STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE AUTHORITY

It is recommended that the Coalinga City Council award a Contract in the amount of $1,293,314.00 to AJ Excavation, Inc., 9662 W. Kearney Blvd., Fresno, CA 93706 for the Forest/Truman & Baker Reconstruction Project. It is also recommended that a contingency of 10% ($129,331.40) be included in the Council action to cover any unforeseen incidentals for a total authorization amount of $1,422,645.40.

During the 2015 call for projects, the City applied for a grant through the Regional Surface Improvement Program (RSTP) to continue the efforts of improving Forest Street. The application requested $600,000 for phase 4 of the Forest Street Reconstruction Project which consists of demolition of existing improvements, clearing and grubbing, sawcutting, installation of curb and gutter, curb, sidewalk, curb ramps, driveway approaches, valley gutter, median island, A.C. pavement, aggregate base, storm drain main, storm drain manholes, storm drain inlets, sewer main, sewer manholes, jack and bore, LED street lights, electrical conduit, electrical wire, pull boxes, traffic striping, traffic signage, bike lane striping from Polk to Elm, existing utility lid adjustment, and construction surveying. This project also includes improvements at Truman and Elm Ave as part of the Active Transportation Plan's effort to increase safety on Elm Ave through realignment.

Staff knew that applying for the entire project amount would result in the project not receiving funding due to the history of past project awards as well as the total monies available in the regional bid. Therefore, in the application the City anticipated contributing to the project with local street funds. Recently, the City was advised that there were allocated funds at the regional level that authorized the use of additional regional funds to fund the original cost estimate of the project in the amount of $1,275,000. The City has already expended local street funds in the amount of $125,000 for the local match portion related to preliminary engineering. Over the course of the design and engineering of the project, construction costs have increased in addition staff has added additional utility improvements to the scope of work since there are needed water, sewer, gas and storm drain improvement needs within the project area.

City Staff received and opened nine bids for this project on October 3, 2019, at 2:00 p.m. A.J. Excavation, Inc., was the apparent low bidder with a total bid proposal of $1,293,314.00. The Engineer’s Estimate was $1,404,700.00.   The entire bid summary is included as Attachment “A”. AJ Excavation, Inc., has furnished the required bid bond.  If the City Council decides to award the project to AJ Excavation, Inc., and the “Notice to Proceed” is issued, the contractor will have 60 working days to complete the work. The following is a tentative schedule:

Award of Contract:                             October 10, 2019

Start of Construction:                         November 18, 2019

Completion of Construction:              February 18, 2020

Coalinga City Council to award the contract and authorize the Mayor and City Clerk to execute the Public Works Agreement in the amount of $1,293,314.00 plus a contingency amount of $129,331.40 for a total authorized amount for this project of $1,422,645.40.

• The Council may choose not to proceed withe project - staff does not recommend as the additional funding source will come from enterprise and impact fees funds which have sufficient funding availability. 

Total authorization request for this contract is $1,293,314 with an additional 10% contingency of $129,331.40 for a total of $1,422,645.40. This project is funded by Surface Transportation Program Local (STPL) funds in the amount of $1,275,000, Sewer Enterprise funds in the amount of $54,317.00, Water Enterprise funds in the amount of $30,600.00 and Storm Drain Impact Fee Funds in the amount of $62,728.40. There will be no fiscal impact to the General Fund.