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THE CITY OF � � - yr =+1 ° I^.r, CITY COUNCIL AGENDA REPORT L SAN ONo July 18, 2017 Engineering TITLE: APPROVE PLANS AND SPECIFICATIONS, REVIEW BIDS, AND AWARD CONSTRUCTION CONTRACT TO BAY CITIES PAVING AND GRADING, INC. IN THE AMOUNT OF $5,477,261.55 FOR THE ANNUAL STREET RESURFACING AND PREVENTATIVE MAINTENANCE PROJECT, CIP NO. 15503, AND OLD VINEYARD AVENUE TRAIL- PHASE I, CIP NO. 13544 SUMMARY Plans and specifications were prepared for the following two Capital Improvement Program (CIP) projects and bid as one package: (1) Annual Street Resurfacing and Preventative Maintenance project, CIP No. 15503, and (2) Old Vineyard Avenue Trail — Phase I project, CIP No. 13544. The Annual Street Resurfacing and Preventative Maintenance portion consists of approximately 4,655,000 square feet of pavement resurfacing and preventative maintenance on various city streets. The Old Vineyard Avenue Trail — Phase I project, CIP No. 13544, consists of converting approximately 4,600 linear-feet of Old Vineyard Avenue, between Vineyard Terrace and Heinz Ranch Court, into a Class 1 bike trail and an equestrian trail. Bids that were open June 8, 2017, were rejected due to an administrative error on the City's part associated with the issuance of an addendum. The project has been rebid and bids have been received and reviewed. Staff is recommending the award of the construction contract to the lowest responsible bidder, Bay Cities Paving and Grading, Inc., in the amount of$5,477,261.55 for the Annual Street Resurfacing and Preventative Maintenance of Various Streets project, CIP 15503 and the Old Vineyard Avenue Trail — Phase I project, CIP No. 13544. RECOMMENDATION 1. Reject all bids from the June 8, 2017, bid opening. 2. Approve plans and specifications for the project. 3. Review the bids received and award the construction contract for the project to Bay Cities Paving and Grading, Inc. of Concord, California, for a low bid amount of$5,477,261.55. 4. Authorize the City Manager to enter into the project contract. 5. Authorize the Director of Engineering to approve and execute contract change order(s) for a contingency amount not-to-exceed $546,064 (approximately 10% of the contract) for unforeseen yet necessary related work. 6. Approve the proposal and authorize a Task Order Authorization for Ghiradelli Associates of Oakland, to provide inspection services during construction for the not-to-exceed amount of$105,400. 7. Authorize the transfer of $215,000 from the Annual Slurry Sealing of Various Streets project, CIP No. 16504, to complete funding for this project.