Fremont City Council Meeting: 04/19/22 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4557) DOC ID: 4557
Updated: 4/13/2022 1:59 PM by Alberto Quintanilla Page 1 2022 CAPE AND SLURRY SEAL PROJECT - Approval of Plans and Specifications; Award of Contract to American Pavement Systems, Inc. in the Amount of $2,930,232 (Including 5% Contingency) for the 2022 Cape and Slurry Seal Project (PWC 8195-U2); Make Findings of CEQA Exemption.
Contact Persons:
Name: Edward Nakayama Hans Larsen
Title: Senior Civil Engineer Public Works Director
Div/Dept: Public Works Public Works
Phone: 510-494-4775 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to initiate a project to perform pavement preventive maintenance work at various locations citywide, consisting of 139 street segments and totaling 18 miles in length.
BACKGROUND: The City’s Public Works Engineering and Street Maintenance divisions jointly monitor the pavement condition of all streets and annually perform two types of pavement treatments:
• Preventive maintenance treatments – Treatments include cape seals, slurry seals, and crack seals, which involve the application of sealant materials over pavements to extend the pavement life at a relatively low cost.
• Rehabilitation treatments – Treatments include pavement overlays and pavement base repairs, which involve the replacement of all or portions of pavements at a relatively high cost.
The City has allocated a greater amount of the available resources towards the more economical preventive maintenance treatments in order to address needs on a greater number of streets. The preventive maintenance treatments cannot address every defect that may exist on a particular street segment, but they do improve and extend the life of the pavement before having to resort to more costly rehabilitation work.
DISCUSSION:
Pavement Preventive Maintenance Project: This project will perform preventive maintenance in the form of cape and slurry seal treatments to 139 street segments, consisting of approximately 18 centerline miles of roadway and covering 3.3 million square feet of pavement surface. The pavement area covered equates to approximately 3% of the entire street network. A project web page has been created to present a map and a list of locations.
Bid Results: Bids were received on March 22, 2022. The bidders with their respective bid amounts are shown below. The Engineer’s Estimate is $2,700,000.
Bidder Bid Amount
1. American Pavement Systems, Inc. $ 2,790,232 *
Staff Report (ID # 4557) Meeting of April 19, 2022
Updated: 4/13/2022 1:59 PM by Alberto Quintanilla Page 2
2. VSS International, Inc. $ 2,894,000
3. Pavement Coatings, Inc. $ 3,046,462
*mathematically corrected
The low bidder, American Pavement Systems, Inc. submitted a responsive bid and all documents are in order. The contractor is a responsible bidder experienced in this type of work and has completed contracts of similar nature.
Project Costs and Funding:
Estimated Project Costs:
Construction Contract - Low Bid $ 2,790,232
Construction Contract Contingency $ 140,000
Construction Inspection and Administration $ 400,000
Construction Materials Testing $ 20,000
TOTAL ESTIMATED PROJECT COSTS $3,350,232
Source of Funding:
PWC 8195-501 Capital Improvements Fund $ 1,487,000
PWC 8195-525 Misc. State Revenue $ 39,000
PWC 8234-134 SB1 RMRA State Gas Tax 2103 $ 2,630,000 *
TOTAL FUNDS AVAILABLE $ 4,156,000
* Amount adjusted to account for 2022 Pavement Rehabilitation Project contract cost referenced in 4/5/22 Council Agenda item . Of the $4.343 million available in this fund, $1.713 million is planned to be used for the Pavement Rehabilitation project contract leaving $2.63 million available for this Cape and Slurry Seal project.
Based on the contract amount, project cost estimates, and proposed funding reallocations there are sufficient funds budgeted and appropriated for this project.
Safe and Complete Streets: This project includes modifications to provide multi-modal roadways consisting of narrower vehicular lanes, buffered bike lanes, enhanced crosswalks, bulb out treatments at intersections, and other improvements in conformance to current safe and complete streets practices. The streets where these modifications are planned include the following:
1. San Pedro Drive from Balboa Drive to Thornton Avenue
2. Mattos Drive from Glenmoor Drive to Logan Drive
3. Bidwell Drive from Sundale Drive to Fremont Boulevard
4. Sundale Drive from Stevenson Boulevard to Hilo Street
5. Guardino Drive from Mowry Avenue to Litchfield Avenue
Traffic Control: Due to the size and scope of this project, City residents and the traveling public will experience some inconvenience during construction. To minimize exposure of vehicles to the work, staff and the contractor will limit access and use of the roadways during construction. Individual traffic lanes and, if necessary, the entire width of the street Staff Report (ID # 4557) Meeting of April 19, 2022
Updated: 4/13/2022 1:59 PM by Alberto Quintanilla Page 3 will be closed to traffic briefly in order to perform the pavement work. To mitigate the impact of traffic delays on the public, the contractor is required to prepare traffic control plans. City staff will review and approve all traffic control plans prior to construction and will monitor traffic control work during construction to minimize the impact to the public.
Nearby businesses and residences will also receive notices informing them of the work and any parking restrictions that may be implemented. The contractor will be required to post signs for parking restrictions on project streets no less than 72 hours before the start of work. For locations near schools the contractor will be required to perform the work when school is either not in session or during periods outside of the peak hours when the school pick up or drop off is occurring.
FISCAL IMPACT: The pavement preventive maintenance work and safe and complete streets elements on public streets are funded by the Pavement Maintenance account (PWC 8195) and the Pavement Rehabilitation account (PWC 8234). These funding sources were appropriated for these purposes through the Capital Improvement Program process.
ENVIRONMENTAL REVIEW: This project is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA Guidelines section 15301 as the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.
ATTACHMENTS: None.
WEB LINK: Fremont.gov/CapeSlurry
RECOMMENDATION: Approval of the following actions related to the 2022 Cape and Slurry Seal Project (PWC 8195-U2):
1. Find this project is exempt from California Environmental Quality Act (CEQA) review pursuant to CEQA Guidelines section 15301 as the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.
2. Approve the plans and specifications for the project.
3. Accept the bid and award the construction contract to the lowest responsive and responsible bidder, American Pavement Systems, Inc., in the amount of $2,790,232, allocate a 5% construction contingency in the amount of $140,000 for a total construction contract amount of $2,930,232, and authorize the City Manager or designee to execute the contract.