REPORT TO MAYOR AND COUNCIL

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Kerry Kelley
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1 AGENDA ITEM NO. 3.g REPORT TO MAYOR AND COUNCIL TO THE HONORABLE MAYOR AND COUNCIL: DATE: September 28, 2010 SUBJECT: AWARDING A CONSTRUCTION CONTRACT FOR THE 2010 SURFACE SEAL PROGRAM, RFB #2211, TO VALLEY SLURRY SEAL COMPANY OF WEST SACRAMENTO, AS THE LOWEST RESPONSIBLE BIDDER IN THE AMOUNT OF $519, FOR THE BASE BID AND 2 BID ALTERNATES Report in Brief The Public Works and Engineering Department performs annual Pavement Maintenance Programs on the City s residential, arterial and collector streets. Included in these programs is the annual Street Surface Seal Program. Staff recommends that the City Council award the contract for the 2010 Surface Seal Program, RFB #2211, to Valley Slurry Seal Company of West Sacramento, as the lowest responsible bidder in the amount of $519, for the Base Bid and 2 Bid Alternates. Background The Street Surface Seal Program is one of the annual street preventative maintenance programs. An asphalt rubber cape seal is one of the strategies incorporated into the City s Pavement Management System to ensure an adequately maintained street system. Typically, the City has only used slurry seal as the preventative maintenance treatment to extend the life of asphalt pavement, as it can increase the time by five to seven years before a pavement overlay or reconstruction project is necessary. Because it is good practice to interchange between slurry and cape seal, this year cape seal will be applied. Cape seals extend the life of asphalt pavement even longer than slurry due to the rubberized give; they can add up to ten years of life to a roadway. An asphalt rubber cape seal is a two step process that starts with the application of an asphalt rubber seal coat followed by an application of a slurry seal coat. Slurry seal consists of an application of a mixture of asphaltic emulsion, latex, aggregate, and water over the existing pavement. Slurry is applied by a specialized machine mounted on a large truck, where the materials are mixed and applied in one continuous operation. The machine can apply slurry in various widths while the thickness typically varies from 1/8 to 1/4 inch. Preparatory work consists of the repair of failed areas by patch paving contractors in addition to skin patching and crack sealing by City crews. Slurry seal fills small cracks, results in a new wearing surface, and provides an excellent seal against the damaging effects of water intrusion into the pavement.

2 AWARDING A CONSTRUCTION CONTRACT FOR THE 2010 SURFACE SEAL PROGRAM, RFB #2211, TO VALLEY SLURRY SEAL COMPANY OF WEST SACRAMENTO, AS THE LOWEST RESPONSIBLE BIDDER IN THE AMOUNT OF $519, FOR THE BASE BID AND 2 BID ALTERNATES September 28, 2010 Page 2 The Street Surface Seal Program also includes the removal of existing pavement markers and thermoplastic stripes and legends; and the placement of temporary pavement delineators during the slurry seal operation, followed by use of permanent traffic striping, legends, and pavement markers. The striping, legends and pavement markers are included as part of this contract because it is more cost-effective and efficient for the contractor to perform this work on long stretches of arterial and collector streets rather than by City crews. This strategy also allows the City signs and markings crews to keep up with their regularly scheduled traffic maintenance work. As bid, the 2010 Surface Seal Program consists of a cape seal with isolated dig-outs on Glazier Drive; Glazier Court; Thornwood Drive; Candlewood Court, Stillwater Court and Willow Pass Road from Landana Road to the City Limits. Alternate 1 consists of cape seal on Solano Way between Marsh Drive and Broadmoor Avenue. Alternate 2 consists of dig outs on Pine Hollow Road between Ygnacio Valley Road the City Limits. Bids were opened at 10:00 a.m. on Friday, September 3, Two (2) bids were received, ranging from $519, to $891,452.30, as shown on the Bid Summary (Attachment 1). The Engineer s Estimate was $883, for the Base Bid and both Bid Alternates. Valley Slurry Seal Company of West Sacramento submitted the low bid of $519, Discussion Valley Slurry Seal Company s low bid of $519,528.52, is approximately 41% lower than the Engineer s Estimate of $883, Staff contacted the low bidder to obtain confirmation of their bid amount. Valley Slurry Seal confirmed that they are comfortable with their bid and ready to perform the work as bid. While Valley Slurry Seal s bid is 41% lower than the Engineer s Estimate, many of the contract line items are heavily dependent on the market price of oil products including asphalt concrete for the dig-outs. With the extremely favorable bid, staff recommends increasing the project scope by contract change order. Through Street Saver, our street maintenance database program, staff is evaluating an increase in the number of streets to be included in this year s program by an additional 25% or approximately $125,000, based on the bid amount. Valley Slurry Seal Company possesses a proper and valid contractor s license, and has provided satisfactory references. Valley Slurry Seal has successfully completed similar projects, including the 2008 and 2009 Surface Seal Programs. Based on the foregoing information, staff recommends that the City Council award a construction contract to Valley Slurry Seal Company as the lowest responsible bidder for 2010 Surface Seal Program, RFB #2211. The project schedule calls for beginning construction in October 2010, and completing the work in November 2010.

3 AWARDING A CONSTRUCTION CONTRACT FOR THE 2010 SURFACE SEAL PROGRAM, RFB #2211, TO VALLEY SLURRY SEAL COMPANY OF WEST SACRAMENTO, AS THE LOWEST RESPONSIBLE BIDDER IN THE AMOUNT OF $519, FOR THE BASE BID AND 2 BID ALTERNATES September 28, 2010 Page 3 Fiscal Impact The Street Preventative Maintenance Program is funded through Gas Tax, Proposition 111, and Measure C revenue. The available budget for the 2010 Surface Seal Program is sufficient to fully fund the work. Public Contact Twelve (12) potential bidders, fourteen (14) builder exchanges, and the Concord Chamber of Commerce were solicited in the aforementioned bid process. Notice of this bid was published in the Contra Costa Times newspaper August 16 and August 21, 2010; and posted in the Finance Department lobby and on the City s website. Residents on streets scheduled to be cape sealed will receive letters ahead of time that describe the program and will also be advised of the work schedule by barricade postings and door hangers a few days prior to their street being cape sealed. Recommendation for Action Staff recommends that the City Council award the contract for the 2010 Surface Seal Program, RFB #2211, to Valley Slurry Seal Company of West Sacramento, as the lowest responsible bidder in the amount of $519, for the Base Bid and 2 Bid Alternates. Prepared by: Danea Gemmell, PE Acting City Engineer Dept. of Public Works and Engineering Danea.Gemmell@ci.concord.ca.us Daniel E. Keen City Manager Dan.Keen@ci.concord.ca.us Attachment 1: Bid Results Cape Seal Program

4 Attachment No. 1 MEMORANDUM September 20, 2010 TO: FROM: Dan Sequeria Associate Civil Engineer Anita Bell-Karno Purchasing Agent SUBJECT: RFB # Pavement Maintenance Project Twelve (12) potential bidders, fourteen (14) builder exchanges, and the Concord Chamber of Commerce were solicited of the aforementioned solicitation. Notice of this bid was published in the Contra Costa Times newspaper August 16 and August 21, 2010; and posted in the Finance Department lobby. The bid document was also posted on the City s website. Addendum No. 1 was issued September 1 and faxed to all known potential bidders. It was also posted in the Finance Department lobby and on the City s website. Friday, September 3, 2010, at 10:00 a.m. submitted bids were publicly opened by the City Clerk. Two submittals were received. The bid tabulation is attached. Both submittals were reviewed for completeness and math errors. Both submittals are complete and correct. According to the State of California Contractors State License Board s website, both bidders possess current and active Contractor s license and in the classification specified. Copies of the submittals are being sent to you via in-house mail for your review. As provided in the solicitation document, award is to be made on the base bid. Valley Slurry Seal Company of West Sacramento, California is the apparent low bidder. Please contact me if there are any questions. Attachment cc: File AB-K/ab-k

5 Attachment No. 1 RFB # PAVEMENT MAINTENANCE PROJECT DETAILED BID RESULTS Total Bidder Base Bid Alternate No. 1 Alternate No. 2 Valley Slurry Seal $299, $143, $77, Co West Sacramento, CA $515, $244, $131, Base Bid Detailed Tabulation (Unit Price) Valley Slurry Seal Co $5, $35, $0.57 $2.69 $11, $38, $1.10 $4.00 Alternate No. 1- Detailed Tabulation (Unit Price) Valley Slurry Seal Co $4, $ $12, $ Alternate No. 2- Detailed Tabulation (Unit Price) Valley Slurry Seal Co $4, $25, $1.94 $8, $23, $4.00

SECTION 14 - RESTORATION OF SURFACES TABLE OF CONTENTS

SECTION 14 - RESTORATION OF SURFACES TABLE OF CONTENTS Section Page SECTION 14 RESTORATION OF SURFACES... 14.1 14-1 GENERAL... 14.1 14-2 PRIVATE ROADS... 14.1 14-3 STREETS AND PARKING LOTS... 14.1 14-3.01