Print Back to Calendar Return
    17.    
City Council Regular
Meeting Date: 05/23/2017  
Submitted By: Pamela Sharp, Administrative Assistant II

SUBJECT:
CONTRACT WITH AMERICAN ASPHALT SOUTH, INC. FOR THE REHABILITATION OF FAIRFIELD RANCH ROAD PROJECT AND OTHER RELATED ITEMS
RECOMMENDATION:
  1. Reject Roy Allan Slurry Seal, Inc. bid as non-responsive. 
     
  2. Award a contract to American Asphalt South, Inc. the next lowest responsible and responsive bid submitted in the amount of $160,705.40 for the Rehabilitation of Fairfield Ranch Road from Soquel Canyon Parkway/Central Avenue to the south end of Big League Dreams Sports Park. 
     
  3. Authorize staff to issue a Notice of Award. 
     
  4. Authorize staff to accept the performance and payment bonds, proof of insurance, and issue a Notice to Proceed upon receipt and acceptance of such. 
     
  5. Authorize the City Manager, at his discretion, to approve cumulative change orders up to 10% ($16,070.54) of the awarded contract amount.
BACKGROUND/ANALYSIS:
On March 14, 2017, the City Council approved the plans and specifications and authorized staff to solicit bids for the Rehabilitation of Fairfield Ranch Road from Soquel Canyon Parkway/Central Avenue to the south end of Big League Dreams Sports Park project.  On April 12, 2017, staff issued an Addendum No. 1 to add work for the contractor to display a portable message board sign advising of the proposed slurry seal construction on Fairfield Ranch Road.
 
 

On April 20, 2017, five (5) bids were received and are summarized as follows:  
 
CONTRACTOR BID AMOUNT
  1.  Roy Allan Slurry Seal, Inc.
$139,285.84
  1.  American Asphalt South, Inc.
$160,705.40
  1. Pavement Coating Company
$165,774.84
  1. All American Asphalt, Inc.
$167,103.79
  1. Haitbrink Asphalt Paving, Inc.
$178,120.40

Roy Allan Slurry Seal, Inc. was the apparent low bidder, however, it was found the bidder did not acknowledge Addendum No. 1 in the bid package.  The City received a bid protest from the second lowest bidder, American Asphalt South, Inc., declaring that the Roy Allan Slurry Seal, Inc. bid did not properly adhere to the requirement noted in the addendum documents to bidders which states: “the acknowledgement of receipt of this Addendum No. 1 shall be entered on page 10 (Section 1.3.1-Bid) of the document therein.” This oversight renders the bid as non-responsive and, therefore, City staff recommends that it be rejected.
 
American Asphalt South, Inc. was the next lowest responsive, responsible bidder submitted a bid in the amount of $160,705.40.  Staff has received favorable reports from references regarding the work performed by American Asphalt South, Inc., and the company is currently performing acceptable work on the Grand Avenue Pavement Rehabilitation project.  Therefore, staff recommends that the City Council award a contract to American Asphalt South, Inc. in the amount of $160,705.40.
ENVIRONMENTAL (CEQA) REVIEW:
At the March 14, 2017, City Council meeting, the project was determined to be exempt as a Class 1(c) Categorical Exemption, (existing highway and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities), pursuant to Section 15301 of Guidelines for the California Environmental Quality Act of 1970, as amended, Public Resources Code section 21000 et seq.
FISCAL IMPACT:
This project is included in the Fiscal Year 2016-17 Capital Improvement Program budget.
 

 
REVIEWED BY OTHERS:
This item has been reviewed by the City Attorney and the Finance Director.
 

AgendaQuick©2005 - 2021 Destiny Software Inc., All Rights Reserved