain easement to the City, will be provided to the City prior to the date the City Council considers the award of the construction contract. Casey_awd G0611.� Casey Road Traffic Signal April 13, 1999 Page 6 2. Design Approval: As discussed in Section D of this report, the City has not yet received documentation approving the final design changes. It is anticipated that such approval will be received prior to the date the City Council considers the award of the construction contract. 3. Payment of Advance: As discussed in Section H -3 of this report, the City has not yet received the required ten percent advance from MUSD. It is anticipated that such payment will be received prior to the date the City Council considers the award of the construction contract. J. Future Requirements 1. Deed to Caltrans: It is the intent of MUSD to provide the City with the deeds required for the City to convey the additional walnut Canyon Road street right -of -way to Caltrans. This action is a prerequisite of receipt of the State funding. 2. Design Cost: It will be necessary for MUSD to provide the City with the information required to document MUSD design costs prior to reimbursement by the State. K. Schedule The anticipated follows: • 04/21/99: • 04/27/99: • 05/03/99: • 07/15/99: L. Summary schedule for project construction is as Contract awarded (VCWWD #1 notified to install Temp. sewer) Pre - construction meeting Notice to Proceed Complete The recommendations below assume that all of the matters discussed in Section I will have been completed prior to April 21, 1999. In the event that some of those matters are not addressed prior to the City Council taking action, it will be the intent of staff to revise the recommendations to properly address any outstanding matters. RECOMMENDATIONS (Roll Call Vote) Staff recommends that the City Council take the following actions: 1. Adopt Resolution 99- amending the FY 1998/99 Budget to show the revenue (from MUSD) and expenditures for the subject project [400.801.8060.xxx.xxxx]; Casey_awd 0001,40 Casey Road Traffic Signal April 13, 1999 Page 7 2. Award a contract to Berry General Engineering Contractors, Inc. in the amount of $183,035.50 for the construction of the subject project; 3. Authorize the City Manager to approve Change Orders for additional work, subsequent to receipt of input from the Moorpark Unified School District; 4. Approve the selection of VCE Engineering to provide construction engineering services (contract administration and inspection) for the project for a fee not to exceed $32,670 plus actual cost for soils and materials testing; and, 5. Authorize the Mayor to sign the contract documents for the subject project. Casey_awd 000.141 City of Moorpark Exhibit I Bid Results Casey Road Traffic Signal Page 1 of 4 Vendor] Vendor 2 12- Apr -99 Name: Engineer's Estimate Berry General Engineering Nye 81 Nelson Address: P.O. Box 7178 2497 E Harbor Blvd. Cit, State: Oxnard, CA 93031 Ventura, CA 93001 Tel. No.: 805 - 485 -9826 805. 654 -1682 Contact Person: Dan Berry Rurlc Nye Item Descri tlon Qty Units Unit Cost Total Bid Unit Cost Total Bid Unit Cost Total Bid alnut anyon d Al Staking 1 LS 1,000.00 1,000.00 2,650.00 2,650.00 3,000.00 3,000.00 A2 Signing 1 LS 2,000.00 2,000.00 590.00 590.00 500.00 500.00 A3 Traffic Control 1 LS 8,000.00 8,000.00 3,425.00 3,425.00 5,000.00 5,000.00 A4 Remove Signs 6 EA 100.00 600.00 67.00 402.00 70.00 420.00 AS Adl Water Valve /Meter 4 EA 300.00 1,200.00 320.00 1,280.00 550.00 2,200.00 A6 Clearing /Grubbing 1 LS 10,250.00 10,250.00 5,125.00 5,125.00 12,000.00 12,000.00 A7 Sawcut Pavement 42 M 8.25 346.50 7.10 298.20 7.00 294.00 A8 Roadway Excavation 200 M3 75.00 15,000.00 33.25 6,650.00 25.00 5,000.00 A9 Base 15 Tonne 35.00 525.00 16.54 248.10 65.00 975.00 A10 A/C 8 Tonne 90.00 720.00 84.60 676.80 200.00 1,600.00 All Roadside Signs 2 EA 200.00 400.00 320.00 640.00 330.00 660.00 Al2 Guardrail 15 M 250.00 3,750.00 239.00 3,585.00 350.00 5,250.00 A13 Fence 29 M 23.00 667.00 33.00 957.00 40.00 1,160.00 A14 Wood Fence (1.5M) 5 M 80.00 400.00 107.00 535.00 110.00 550.00 A15 Survey Marker 3 EA 300.00 900.00 530.00 1,590.00 550.00 1,650.00 A16 Concrete 30 M3 260.00 7,800.00 368.00 11,040.00 500.00 15,000.00 A17 Stripe 310 M 4.60 1,426.00 3.25 1,007.50 3.50 1,085.00 A18 Markings 53 M2 32.00 1,696.00 30.00 1,590.00 35.00 1,855.00 A19 RPM 37 EA 5.00 1 85.00 3.45 1 27.65 6.00 222.00 A20 Signal /Lighting I LS 125,000.00 125,000.00 37,125.00 37,125.00 35,223.00 35,223.00 A21 Release I LS 1.00 1.00 1.00 1.00 1.00 1.00 181,866.50 79,543.25 93,645.00 Sub -Total Highway Casey Rd 81 Construction Staking I LS 1,000.00 1,000.00 4,245.00 4,245.00 5,000.00 5,000.00 82 Signing I LS 500.00 500.00 233.00 233.00 500.00 500.00 B3 Traffic Control I LS 2,000.00 2,000.00 738.00 738.00 1,135.00 1,135.00 B4 Remove Signs 2 EA 100.00 200.00 202.00 404.00 70.00 140.00 BS Ad] Water Meter / Box 2 EA 300.00 600.00 320.00 640.00 550.00 1,100.00 B6 Clearing / Saw Cutting I LS 13,125.00 13,125.00 17,810.00 17,810.00 15,000.00 15,000.00 B7 Roadway Excavation 350 CY 50.00 17,500.00 30.00 10,500.00 35.00 12,250.00 B8 Base 735 T 32.00 23,520.00 15.00 11,025.00 30.00 22,050.00 B9 A/C 200 T 80.00 16,000.00 49.45 9,890.00 70.00 14,000.00 B10 Roadside Signs I EA 200.00 200.00 154.00 154.00 200.00 200.00 BI 1 Relocate Fence (6') 125 LF 10.00 1,250.00 20.10 2,512.50 25.00 3,125.00 City of Moorpark Bid Results Exhibit 1 Casey Road Traffic Signal Page 2 of 4 Bidder > >>>> Vendor 1 Vendor 2 12- Apr -99 Name: Engineer's Estimate Berry General Engineering Nye Bc Nelson Address: P.O. Box 7178 2497 E Harbor Blvd. Cit, State: Oxnard, CA 93031 Ventura, CA 93001 Tel. No.: 805. 485.9826 805 - 654 -1682 Contact Person: Dan Berry Ruric Nye Item Description Est Qty Units Unit Cost Total Bid Unit Cost Total Bid Unit Cost Total Bid 120 LF 15.00 1,800.00 26.50 3,180.00 30.00 3,600.00 B12 Relocate Fence ( 12') 813 Chain Link Gate I EA 600.00 600.00 1,300.00 1,300.00 1,400.00 1,400.00 B14 Relocate F H 2 EA 1,000.00 2,000.00 1,025.00 2,050.00 1,200.00 2,400.00 B15 24" RCP 88 LF 80.00 7,040.00 101.00 8,888.00 105.00 9,240.00 B16 6" PVC 18.00 LF 25.00 450.00 36.50 657.00 40.00 720.00 B17 6" ACP Water Line 56 LF 50.00 2,800.00 29.00 1,624.00 35.00 1,960.00 BIB C / B ( w = 7') 2 EA 1,500.00 3,000.00 3,265.00 6,530.00 3,500.00 7,000.00 B19 C / B Brooks 1 EA 300.00 300.00 640.00 640.00 700.00 700.00 B20 Curb / Gutter 420 LF 10.00 4,200.00 12.50 5,250.00 20.00 8,400.00 821 Sidewalk, Ect 2460.00 SF 3.00 7,380.00 6.00 14,760.00 5.00 12,300.00 B22 Striping 310 LF 1.40 434.00 0.95 294.50 1.00 310.00 B23 Pvmt Markings 60.00 SF 3.00 180.00 1.35 81.00 1.50 90.00 B24 RPM 25 EA 5.00 125.00 3.45 86.25 5.00 125.00 Sub -Total Casey 106,204.00 103,492.25 122,745.00 Total 288,070.50 183,035.50 216, 390.00 City of Moorpark Bid Results Exhibit 1 Casey Road Traffic Signal Page 3 of 4 Vendor 3 Vendor 4 Vendor 5 12- Apr -99 Name: CNM Paving Damar Construction Address: 2510 -G Las Posas Rd #449 4773 Ortega St Clt, State: Camarillo, CA 93010 Ventura, CA 93003 Tel. No.: 805 - 389 -1475 805 -654 -8438 Contact Person: Matt Ludlow Erbie Daw, Jr Item Descri lion Qry Units Unit Cost Total Bid Unit Cost Total Bid Unit Cost Total Bid ainut anyon d Al Staking I LS 5,875.00 5,875.00 3,750.00 3,750.00 0.00 A2 Signing I LS 5,500.00 5,500.00 575.00 575.00 0.00 A3 Trafflc Control 1 LS 6,975.00 6,975.00 30,185.00 30,185.00 0,00 A4 Remove Signs 6 EA 150.00 900.00 115.00 690.00 0,00 AS Add Water Valve /Meter 4 EA 425.00 1,700.00 345.00 1,380.00 0.00 A6 Clearing /Grubbing I LS 4,870.00 4,870.00 7,700.00 7,700.00 0.00 A7 Sawcut Pavement 42 M 6.00 252.00 11.00 462.00 0,00 A8 Roadway Excavation 200 M3 14.00 2,800.00 116.50 23,300.00 0.00 A9 Base 15 Tonne 60.00 900.00 385.00 5,775.00 0.00 A10 A/C 8 Tonne 165.00 1,320.00 150.00 1,200.00 0.00 All Roadside Signs 2 EA 500.00 1,000.00 345.00 690.00 0.00 Al2 Guardrail 15 M 260.00 3,900.00 380.00 5,700.00 0.00 A13 Fence 29 M 36.00 1,044.00 152.00 4,408.00 0.00 A14 Wood Fence (1.5M) 5 M 125.00 625.00 335.00 1,675.00 0.00 A15 Survey Marker 3 EA 600.00 1,800.00 575.00 1,725.00 0.00 A16 Concrete 30 M3 370.00 11,100.00 415.00 12,450.00 0.00 A17 Stripe 310 M 3.60 1,116.00 3.50 1,085.00 0.00 A18 Markings 53 M2 32.50 1,722.50 32.50 1,722.50 0.00 A19 RPM 37 EA 3.85 142.45 3.75 138.75 0.00 A20 Signal / Lighting 1 LS 35,200.00 35,200.00 40,250.00 40,250.00 0,00 A21 Release I LS 1.00 1.00 1.00 1.00 0.00 88,742.95 144,862.25 0.00 Sub -Total Highway Casey Rd B1 Construction Staking 1 LS 10,750.00 10,750.00 3,750.00 3,750.00 0.00 B2 Signing 1 LS 6,000.00 6,000.00 575.00 575.00 0,00 B3 Trafflc Control 1 LS 15,000.00 15,000.00 21,560.00 21,560.00 0.00 B4 Remove Signs 2 EA 250.00 500.00 115.00 230.00 0.00 B5 Ad] Water Meter / Box 2 EA 375.00 750.00 345.00 690.00 0.00 B6 Clearing / Saw Cutting 1 LS 13,600.00 13,600.00 12,500.00 12,500.00 0.00 B7 Roadway Excavation 350 CY 34.00 11,900.00 33.50 11,725.00 0.00 B8 Base 735 T 20.00 14,700.00 40.00 29,400.00 0.00 B9 A/C 200 T 54.50 10,900.00 73.50 14,700.00 0.00 B 10 Roadside Signs 1 EA 500.00 500.00 175.00 175.00 0.00 Bl I Relocate Fence (6') 125 LF 22.00 2,750.00 41.15 5,143.75 0,00 0001 411 q. City of Moorpark Bid Results Exhibit 1 Casey Road Traffic Signal Page 4 of 4 12- Apr -99 Bidder >>>>> Name: Vendor 3 CNM Paving Vendor 4 Damar Construction Vendor 5 Address; Cit, State: Tel. No.: 2510 -G Las Posas Camarillo, CA 805 - 389.1475 Rd 11449 93010 4773 Ortega St Ventura, CA 93003 805 - 654 -8438 Contact Person: Matt Ludlow Erbie Daw, ]r Item Description Est Qty Units Unit Cost Total Bid Unit Cost Total Bid Unit Cost Total Bid 48.50 5,820.00 0,00 B12 Relocate Fence (12') 120 LF 29.50 3,540.00 B13 Chain Link Gate 1 EA 1,650.00 1,650.00 1,380.00 1,380.00 0.00 B14 Relocate F H 2 EA 3,400.00 6,800.00 1,112.50 2,225.00 0.00 BIS 24" RCP 88 LF 139.00 12,232.00 110.00 9,680.00 0.00 B16 6" PVC 18.00 LF 30.00 540.00 39.50 711.00 0.00 B17 6" ACP Water Line 56 LF 45.00 2,520.00 42.75 2,394.00 0.00 B18 C / B ( w = 7') 2 EA 5,350.00 10,700.00 3,500.00 7,000.00 0.00 B19 C / B Brooks 1 EA 850.00 850.00 725.00 725.00 0.00 B20 Curb / Gutter 420 LF 12.50 5,250.00 18.50 7,770.00 0.00 B21 Sidewalk, Ect 2460.00 SF 3.10 7,626.00 9.00 22,140.00 0.00 B22 Striping 310 LF 1.10 341.00 1.00 310.00 0.00 B23 Pvmt Markings 60.00 IF 2.00 120.00 1.50 90.00 0.00 B24 RPM 25 EA 4.00 100.00 3.75 93.75 0.00 Sub -Total Casey 139,619.00 160,787.50 0.00 Total 228,361.95 305,649.75 0.00 RESOLUTION NO. 99 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FY 1998/99 BUDGET TO ADD THE CASEY ROAD TRAFFIC SIGNAL PROJECT [ACC. 400.801.8060.XXX.XXXX] WHEREAS, on July 17, 1998, the City Council adopted the Budget for Fiscal Year 1998/99; and WHEREAS, the City has entered into an Agreement (Contract No.99 -12) with the Moorpark Unified School District ( "District ") related to the construction of the Casey Road Traffic Signal and Street Improvement Project; and WHEREAS, said Agreement provides that the City shall administer certain efforts required to construct said project; and WHEREAS, said Agreement also provides that the District shall reimburse the City for all contract and in -house costs related to said efforts; and WHEREAS, it is necessary and appropriate to amend the FY 1998/99 Budget to reflect those revenues and expenditures; and WHEREAS, a staff report has been presented to the City Council requesting said amendment to the Budget in the aggregate amount of $270,000; and WHEREAS, Exhibit "A," attached hereto and made a part hereof, describes said anticipated revenues and expenditures. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1: That a Budget amendment is hereby approved to show additional revenues for the Casey Road Traffic Signal Project in the aggregate amount of $270,000, and additional expenditures for the Casey Road Traffic Signal Project in the aggregate amount of $270,000, said increase being more particularly described in Exhibit "A" attached hereto. SECTION 2: The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 215t day of April, 1999. ATTESTED: Patrick Hunter, Mayor Deborah S. Traffenstedt, City Clerk 00 l-I ;.'. Resolution No. 99 - Exhibit "A" ADJUSTED APPROPRIATIONS FOR Project 8060 (Casey Road Traffic Signal Project) FUND ACCOUNT NUMBER APPROPRIATION REVISED APPROPRIATION Design: 400.801.8060.802.9102 REQUEST $20,000 $1,000 $201,500 xxx.900.0000.000.5100 $270,000 TOTALS: $0 $1,000 Construction: 400.801.8060.804.9903 $0 $270,000 4UU.801.8060.00n irn4 DISTRIBUTION OF APPROPRIATIONS TO EXPENSE ACCOUNT NUMBERS 0001.x:` CURRENT APPROPRIATION SUBJECT APPROPRIATION / (REDUCTION) REVISED APPROPRIATION Design: 400.801.8060.802.9102 $0 $20,000 $1,000 $201,500 $20,000 Right -of -Way: 400.801.8060.803.9903 $0 $1,000 Construction: 400.801.8060.804.9903 $0 $201,500 Construction Engineering 400.801.8060.808.9102 $0 $47,500 $47,500 TOTALS: $0 $270,000 $270,000 0001.x:`