CITY COUNCIL STAFF REPORT
Meeting Date: September 12, 2022
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-22 AWARDING THE CONSTRUCTION CONTRACT FOR THE 2022 STREET RESURFACING PROJECT NO.
PSC-01-22 AND AUTHORIZE THE CITY MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH MCK SERVICES, INC.
SYNOPSIS
The 2022 Street Resurfacing Project No. PSC-01-22 provides for a pavement resurfacing treatment of selected streets within the City. The purpose of this item is to consider the acceptance of the lowest responsive, responsible bid from MCK Services, Inc. for the project and to seek authorization to award the construction contract.
DISCUSSION
Background
The City’s Street Resurfacing Program (SRP) within the adopted Capital Improvement Plan provides for on-going maintenance of the City’s 110 miles of roadway pavement. The condition of each street in the City’s network is evaluated every two to three years. The most recent pavement survey was completed in the summer of 2019.
The City is divided or grouped into 24 Residential Street Zones (RSZ). Arterial/Collector streets are divided by street segment. From the most recent pavement survey data, each street was assigned a Pavement Condition Index (PCI) rating. Every street within a RSZ is then added and contributes to the overall Average PCI for that RSZ. The RSZ are then weighed based on their average PCI rating and evaluated. Each segment of an Arterial/Collector street contributes to the overall rating of that street. As PCI ratings decrease, pavement maintenance costs increase;, therefore staff recommends addressing those neighborhoods and arterial/collector streets with the lowest average PCI ratings first to prevent further deterioration of the streets and higher future rehabilitation costs.
In past years, the City typically would rehabilitate or resurface one complete RSZ or one every two years due to limited funding availability and City Council priorities (focus on maintaining arterial and collector streets in Good condition, PCI 70 or greater). With the advent of Measure K funding, Gas Tax and SB1 monies, $80,000 in Cal Recycle Rubberized Pavement grant funds, and by combining two years of project funding (FY21/22and FY 22/23), the SRP budget allocates approximately $4 million for this project. The Maintenance Division has identified 2 residential zones and 2 arterial/collector streets to be resurfaced as a part of the Street Resurfacing Program. The residential neighborhoods have an average PCI rating between 40 (Poor) to 50 (Fair), the arterial/collector streets have an average PCI rating of 60 (Fair/Good).
The 2022 Street Resurfacing Project No. PSC-01-22 is part of the City’s Street Resurfacing Program (SRP) and is identified in the approved Capital Improvement Plan FY 2022 – 2027 (CIP).
This year’s street resurfacing project consists of preparing the streets by repairing pavement failures (potholes), crack sealing, full depth reclamation, ADA curb ramp installation, monument preservation, utility adjustments and limited concrete curb and gutter repair. Once the street preparation is complete, all project streets will receive a final pavement resurface treatment. Restriping of streets, including desired bicycle and pedestrian facility upgrades per the City’s draft Bicycle and Pedestrian Master Plan is also included after the resurfacing work is completed.
Staff hired PEI, Inc., a pavement design consultant, to perform a pavement survey, coring and laboratory testing of the existing pavement sections and provide design recommendations for the new pavement surface treatment to be applied to each street. Based on the field data collected, PEI, Inc. recommended two different surface treatments: (1) a hot mix asphalt concrete overlay on residential streets and (2) a Full Depth Reclamation followed by a rubberized asphalt concrete overlay on the arterial/collectors streets. A list of the project streets is attached. Staff has determined that these streets will benefit from the proposed treatments, extending the life of the pavement, without having to perform an expensive reconstruction.
The streets to be resurfaced do not conflict with current or planned utility pipeline replacement projects, are scheduled for resurfacing as part of our Pavement Management System, and best utilize the available Street Resurfacing Program funds. The streets identified will cover approximately 1,250,000 square feet (8.5 miles) of new roadway treatments.
Staff has identified necessary manhole and valve adjustments on the selected streets and has notified Central Contra Costa Sanitary District (CCCSD), Contra Costa Water District (CCWD), Diablo Vista Water System (DVWS), and East Bay Municipal Utility District (EBMUD) of the need to complete the work in conjunction with the resurfacing work. Due to favorable bid prices for this work, CCCSD, CCWD, DVWS, and EBMUD have requested that the City-hired contractor perform these utility adjustments and they will reimburse the City for the cost of the work. The estimated amount of the combined utility reimbursement is approximately $203,000.
In an effort to obtain a quality contractor, economy-of-scale bid pricing, and to maximize City resources, needed bicycle and pedestrian facility upgrades were included in the Street Resurfacing Project’s scope of work. The City should realize an estimated 18 percent reduction in striping costs, as well as any administrative costs savings, by combining the bicycle and pedestrian work with the Street Resurfacing Project.
Street Monumentation Program
As part of the Street Monumentation Program and in accordance with State law (protect existing monuments and re-establish monumentation), staff has identified approximately 38 iron pipe monuments in the identified streets buried in the existing pavement, that require preservation. Staff has hired LCC Engineering and Surveying, Inc. (LCC) a licensed surveyor to provide the professional surveying services necessary to re-establish these iron pipes and then set the monument casings.
Environmental Review
The 2022 Street Resurfacing Project No. PSC-01-22 will remove and replace existing facilities in kind. The new facilities will be located on the same sites as the existing and will have the same purpose and capacity as the current system. Therefore, the Zoning Administrator has determined that the 2022 Street Resurfacing Project No. PSC-01-22 02 is categorically exempt from environmental review under the California Environmental Quality Act pursuant to California Code of Regulations Title 14, Chapter 3, Section 15301, as a Class 1 categorical exemption and Section 15302, as a Class 2 categorical exemption.
Analysis
The Notice Inviting Bids was sent to the contractor exchanges on July 27, 2022, and the construction project was advertised in the East Bay Times on August 1, 2022. Bids were publicly opened on Wednesday, August 31, 2022, at 2:00 p.m. at the Public Services Center.
Four responsive, responsible bids were received. The following table summarizes the bid results.
CONTRACTOR BID PRICE
1 MCK Services, Inc. $4,437,305.00
2 DiSilva Gates Construction $5,118,118.00
3 Ghilotti Construction $5,304,524.00
4 Ghilotti Brothers $5,373,771.22
MCK Services, Inc. bid is $79,597 above the Engineer’s Estimate of $4,357,708. A detailed analysis of MCK Services, Inc.’s bid revealed that it is within 2percent of the Engineer’s Estimate.
Bidding rules require that the City Council award the construction contract to the lowest responsive, responsible bidder. Overall the bid prices are reasonable and acceptable, therefore MCK Services, Inc.’s bid is acceptable.
MCK Services, Inc. is a reputable contractor based in Concord, California, and has completed previous Full Depth Reclamation, asphalt concrete and rubberized asphalt concrete projects within the City of Pleasant Hill, including most recently the 2019 Street Resurfacing Project. Staff believes that MCK Services, Inc. has the experience and professional competency that will result in a satisfactory product for the City.
The project construction cost (base bid) is $4,437,305. It is reasonable to include a construction contingency of $150,000, which is typical for a construction project of this type.
FISCAL IMPACT
The total construction contract is $4,587,705, and the project is being funded from the SRP, which comprises Measure K funds, SB1 funds and Gas Tax funds (Fund 12) as identified in the CIP, CalRecycle Rubberized Pavement grant funds and utility reimbursements:
Revenues Projected Expenditures
SRP $4,020,338 Construction Contract $4,437,305
Measure K* $ 205,000 Contingency $ 150,000
CalRecycle Funds $ 159,617
Reimbursements $ 202,350 __________________________________ Total $4,587,305 Total $4,587,305
*This project amount is $205,000 over the budget identified in the approved FY 2022-2027 CIP (M-1) due to the addition of the bicycle and pedestrian striping upgrades. To bridge the shortfall, staff is proposing to budget an additional $205,000 in available Measure K funds to fully fund the project.
The Finance Division has confirmed that sufficient funds are available for the construction of this project.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
Residents within 300 feet of the project were directly notified in advance of the project impacts and the details.
RECOMMENDED CITY COUNCIL ACTION
Adopt resolution to accept the bid and award the construction contract to MCK Services, Inc.
ALTERNATIVES TO RECOMMENDED ACTION
None recommended.
ATTACHMENT(S):
Project List of Streets
Proposed Resolution
Exhibit 1 - Agreement
Prepared by: Ann James, Maintenance Superintendent
Approved by: Ethan Bindernagel, Acting City Manager