Fremont City Council Meeting: 10/10/23 07:00 PM
3300 Capitol Avenue Div/Dept: Community Services
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5000) DOC ID: 5000 A
Updated: 10/5/2023 8:59 AM by Susan Gauthier A Page 1
MASTER SERVICES AGREEMENT FOR ON-CALL MAINTENANCE AND SAFETY
REPAIR WORK TO DAMAGED ASPHALT, CONCRETE AND PAVING PATHWAYS AT VARIOUS PARKS AND TRAIL LOCATIONS THROUGHOUT THE CITY – Authorize the City Manager or Designee to Execute the Master Services Agreement with Silicon Valley Paving, Inc. for On-Call Maintenance and Safety Repair Work to Damaged Asphalt, Concrete and Paving Pathways at Various Parks and Trail Locations Throughout the City
Contact Persons:
Name: Andrew Freeman Suzanne Wolf
Title: Business Manager Community Services Director
Div/Dept: Community Services Community Services
Phone: 510-494-4757 510-494-4329
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to authorize the approval of the Master Service Agreement for On Call Maintenance and Safety Repair Work to Damaged Asphalt, Concrete, and Paving Pathways at Various Parks and Trail Locations throughout the City.
BACKGROUND: Over the last several months park and trails users have re ported to City Park Maintenance staff damaged asphalt, concrete and/or paved pathways with raised, loose and/or cracked surfaces at Mission Creek Trail, North Gate Trail Park, Central Park and Lowry Park. Annual funding of up $250,000 from PWC8501 or other project PWC’s has been identified to support this service for the next five years.
DISCUSSION/ANALYSIS: A Request for Proposals (RFP# 24-003) was publicly released on June 9, 2023, for this service. The RFP remained opened through July 20, 2023.
On Call Maintenance and Safety Repair Work to Damaged Asphalt, Concrete, and Paving Pathways at Various Parks and Trail Locations throughout the City included the following services:
• Provide all necessary labor, materials, tools, and equipment required for removal, disposal, and replacement of damaged asphalt, concrete, paving and to resurface areas.
• All work shall conform to the latest editions of concrete and asphalt industry standards and supplemental standards associated with the current infrastructure being repaired.
• Asphalt removal and replacement must be four inches thick and with four inches of Class III aggregate base.
• Supply and install all cast- in-place concrete work as designated by Park Superintendent or Park Superintendent designee. The work shall include, but not limited to, the following;
o Concrete paving with thickened edge and aggregate base o Six inches over six inches concrete paving with aggregate base Council Staff Report (ID # 5000) Meeting of October 10, 2023 Updated: 10/5/2023 8:59 AM by Susan Gauthier A Page 2
o Concrete curb and mow bands.
• Seal coat must be two coat applications with sand, gravel or small aggregate. • All work to be guaranteed by the Vendor against defects for one-year from date of City’s final acceptance of the work.
• All work shall be performed by experienced and skilled craftsmen, who shall be completely familiar with the application for the work prescribed. • Asphalt repairs:
o Remove and replace 4" asphalt measured in square feet using Hot Mix Asphalt (HMA)
o Remove and replace 6" asphalt measured in square feet using Hot Mix Asphalt (HMA)
o 2" Asphalt overlay measured in square feet using Hot Mix Asphalt (HMA) o Speed bumps in linear feet using Hot Mix Asphalt (HMA) o Crack seal measured in linear feet
o Overcoat measured in square feet
o Slurry seal measured in square feet
o Slurry seal type II measured in square feet
o Slurry seal type III measured in square feet
o Stripping in linear feet
• Concrete repairs:
o Site assessment and preparation
o Conduct site visit to assess the extent of damage to the concrete pathways to be repaired at various parks designated by Parks Superintendent or designee and provide assessment report
o Prepare the site by removing any necessary concrete, debris loose concrete or vegetation that may impede the repair of replacement work o Identify the type of concrete required for repair or replacement, including strength and composition to match existing
o Demolish and remove any damaged or deteriorated concrete pathways as needed or requested.
o Dispose of any debris and waste materials in compliance with local regulations at contractors’ expense.
o Prepare sub-base by removing any organic or unstable materials, adding compacting material as needed for compacting the remaining sub-base material to create a stable base for new concrete based on industry standard. o Build formwork to define the shape and size of the new concrete pathway to match existing contours.
o Install any necessary reinforcement, such as rebar to enhance the strength, durability and tie into existing concrete.
o Pour concrete mixture into the form work ensuring that the level and evenly distributed to existing grade
o Use finishing tools to smooth and level the surface of concrete and add any desired textures or finishes to match existing
o Work with Parks Staff to create timeline to allow the concrete to cure for specified period, typically at least 28 days, to achieve its full strength and Council Staff Report (ID # 5000) Meeting of October 10, 2023 Updated: 10/5/2023 8:59 AM by Susan Gauthier A Page 3
durability
o Apply sealant to match areas that have existing sealant to protect the surface of the concrete for damage and wear.
o Remove all tools and equipment from site
o Conduct final cleanup of the area, removing all debris and waste material o Restore any landscaping including irrigation system parts that may have been damaged or disturbed during repairs or replacement work.
The City received two proposals for this service: Always Paving and Silicon Valley Paving.
These proposals were evaluated by three raters applying the following criteria:
qualifications, feasibility, responsiveness, service agreement and rates. The Silicon Valley Paving proposal scored the highest.
Staff is recommending awarding the contract to Silicon Valley Paving for an initial term through June 30, 2029, with a total not to exceed amount of $1,250,000. The contract total not to exceed amount for Fiscal Year 2023/24 is $250,000.
FISCAL IMPACT: All City costs associated with this agreement are covered by the budget adopted through the bi-annual CIP process.
ENVIRONMENTAL REVIEW: Approval of asphalt, concrete and paved pathways maintenance agreements is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 because the maintenance and repairs will be to existing facilities.
ATTACHMENTS: None.
RECOMMENDATION: Award a five-year Master Service Agreement for On Call Maintenance and Safety Repair Work to Damaged Asphalt, Concrete, and Paving Pathway s at Various Parks and Trail Locations throughout the City and authorize the City Manager or designee to execute agreement with Silicon Valley Paving with a total not to exceed amount of $1,250,000. For fiscal year 2023/24 the total not to exceed amount is $250,000.