Fremont City Council Meeting: 05/14/24 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5158) DOC ID: 5158
Updated: 5/9/2024 6:43 PM by Susan Gauthier Page 1
2024 CAPE AND SLURRY SEAL PROJECT - Approval of Plans and Specifications; Award of Contract to VSS International, Inc. in the Amount of $5,767,000 (Including 5% Contingency) for the 2024 Cape and Slurry Seal Project (PWC8195- W2); Appropriation Actions; 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 131 street segments and totaling 18 miles in length.
BACKGROUND: The City’s Public Works and Maintenance Departments 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 resources towards the more economical preventive maintenance treatments in order to address needs on more of the City’s streets.
The preventive maintenance treatments cannot address every defect that exists 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 131 street segments, consisting of approximately 18 centerline miles of roadway and covering 3.8 million square feet of pavement surface. The pavement area covered equates to approximately 4% of the entire street network. A map and a list of locations is provided in the LINKS section of this report.
Council Staff Report (ID # 5158) Meeting of May 14, 2024 Updated: 5/9/2024 6:43 PM by Susan Gauthier Page 2
Bid Results: Bids were received on April 16, 2024. The bidders with their respective bid amounts are shown below. The Engineer’s Estimate is $4,800,000.
Bidder Bid Amount
1. VSS International, Inc. $ 5,493,000.00
2. Pavement Coatings, Inc. $ 5,614,927.15
3. American Pavement Systems, Inc. $ 5,831,774.00
The low bidder, VSS International, 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 satisfactorily completed contracts of similar nature with the City and other nearby local agencies.
The bid submitted by VSS International, Inc. is higher than the Engineer’s Estimate due to the increase in current market price for striping components, which are necessary for a significant portion of this project.
The project’s total costs and funding are summarized in the table below:
Project Costs and Funding:
Estimated Project Costs:
Construction Contract - Low Bid $5,493,000
Construction Contract Contingency 274,000
Construction Inspection and Administration 800,000
Construction Materials Testing 20,000
TOTAL ESTIMATED PROJECT COSTS $6,587,000
Source of Funding:
PWC8195-501 Capital Improvements Fund $2,081,000
PWC8195-515 ACTC Measure BB Local Streets 1,858,000
PWC8195-520 ACTC Measure BB Bike and Ped 300,000
PWC8195-525 Misc. State Revenue 250,000
PWC8234-134 SB1 RMRA State Gas Tax 2103 873,000 *
PWC8874-520 ACTC Measure BB Bike and Ped 528,000
PWC8874-521 Transportation Development Act 210,000
PWC8944-520 ACTC Measure B Bike and Ped 7,000
PWC9037-531 Traffic Impact Fee (Recommended)
Unallocated Measure BB, Fund 515 (Recommended)
Unallocated Measure BB, Fund 520 (Recommended)
80,000
325,000
75,000
TOTAL FUNDS AVAILABLE $6,587,000
* Amount adjusted to account for 2024 Pavement Rehabilitation Project contract cost referenced in 4/2/24 Council Agenda item 2F. Of the $2.819 million available in this fund, $1.946 million is planned to be used for the Pavement Rehabilitation project contract leaving $873,000 available for this Cape and Slurry Seal project.
Council Staff Report (ID # 5158) Meeting of May 14, 2024 Updated: 5/9/2024 6:43 PM by Susan Gauthier Page 3
With the recommended appropriation/reallocation of funds as proposed above, 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 design practices for safe and complete streets. These modifications are included in select arterial, collector, and residential streets. The major arterial streets where these modifications are planned include the following:
1. Deep Creek Road from Alvarado Boulevard to Nancy Place
2. Irvington Avenue from Grimmer Boulevard to Chapel Way
3. Fremont Boulevard from Auto Mall Parkway to South Grimmer Boulevard
4. Christy Street from Stewart Avenue to Albrae Street
5. Cushing Parkway from Fremont Boulevard to the bridge leading to Pacific Commons
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 need to limit access and use of the roadways during construction. Individual traffic lanes and, if necessary, the entire width of the street will be closed to traffic briefly in order to perform the pavement work. To mitigate the impact of traffic delays on the public, any lane or street closures will only be allowed during specified hours outside of the morning and evening peak commute hours. 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 total estimated cost for the project construction is $6,587,000. The total cost includes the cost for the construction contract, a 5% construction contingency, the construction management and inspection services, and City project administration.
The pavement preventive maintenance work along with the safe and complete streets elements are funded by four funding sources: 1) Pavement Maintenance account (PWC8195), 2) Pavement Rehabilitation account (PWC8234), 3) Bikeway Improvement account (PWC8874), and 4) Pedestrian Improvements account (PWC8944). Funding was appropriated for these purposes through the Capital Improvement Program.
In addition, to fully fund the project, staff recommends appropriations of unallocated fund balances from two Alameda County Transportation Commission (ACTC) funding sources: 1) $325,000 from the Measure BB Local Streets Fund (Fund 515); and 2) $75,000 from the Measure BB Bicycle/Pedestrian Fund (Fund 520); as well as a reallocation of $80,000 from the Walnut Avenue/Liberty Street Intersection Improvement Project (PWC9037). Pavement maintenance work scheduled with the Walnut Avenue/Liberty Street Intersection Improvement Project (in the amount of $80,000) had to be deleted from the construction Council Staff Report (ID # 5158) Meeting of May 14, 2024 Updated: 5/9/2024 6:43 PM by Susan Gauthier Page 4
contract due to weather delays and are now included with the 2024 Cape and Slurry Seal project.
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.
LINKS:
Project Map:
https://www.fremont.gov/home/showdocument?id=15498&t=638496633998578466
Street List:
https://www.fremont.gov/home/showdocument?id=15496&t=638496632529449869
RECOMMENDATION: Approval of the following actions related to the 2024 Cape and Slurry Seal Project (PWC8195-W2):
1. Approve the plans and specifications for the project.
2. Accept the bid and award the construction contract to the lowest responsive and responsible bidder, VSS International, Inc. in the amount of $5,493,000, allocate a 5% construction contingency in the amount of $274,000 for a total construction contract amount of $5,767,000, and authorize the City Manager or designee to execute the contract.
3. Appropriate unallocated fund balance in ACTC Fund 515 ($325,000) to PWC8195.
4. Appropriate unallocated fund balance in ACTC Fund 520 ($75,000) to PWC8195.
5. Reallocate $80,000 from PWC9037-531 to PWC8195-531.
6. Find this project is exempt from 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.