Award Annual Slurry Seal Project
February 7, 2023
DATE: February 7, 2023
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Jan Balanay, Senior Engineering Assistant
SUBJECT: CONTRACT WITH MISSION PAVING AND SEALING , INC. FOR THE FISCAL YEAR 20 22-23 ANNUAL SLURRY SEAL PROJECT IN THE AMOUNT OF $741,340
CEQA: Exempt
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, and 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 2022-23 Annual Slurry Seal Project , in the amount of $ 741,340 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 2021 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 useful life of the pavement and improves the overall appearance and safety of City streets. This program provides surface maintenance for all City streets and divides the City 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 ef fective and to identify street segments with unusual wear and tear.
Award Annual Slurry Seal Project
February 7, 2023
DISCUSSION
The Fiscal Year 2022-23 Annual Slurry Seal Project will address approximately 17.9 miles of residential and arterial streets as shown on the attached Project Location Map (Exhibit A). The project area generally includes streets east of Santa Anita Avenue to the eastern City limits, and north of Huntington Dr ive to the northern City limits. 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 improvement to the roadway. The sidewalk, curb, and gutter repair portion of the Program will go out to bid in late February 2023.
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 17, 2023, the City Clerk received seven sealed bids with the following results:
Rank Firm Location Base Bid
1. Mission Paving and Sealing, Inc. Irwindale $741,340.00
2. Doug Martin Contracting Co., Inc. La Habra $893,615.80
3. American Asphalt South, Inc. Fontana $896,790.00
4. Pavement Coatings Co. Jurupa Valley $911,880.00
5. All American Asphalt Corona $940,600.00
6. VSS International, Inc. West Sacramento $970,120.00
7. Roy Allan Slurry Seal Inc. Santa Fe Springs $983,664.20
Bid documents were reviewed for content and the contractor s’ background and recent projects were investigated for competency. 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 Arcadia, El Monte, Duarte, Industry, Fontana, Torrance, Chino Hills, and Rancho Palos Verdes.
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.
Award Annual Slurry Seal Project
February 7, 2023
FISCAL IMPACT
Funds in the amount of $800,000 have been budgeted in the Fiscal Year 2022-23 Capital Improvement Program for the Annual Slurry Seal Program. The total cost for this Project is $741,340 and a 5% construction contingency would bring the total cost to $778,407, which is within the adopted budget. Any remaining funds from the Slurry Seal project will be used for sidewalk, curb, and gutter repair in the same project area.
RECOMMENDATION
It is recommended that the City Council determine 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 2022-23 Annual Slurry Seal Project in the amount of $741,340, and approve a 5% construction contingency.
Attachments: Exhibit “A” - Project Location Map
Proposed Contract with Mission Paving and Sealing, Inc.
ALLEY ALLEY
ALLEY (VACATED BY CITY)
SEWER EASEMENT ALLEY
EDISON EASEMENT
NORTH
2022/23 ANNUAL SLURRY SEAL PROJECT
PROJECT NO.: 55331023
PROJECT LOCATION MAP - EXHIBIT "A"
FOOTHILL BL
COLORADO BL
HUNTINGTON DR
SANTA ANITA AVE
ORANGE GROVE AVE
SIERRA MADRE BL
SECOND AVE
HIGHLAND OAKS DR
SANTA CLARA ST
FIFTH AVE
GRAND VIEW AVE
SANTA ANITA AVE
ELKINS AVE
SYCAMORE AVE
CITY OF ARCADIA
2022/2023 ANNUAL SLURRY SEAL PROJECT
PROJECT NO.: 55331023
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 ___________, 2023, 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 have 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:
2022/2023 Annual Slurry Seal Project / Project No.: 55331023 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 Documents 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. T he 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 SEVEN HUNDRED FORTY- ONE THO USAND, THREE HUNDRED FORTY DOLLARS AND NO CENTS ($741,340.00) .
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 City 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 CONT RACT. 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.
[REMAINDER OF PAGE LEFT INTENTIONALLY BLANK]
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
Attest:
By:
City Clerk
Approved as to Form:
_________________________
Michael J. Maurer
City Attorney
MISSION PAVING AND SEALING, INC.
By:
Signature
Print Name and Title
By:
Signature
Print Name and Title