Fremont City Council Meeting: 05/20/25 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5453) DOC ID: 5453
Updated: 5/15/2025 11:51 AM by Dina Lewis Page 1
2025 CAPE AND SLURRY SEAL PROJECT - Approval of Plans and Specifications; Award of Contract to American Pavement Systems, Inc. in the Amount of $4,986,119 (Including 5% Contingency) for the 2025 Cape and Slurry Seal Project (PWC8195-X2); 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 54 street segments and totaling 12 miles in length.
BACKGROUND: The City’s Public Works and Maintenance Operations departments jointly monitor the pavement condition of all streets and annually perform three types of pavement treatments:
• Pothole repairs – Treatment includes the patching of holes in the pavement to address immediate safety concerns. Work is performed as needed by City Maintenance staff. Community requests for pothole repairs can be implemented most efficiently by using the “Fremont App”.
• 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. City Public Works staff annually implements construction contracts for preventative pavement maintenance. • 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. Rehabilitation treatments are typically implemented at the end of the pavement’s useful life. City Public Works staff annually implements construction contracts for pavement rehabilitation.
The City’s Public Works staff uses a computerized pavement management system and street inspections to monitor the condition and guide the improvement of the City’s paved street system, which includes over 500 miles of streets.
The City has allocated a greater amount of the available 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 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/ANALYSIS:
Council Staff Report (ID # 5453) Meeting of May 20, 2025 Updated: 5/15/2025 11:51 AM by Dina Lewis Page 2
Pavement Preventive Maintenance Project: This project will perform preventive maintenance in the form of cape and slurry seal treatments to 54 street segments, consisting of approximately 12 centerline miles of roadway and covering 2.9 million square feet of pavement surface. The pavement area covered equates to approximately 3% of the entire street network. A map and the project documents are provided in the LINKS section of this report.
Bid Results: Bids were received on April 15, 2025. The bidders with their respective bid amounts are shown below. The Engineer’s Estimate is $3,800,000.
Bidder Bid Amount
1. VSS International, Inc. $ 4,475,325.00 *
2. American Pavement Systems, Inc. $ 4,756,119.00
3. Pavement Coatings, Inc. $ 5,221,649.43
* Nonresponsive bid: The low monetary bidder, VSS International, Inc. submitted a bid proposal without a bid bond for the project. After the review of the bid, staff concluded that the bid proposal is nonresponsive and recommends that the City Council reject the bid and award the contract to the second low bidder American Pavement Systems, Inc.
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 satisfactorily completed contracts of a similar nature with the City and other nearby local agencies.
The bid submitted by American Pavement Systems, Inc. is higher than the Engineer’s Estimate due to an increase in costs for the type of work included in this project. A significantly higher proportion of major arterial streets in this project was also cited as a reason for the cost increase.
The project’s total costs and funding are summarized in the table below:
Project Costs and Funding:
Estimated Project Costs:
Construction Contract - Low Bid $4,756,119
Construction Contract Contingency 230,000
Construction Inspection and Administration 700,000
Construction Materials Testing 20,000
TOTAL ESTIMATED PROJECT COSTS $5,706,119
Source of Funding:
PWC8195-501 Capital Improvements Fund $ 560,000
PWC8195-514 ACTC VRF Local Streets 50,000
PWC8195-515 ACTC Measure BB Local Streets 3,350,000
PWC8195-518 ACTC Measure B 210,000
PWC8234-134 SB1 RMRA State Gas Tax 2103 500,000 **
PWC8874-520 ACTC Measure BB Bike/Peds 650,000
PWC8944-520 ACTC Measure BB Bike/Peds 350,000
Council Staff Report (ID # 5453) Meeting of May 20, 2025 Updated: 5/15/2025 11:51 AM by Dina Lewis Page 3
Unallocated Measure B, Fund 518 (Recommended) 43,662
Unallocated Measure BB, Fund 519 (Recommended) 27,760
TOTAL FUNDS AVAILABLE $5,741,422
**Amount adjusted to account for 2025 Pavement Rehabilitation Project construction contract cost referenced in 4/1/25 Council Agenda item 2F. Of the $4.05 million available in this fund, $2.96 million is planned to be used for the Pavement Rehabilitation construction contract. This amount is also adjusted to account for the unencumbrance of a closed construction contract that will release $0.30 million. These two adjustments produce a total adjustment of $2.66 million leaving $1,390,000 available in PWC8234 fund balance.
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 will implement complete streets improvements that are intended to help reduce vehicle speeds and provide safer pedestrian and bike infrastructure. The roadway improvements include 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 and the few notable collector streets where these modifications are planned include the following:
1. Fremont Boulevard from Beard Road to Paseo Padre Parkway
2. Paseo Padre Parkway from Country Drive to Walnut Avenue
3. Stevenson Boulevard from Farwell Drive to Fremont Boulevard
4. Stevenson Boulevard from Leslie Street to Paseo Padre Parkway
5. Washington Boulevard from Weigand Court to Paseo Padre Parkway
6. Blacow Road from Hilo Street to Omar Street
7. South Grimmer Boulevard from Hannover Place to Technology Drive
8. South Grimmer Boulevard from Business Center Drive to Fremont Boulevard
9. Mission Boulevard from South Grimmer Boulevard to Paseo Padre Parkway
10. Bayview Drive from Fremont Boulevard to Lakeview Boulevard
11. Civic Center Drive from Mowry Avenue to Walnut Avenue
12. Pine Street from Paseo Padre Parkway to Mission Boulevard
13. Country Drive from Fremont Boulevard to Acacia Street
CABS Streets: The “CABS Streets” consist of Christy Street, Albrae Street, Boscell Road, and Stewart Avenue. This year the project will be performing pavement maintenance treatments on Albrae Street, Boscell Road, and Stewart Avenue. The CABS area has been inundated with large vehicles that restrict visibility from driveways and prevent proper use of the bike lanes on Albrae Street. To address these issues, the project will implement parking restrictions along the east side of Albrae Street (adjacent to the I-880 freeway) and along both sides of Stewart Avenue. The parking restrictions were coordinated with the Economic Development Department and the City’s cross-departmental Homeless Working Group.
Country Drive: Country Drive is used as a primary pedestrian and bicyclist access for students at Washington High School. The roadway currently lacks any bicycle infrastructure and requires students to share a narrow sidewalk to walk and bike to school. The project will address these issues with new pedestrian crossing enhancements, new bike lanes, and Council Staff Report (ID # 5453) Meeting of May 20, 2025 Updated: 5/15/2025 11:51 AM by Dina Lewis Page 4
reconfigured striping on Country Drive from Fremont Boulevard to Acacia Street. The roadway improvements will change the vehicle lane configuration from four vehicle lanes to two vehicle lanes with a center turn lane, while retaining existing parking. The roadway improvements were coordinated with Washington High School administration that included numerous meetings and project information that was shared with parents through the school’s monthly newsletter. Public Works staff also installed project information poster boards along Country Drive that included a link to a project website with more project details for the community to review.
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 $5,706,119. 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) $43,662 from the Measure B Local Streets and Roads Fund (Fund 518); and 2) $27,760 from the Measure B Bicycle/Pedestrian Fund (Fund 519).
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:
1. Project Location Map:
https://www.fremont.gov/home/showdocument?id=17945&t=638804241905479992 Council Staff Report (ID # 5453) Meeting of May 20, 2025 Updated: 5/15/2025 11:51 AM by Dina Lewis Page 5
2. Project Plans:
https://www.fremont.gov/home/showdocument?id=17943&t=638804241057090801
3. Project Specifications (with street list):
https://www.fremont.gov/home/showdocument?id=17939&t=638804236453575798
4. Addendum:
https://www.fremont.gov/home/showdocument?id=17941&t=638804240113986067
RECOMMENDATION: Approval of the following actions related to the 2025 Cape and Slurry Seal Project (PWC8195-X2):
1. Approve the plans and specifications for the project.
2. Reject the bid from the low monetary bidder.
3. Accept the bid and award the construction contract to the lowest responsive and responsible bidder, American Pavement Systems, Inc. in the amount of $4,756,119, allocate a 5% construction contingency in the amount of $230,000 for a total construction contract amount of $4,986,119, and authorize the City Manager, or designee, to execute the contract.
4. Appropriate unallocated fund balance of $43,662 in ACTC Fund 518 to PWC8195.
5. Appropriate unallocated fund balance of $27,706 in ACTC Fund 519 to PWC8195.
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.