CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
3/24/2025
1 SUBJECT:
Award FY 2025-26 Pavement Resurfacing Project
RECOMMENDED ACTION:
Adopt the Resolution entitled "A Resolution of the City Council of the City of Pacifica Approving the Construction Contract with Pavement Coatings Company in the amount of $1,586,657.90; Authorize a budget authority in the amount of $1,824,656.59, which includes contingencies in an amount not to exceed fifteen percent (15%) of the Construction Contract amounts; Authorize staff to Execute Future Change Orders not to exceed the contingency amount; and Authorize the City Manager to sign Contract Documents related to the FY 2025-26 Pavement Resurfacing Project.”
STAFF CONTACT:
David Harvey, Assistant Civil Engineer
(650) 738-3768
[email protected]
Roland Yip, P.E., DPW Deputy Director/City Engineer
(650) 738-3771
[email protected]
Louis Sun, P.E., Interim DPW Director
(650) 738-4660
[email protected]
BACKGROUND/DISCUSSION:
On July 8, 2024, the City Council approved the new 5-year Street Maintenance Program for FY 2025-26 to 2029-30 (Attachment “A”). The goal of the 5-year Street Maintenance Program is to prevent streets from falling into more expensive repair categories by using a combination of slurry seal and rubber cape seal treatments. The slurry seals keep good streets in the good condition category, which is the least expensive way to maintain streets and considered best practice. The rubber cape seals are used as an inexpensive stopgap measure on the streets in poorer condition categories. The rubber cape seal, along with localized pavement repairs, will protect the street surface in poorer condition categories for a period of twelve to fifteen years, slowing further deterioration of the street. This will allow time for the City to identify other pavement funding sources for street rehabilitation. In addition to slurry seal and rubber cape seal treatments, the program will continue to use overlay and reconstruction treatments to a limited number of streets based on the recommendations from the City’s pavement management software, StreetSaver.
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The FY 2025-26 Pavement Resurfacing Project will resurface approximately 8.13 miles of City pavement and follows the Council approved 5-year Street Maintenance Program. The program generally alternates areas of the City where street maintenance will occur, as shown on the map provided in Attachment A. This year, the project will resurface various streets in Pedro Point, Linda Mar, and Park Pacifica neighborhoods in Pacifica, while next year’s program concentrates on streets in the Fairmont and Manor area. The type of treatments used generally follow the 5- year Street Maintenance Program to use surface seals for FY 2025-26. The overall project scope will include rubber cape seals, double slurry seals, slurry seals, asphalt concrete grinding and paving, microsurfacing base repairs, pavement striping and markings and other miscellaneous related work. The project will be funded by money the City receives from SB 1 (Fund 10) and Measure A (Fund 09).
There have been challenges with the posting of “no parking” signs and notifications to the public with our recent paving projects. In order to limit the construction impacts to the community, additional liquidated damage sections have been added to the project specifications for street blocks posted for construction and not completed for any reason and hand delivering notifications three days prior to work.
On August 12, 2024, the City Council approved a Consultant Services Agreement between the City of Pacifica and NCE for Design and Engineering Services related to the FY 2025-26 Pavement Resurfacing Project. The project will resurface various streets in Pacifica (see Attachment Project Plans). The project plans are also available to view on the City's website at:
https://www.cityofpacifica.org/home/showpublisheddocument/17640/638471426421430000 The Project was advertised on January 17, 2025, and January 24, 2025, in accordance with the formal bid process. Thirty-eight (38) companies downloaded plans and specifications and seven (7) companies submitted bids. On February 11, 2025, the bid opening was held via Zoom by the City Clerk and the result is as follows:
Company Bid
S&H Construction, Inc. $1,468,600.00
BuildCorp, Inc. $1,574,280.00
Pavement Coatings Company $1,586,657.90
American Pavement Systems, Inc. $1,599,968.00
DRYCO Construction, Inc. $1,660,891.00
American Asphalt Repair & Resurfacing Co., Inc. $1,696,073.95 VSS International, Inc. $1,793,325.00
S&H Construction, Inc. (S&H Construction) was the lowest apparent bidder with a bid of $1,468,600, BuildCorp, Inc. (BuildCorp) was the second lowest bidder with a bid of $1,574,280 and Pavement Coatings Company (Pavement Coatings) was the third lowest bidder with a bid amount of $1,586,657.90. Both American Pavement Systems, Inc. and Pavement Coatings Co. protested the bids submitted by S&H Construction and BuildCorp, with formal bid protest letters submitted on February 12, 2025. Additionally, American Pavement Systems protested the bid submitted by Pavement Coatings.
After detailed review of bids submitted by S&H Construction and BuildCorp, the bid documents and relevant project documents, City staff recommends that the bids submitted by S&H Pacifica City Council 3
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Construction and BuildCorp be deemed non-responsive to the bid solicitation for the following reasons:
• The Project Technical Specifications requires the Contractor to “… submit proof of successful completion of at least three (3) asphalt rubber chip seal projects of like magnitude and comparable difficulty and rates of progress. In addition, Contractor shall submit proof that the superintendent or foreman to be utilized and present throughout the entire project has successfully completed at least three (3) asphalt rubber chip seal projects of like magnitude and comparable difficulty and rates of progress.” The comparable projects that S&H Construction and BuildCorp provided for the City’s review do not involve asphalt rubber chip seal work of like magnitude and comparable difficulty, as compared to the FY 2025-26 Pavement Resurfacing Project. In addition, both companies have not demonstrated that the company has self-performed asphalt rubber chip seal work on three projects.
American Pavement Systems’ protest claims that Pavement Coating’s submission of an unsigned subcontractor list in place of the provided form to list subcontractors renders its bid non-responsive. After detailed review of submitted bid and relevant project documents, City staff has denied the American Pavement Systems bid protest towards Pavement Coatings and waive any minor irregularities in the Pavement Coatings submitted bid for the following reasons:
• The submission of an unsigned subcontractor list that otherwise provides the information required does not provide American Pavement Systems with a competitive advantage.
Accordingly, the City has determined that Pavement Coating’s use of its own form in place of the City’s form is not a material discrepancy in the bid and does not render Pavement Coatings bid nonresponsive. Although Pavement Coatings did not sign its subcontractor list, in submitting its bid, Pavement Coatings certified the completeness and accuracy of the representations made in the bid forms, which includes its subcontractor list.
Therefore, with S&H Construction and BuildCorp’s bids deemed non-responsive, the lowest responsive bid is from Pavement Coatings Company with a bid amount of $1,586,657.90. All required documentation was submitted with their bid. Pavement Coatings has performed a City resurfacing project in the past and their work has been satisfactory. As there are sufficient project funds approved as part of the FY 2024-2025 budget, the City Manager recommends the award of contract (Attachment "B") to the apparent low bidder, Pavement Coatings Company. In addition, a 15% contingency is recommended to allow enough funding to handle any additional improvements that are identified during construction.
ALTERNATIVE ACTION:
Council may choose not to adopt the resolution and not approve the construction contract.
However, this will result in project delays and possible increase in construction cost. Staff does not recommend this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
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Approval of the construction contract is consistent with the following Council adopted Goals:
• Improve and steward City infrastructure, streets and facilities: FY 2025-26 Pavement Resurfacing Project will improve various city streets in Pacifica.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Total Project Source and Use of Funds
SB1 (Fund 10) $1,000,000.00
Measure A (Fund 9) $824,656.59
Total Source of Funds $1,824,656.59
FY 2025-26 Pavement Resurfacing Project $1,586,657.90
Project Contingency, 15% $237,998.69
Total Use of Funds $1,824,656.59
No additional budget authority is necessary as sufficient funds have been allocated in the SB 1 (Fund 10) and Measure A (Fund 09) for FY 2024-25 budget for this project. Any remaining funds will go back to the appropriate street construction fund for future pavement resurfacing projects.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment A - 5-Year Street Maintenance Program (PDF)
Attachment B - Pavement Coating Agreement (PDF)
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March 24, 2025
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE
CONSTRUCTION CONTRACT WITH PAVEMENT COATINGS COMPANY IN THE AMOUNT OF $1,586,657.90; AUTHORIZE A BUDGET AUTHORITY IN THE AMOUNT OF $1,824,656.59, WHICH INCLUDES CONTINGENCIES IN AN AMOUNT NOT TO EXCEED FIFTEEN PERCENT (15%) OF THE CONSTRUCTION CONTRACT AMOUNTS; AUTHORIZE
STAFF TO EXECUTE FUTURE CHANGE ORDERS NOT TO EXCEED THE CONTINGENCY AMOUNT; AND AUTHORIZE THE CITY MANAGER TO SIGN CONTRACT DOCUMENTS RELATED TO THE FY 2025-26 PAVEMENT RESURFACING PROJECT
________________________________________________________________________
WHEREAS, consistent with the City of Pacifica’s Bidding Procedures for Public Projects (Municipal Code Title 3 Chapter 15) the City of Pacifica advertised the Request for Bids FY 2025-26 Pavement Resurfacing Project on January 17, 2025, and January 24, 2025; and WHEREAS, on February 11, 2025, the bid opening was held by the City Clerk; and WHEREAS, S&H Construction, Inc. (S&H Construction) was the lowest apparent bidder with a bid of $1,468,600, BuildCorp, Inc. (BuildCorp) was the second lowest apparent bidder with a bid of $1,574,280 and Pavement Coatings Company (Pavement Coatings) was the third lowest bidder with a bid amount of $1,586,657.90. Both American Pavement Systems, Inc. and Pavement Coatings Co. protested the bids submitted by S&H Construction and BuildCorp, with formal bid protest letters submitted on February 12, 2025. Additionally, American Pavement Systems protested the bid submitted by Pavement Coatings; and WHEREAS, the Deputy Director of Public Works/City Engineer, has determined that S&H Construction’s bid and BuildCorp’s bid for this project are both non-responsive. The comparable projects that S&H Construction and BuildCorp provided for the City’s review do not involve asphalt rubber chip seal work of like magnitude and comparable difficulty, as compared to the FY 2025-26 Pavement Resurfacing Project; and
WHEREAS, after reviewing American Pavement Systems, Inc. protest letter and the bid specifications and submittals, the City has determined that the failure of Pavement Coatings to include a subcontractors list in the City’s form and without a signature in its bid proposal is not a material discrepancy in the bid and does not render Pavement Coatings bid nonresponsive.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Pacifica authorizes entering into the construction contract for the FY 2025-26 Pavement Resurfacing Project with Pavement Coatings Company and authorizes and authorizes the City Manager to execute all necessary documents.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 24th day of March 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
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ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney