Item No. 5
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: MAY 15, 2024
SUBJECT: AWARD OF CONTRACT FOR THE 2024 SLURRY SEAL
PROJECT, PROJECT NUMBER 56091
RECOMMENDATION
It is recommended that the Council award the construction contract for 2024 Slurry Seal Project, Project Number 56091 to the lowest responsive bidder, American Asphalt Repairs and Resurfacing Company, Inc. of Hayward in the amount of $361,989.75 and authorize change orders up to $35,000; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town.
BACKGROUND
Pavement maintenance is budgeted annually in the Town’s Capital Improvement budget. The 2024 Slurry Seal Project is included in the FY 2022-23 and FY 2023-24 Capital Improvement Program budgets. This project consists of placing Type II micro-surfacing per Town specifications on the listed streets, which includes notifications, traffic control, preparation work, slurry, rolling, sweeping, and re-striping/pavement markings (as needed) per Town standard specifications and special provisions. Additionally, the project includes the refresh of Class III (shared use) bikeway pavement markings throughout the Town. The refresh of the Class III bikeway pavement markings was included in the FY 2022-23 Capital Improvement Program.
Slurry Seal Locations are:
#1 – Valley Road – cul-de-sac (Valley Road to end)
#2 – Walsh Road – cul-de-sac (Valley Road to end)
#3 – Alta Vista Drive (Fletcher Drive to Ridgeview Drive) #4 – Southerland Dive – cul-de-sac (Sutherland Drive to end) #5 – Ridgeview Drive (Atherton Avenue to Fletcher Drive) #6 – Bergesen Court – cul-de-sac
#7 – Inglewood Lane – cul-de-sac
#8 – Macbain Avenue – cul-de-sac
2024 Slurry Seal
MAY 15, 2024
#9 – Victoria Drive – cul-de-sac
#10 – Moulton Drive – cul-de-sac
#11 – Fair Oaks Lane (Middlefield Road to Caltrain right-of-way) #12 – Virginia Lane – cul-de-sac
#13 – Palmer Lane (Middlefield Road to Town limits)
#14 – Parkwood Drive – cul-de-sac
#15 – Wisteria Way – cul-de-sac
ANALYSIS
Public Works staff administered a publicly noticed bid for the 2024 Slurry Seal Project. Bids were opened on May 1, 2024. Five (5) bids were received for the 2024 Slurry Seal Project as follows:
CONTRACTOR LOCATION BID
American Asphalt Hayward $361,989.75
Graham Contractors, Inc. San Jose $362,613.75
VSS International W. Sacramento $392,000.00
Pavement Coatings Co. Sacramento $437,755.60
Sierra Nevada Construction, Inc. Sparks, NV $487,007.00 The Engineer's Estimate for the 2024 Slurry Seal Project, including the refresh of Class III bikeway markings, was $342,280.00.
COMMUNITY NOTIFICATION
A map of the areas affected of the project is currently on the Town’s website. A construction schedule will be added to the Town’s website and distributed via the Town’s electronic news network.
Neighborhood Notifications and Performance
Staff will widely publicize the patching program through a multi-media approach using the Town’s website and the Town’s electronic news flash notification system. The contractor’s responsibilities include: door-hanger notifications; signage; and the placement of barricades at 100-foot maximum intervals on each street at least forty-eight hours prior to work being performed. These barricades will include no parking signs and road closure schedules along with contact information. A list and map of the areas affected and timing of the project will be added to the Town’s website and distributed via the Town’s electronic news network.
FISCAL IMPACT
Measure A funds in the amount of $100,000 were budgeted in FY 2022-23 for the refresh of Class III Bikeway pavement markings throughout the Town. The Engineer’s Estimate for this portion of the work was $56,800. Sufficient funds are available to cover the contract bid price of $58,585 and the requested contingency for this portion of the work. 2024 Slurry Seal
MAY 15, 2024
The Engineer’s Estimate for the slurry seal portion of the 2024 Slurry Seal Project was $285,480.
Sufficient funds are available in the FY 2022-23 and 2023-24 Capital Improvement program budget for street maintenance projects to cover the contract bid price of $302,414.75 and the requested contingency for this portion of the work.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area A – Maintain Fiscal Responsibility
• Goal Area B – Preserve Small Town Character and Quality of Life • Goal Area D – Manage Circulation and Improve Safety
• Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned
POLICY FOCUS
The project will provide a pavement resurfacing that will extend the life cycle of the roadway. This project will include crack sealing, and roadway sealing. The selected areas were identified via the Town’s Pavement Management Program and field verification of conditions.
A solid and consistent pavement management program is a planning and budgeting tool that helps communities make more consistent, cost effective and defensible decisions about what work to do and when to do it. The costs of repairs to a roadway will increase if not done at the appropriate time. The delaying of roadway improvement projects results in more costly improvements when ultimately done. From a policy perspective, it is less expensive to keep roads in good shape over time through an effective and supported pavement management system.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. 2024 Slurry Seal Location Map
2. Class III Bikeway Striping Map