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Agenda Item No: 4
Meeting Date: September 8, 2009
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: —� City Manager Approval
_ Director of Public Works (DD)
File No. 16.06.67
REPORT ON BID OPENING AND RESOLUTION AWARDING THE
CONTRACT FOR STREET RESURFACING AMERICAN RECOVERY AND
REINVESTMENT ACT 2009 REBID, PROJECT NO. 11108, FEDERAL AID
PROJECT NO. ESPL-5043(030) TO GHILOTTI BROS., INC., IN THE AMOUNT
OF $1,137,285.30.
RECOMMENDATION:
Adopt resolution.
BACKGROUND:
The Street Resurfacing American Recovery and Reinvestment Act 2009 project targets two
arterial and two collector streets throughout the City of San Rafael for resurfacing. The streets
to be repaired are: Kerner Boulevard from Bellam Boulevard to Canal Street, Las Gallinas
Avenue from Montevideo Way to Lucas Valley Road, Nova Albion Way from Las Gallinas
Avenue to Northgate Drive, and Smith Ranch Road from Old Redwood Highway to Silveira
Parkway.
The City expects to receive $1,188,000 from the President's Economic Stimulus Program,
which will be spent on this street resurfacing project. There are constraints on the Economic
Stimulus money such as having to award the project 75 days and that the money can only be
spent on arterial or collectors streets that are listed on the Federal Highway Administration's list.
On April 20, 2009, the City Council adopted the plans and specifications for this project and
authorized the City clerk to call for bids. Caltrans sent the authorization to advertise on July 21,
2009, and the project was originally advertised on July 22, 2009, and that original bid opening
was on August 13, 2009. It was determined that there were irregularities in the bid documents
and all the bids were rejected at the City Council meeting on August 17, 2009. On August 20,
2009, the project was re -advertised to bid and the bid opening took place on September 1,
2009. The following contractors submitted proposals:
1. Ghilotti Bros, Inc. $1,137,285.30
2. Ghilotti Construction Company $1,189,891.24
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS:
Caltrans requested that the American Recovery and Reinvestment Act 2009 projects be
streamlined in order for them to review the projects coming to them from all of the cities and
counties in their districts within the time constraints. In order to do this, two projects were put
out to bid to prepare for this street resurfacing project. One project, "Deep Lift Asphalt Repairs
08/09", formally bid, repaired the street failures and another project "Street Resurfacing 08/09 —
ADA Curb Ramps", was informally bid and constructed the ADA required curb ramps on the two
arterial and two collector streets.
In February of this year, all of the City's streets were evaluated using the Street Saver Program
approved by MTC. The four streets selected for resurfacing were the most needing of repair
from the Federal Highway Administrations list of collectors and arterials within the City of San
Rafael.
The following is a list of the Engineer's Estimate and the bids received:
Engineer's Estimate $1,503,635.45
1. Ghilotti Bros., Inc. $1,137,285.30 (-24.3%)
2. Ghilotti Construction Company, Inc. $1,189,891.24 (-20.9%)
Refer to the attached Bid Summary Sheet for complete details on Unit and Total Prices of
Items.
FISCAL IMPACT:
The total projected cost for this project is as follows:
Category -Eden Expense Code
Amount Note(s)
Design -01
In-house.
Construction -02
$1,307,878.00 Lowest bid, includes 15% contingency
Construction Management -03
$1,317,878.00
Land Acquisition -04
Site Testing -05
$10,000.00
Furniture and Equipment -06
Supplies and Services -07
Personnel -08
Construction Inspection -99
Total Projected Cost
$1,317,878.00
We request that the Council approve $1,317,878.00 for the project, from the following funding
source(s):
Source
Amount Note(s)
ARRA 2009
$1,188,000.00
Local Measure A
$129,878.00 Portion of 09-10 allocation of $454,934
Total Available Funds
$1,317,878.00
OPTIONS:
The Engineer's Estimate was $1,503,635.45. Ghilotti Bros., Inc., with a bid of $1,137,285.30, is
the lowest and responsible bidder for this project. The City Council may reject all bids, but staff
does not recommend this option, since the bids reviewed are very competitive and the City
would lose their American Recovery and Reinvestment Act 2009 allotment of $1,188,000
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
because we would not have enough time to rebid the project and award the project before the
deadline of September 21, 2009.
ACTION REQUIRED:
Staff recommends that the City Council adopt the resolution awarding the contract to Ghilotti
Bros., Inc. in the amount of $1,137,285.30.
Enclosures (2)
1. Bid Summary
2. Resolution
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RESOLUTION NO. _
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AWARDING THE CONTRACT FOR STREET RESURFACING AMERICAN
RECOVERY AND REINVESTMENT ACT 2009 REBID, PROJECT NO. 11108,
FEDERAL AID PROJECT NO. ESPL-5043 (030) TO GHILOTTI BROS., INC., IN
THE AMOUNT OF $1,137,285.30.
WHEREAS, on the I" day of September, 2009, pursuant to due and legal notice
published in the manner provided by law, inviting sealed bids for proposals for the work
hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on
file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of
said City did publicly open, examine, and declare all sealed bids or proposals for doing
the following work in said City, to wit:
"STREET RESURFACING
AMERICAN RECOVERY AND REINVESTMENT ACT 2009 REBID"
PROJECT NO. 11108
in accordance with the plans and specifications therefore on file in the office of said City
Clerk; and
WHEREAS, the streets designated for resurfacing are eligible to be funded
utilizing Federal Stimulus and Local Measure A funds; and
WHEREAS, the bid of Ghilotti Bros., Inc. at the unit prices stated in its bid was
and is the lowest and best bid for said work and said bidder is the lowest responsible
bidder therefore;
NOW, THEREFORE, IT IS HEREBY ORDERED AND RESOLVED that the
bid of Ghilotti Bros., Inc. and the same is hereby accepted at said unit prices and that
the contract for said work and improvements be and the same is hereby awarded to said
Ghilotti Bros., Inc. at the unit prices mentioned in said bid.
RESOLVED FURTHER, that the Mayor of said City be authorized and
directed to execute a contract with Ghilotti Bros., Inc. for said work and to return
the bidders bond upon the execution of said contract.
RESOLVED FURTHER, that the Director of Public Works is hereby
authorized to take any and all such actions and make changes as may be necessary
to accomplish the purpose of this resolution.
I, ESTHER C. BEHtNE, City Clerk of the City of San Rafael, hereby
certify that the foregoing resolution was duly and regularly introduced and adopted
at a regular meeting of the Council of said City held on the 8`h day of September,
2009, by the following vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL
ABSENT: COUNCIL MEMBERS:
ESTHER C. BEIRNE, City Clerk
File No. 16.06.67