Award Annual Slurry Seal Project
February 15, 2022
DATE: February 15, 2022
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Eddie Chan, P.E., Principal Civil Engineer
SUBJECT: CONTRACT WITH MISSION PAVING AND SEALING , INC. FOR THE FISCAL YEAR 20 21-22 ANNUAL SLURRY SEAL PROJECT IN THE
AMOUNT OF $534,922.10
Recommendation: Approve
SUMMARY
As part of the City’s Annual Asphalt and Concrete Program, the Public Works Services Department (“PWSD”) is preparing to slurry seal various residential streets within the City.
To ensure that the City is receiving the most competitive prices and quality service for this work, the PWSD conducted a formal bid. Mission Paving and Sealing, Inc. submitted the lowest responsive bid.
It is recommended that the City Council approve, authorize, and direct the City Manager to execute a Contract with Mission Paving and Sealing, Inc. for the Fiscal Year 2021-22 Annual Slurry Seal Project in the amount of $534,922.10 and approve a 5% construction contingency.
BACKGROUND
The PWSD is responsible for the maintenance and repair of approximately 147 miles of roadway within the City. The 20 21 Pavement Management Program Update assessed the condition of all City streets and assigned a numerical index between 0 and 100, which is used to indicate the general condition of pavement. The Annual Slurry Seal Maintenance Program assists in extending the life expectancy, and improves the overall appearance and safety of City streets. This program provides surface maintenance of all City streets and divides the City up into eight zones, with one zone being addressed each year as part of an eight-year cycle. Updates to the plan are conducted regularly to ensure that the program is effective and to identify street segments with unusual wear and tear.
Award Annual Slurry Seal Project
February 15, 2022
DISCUSSION
The Fiscal Year 2021-22 Annual Slurry Seal Project will address approximately 13.3 miles of residential and arterial streets as shown on the attached Project Location Map (Exhibit “A”). The area can generally be described as being from east of Michilinda Avenue to the west of Baldwin Avenue and south of Colorado Street to the north of Huntington Drive.
The work includes crack sealing, the application of an emulsified asphalt and sand coating commonly referred to as slurry, and re-striping of street centerlines, stop bars, and other safety striping. This process protects the asphalt pavement surface from weather, restores skid resistance, and provides an aesthetic uplift to the street and neighborhood.
The sidewalk, curb, and gutter repair portion of the Program will go out to bid in late February 2022.
A Notice Inviting Bids was published in the City’s adjudicated newspaper and bid packages were provided to contractors that perform this type of work. O n January 4, 2022, the City Clerk received six sealed bids with the following results:
Rank Firm Location Base Bid
1 Mission Paving and Sealing, Inc. Irwindale $467,722.10 2 Roy Allan Slurry Seal Inc. Santa Fe Springs $469,658.20 3 Doug Martin Contracting Co., Inc. La Habra $471,085.50 4 American Asphalt South, Inc. Fontana $528,873.75
5 All American Asphalt Corona $563,255.00
6 Pavement Coatings Co. Jurupa Valley $585,575.00
Bid documents were reviewed for content and the contractor’s background was also investigated. Based on this review, it has been determined that Mission Paving and Sealing, Inc. is the lowest responsive bidder for this work . Mission Paving and Sealing, Inc. has successfully completed similar work within budget for the Cities of El Monte, Duarte, Industry, Fontana, Torrance, Chino Hills, and Rancho Palos Verdes.
The bid documents inc luded a request for pricing for bid alternate items, includ ing application of Type II slurry and installation of traffic striping and pavement markers on Colorado St from Michillinda Avenue to Baldwin Avenue. The total cost of these bid alternate items is $67,200 . The bid alternate items are highly desirable, and there is sufficient funding in the Fiscal Year 2021-22 Capital Improvement Program for the Annual Slurry Seal Program to include them in the project. T he total project construction cost is $534,922.10, which includes the base bid and the bid alternate items . Per the contract documents, City shall award the contract for the Project to the lowest responsive, Award Annual Slurry Seal Project
February 15, 2022
responsible Bidder as determined by the City from the base bid alone. Therefore, Mission Paving and Sealing, Inc. had the lowest base bid at $467,722.10 and an alternate bid of $67,200 for a total construction cost of $534,922.10.
ENVIRONMENTAL ANALYSIS
This project is considered a Class 1 exemption as defined in Section 15301(c) of the California Environmental Quality Act since the project consists of the maintenance of existing public streets and does not involve expansion of the existing use of the streets.
FISCAL IMPACT
Funds in the amount of $700,000 have been budgeted in the Fiscal Year 2021-22 Capital Improvement Program for the Annual Slurry Seal Program. The total cost for this Project is $534,922.10. With the request of a 5% construction contingency, the total project cost would be $561,668.20. The remaining funds from the Slurry Seal project will be used for sidewalk, curb, and gutter repair in this same area.
RECOMMENDATION
It is recommended that the City Council determines that this project is considered a Class 1 exemption as defined in Section 15301(c) under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a Contract with Mission Paving and Sealing, Inc. for the Fiscal Year 202 1-22 Annual Slurry Seal Project in the amount of $534,922.10, and approve a 5% construction contingency.
Attachments: Exhibit “A” - Project Location Map
Proposed Contract with Mission Paving and Sealing, Inc.
CITY OF ARCADIA
2021/2022 ANNUAL SLURRY SEAL PROJECT
PROJECT NUMBER: 55331022
BETWEEN
CITY OF ARCADIA
AND
MISSION PAVING AND SEALING, INC.
CONTRACT
Contract - 1
CONTRACT FOR THE
CITY OF ARCADIA
This CONTRACT, No. ________ is made and entered into this ____ day of _______, 2022, by and between City of Arcadia, sometimes hereinafter called “City,” and Mission Paving and Sealing, Inc., sometimes hereinafter called “Contractor.” WITNESSETH: That the parties hereto hav e mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows:
A. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project:
2021/2022 Annual Slurry Seal Project / Project No.: 55331022 The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation.
B. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract D ocuments within sixty (60) calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work.
C. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of FIVE HUNDRED THIRTY -
FOUR T HOUSAND, NINE HUNDRED TWENTY -TWO DOLLARS AND TEN CENTS ($534,922.10). Payment shall be made as set forth in the General Conditions.
D. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the C ity the sum set forth in Special Conditions , Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents.
E. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following:
Notice Inviting Bids
Instructions to Bidders
Bid Form
Bid Bond
Designation of Subcontractors
Information Required of Bidders
Non-Collusion Declaration Form
Iran Contracting Act Certification
Public Works Contractor Registration Certification
Performance Bond
Contract - 2
Payment (Labor and Materials) Bond
General Conditions
Special Conditions
Technical Specifications
Addenda
Plans and Drawings
Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9
Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders
Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents.
All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract s hall supersede any prior agreement of the parties.
F. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work.
G. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions.
H. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at dir.ca.gov and which must be posted at the job
site.
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Contract - 3
IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written.
CITY OF ARCADIA
By:
Dominic Lazzaretto
City Manager
MISSION PAVING AND SEALING, INC.
By:
Signature
Print Name and Title
Attest:
By:
City Clerk
By:
Signature
Print Name and Title
Approved as to Form:
Stephen P. Deitsch
City Attorney