July 2, 2024
Public Works
DATE: July 2, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Tawfic Halaby, PE, Deputy Director of Public Works
Subject:
Contract with Pavement Coatings Co. for the 2024 Slurry Seal Project
FINANCIAL IMPACT: Funds are available in the FY24-25 Budget in the Senate Bill 1 Road Maintenance and Rehabilitation Act Fund
(1019) for $2,516,001. Additional funds are being sought to be appropriated to cover the shortfall in the bid and contingencies in the amount of $885,431.83. (Account
String: 11931031-400645-23056). There is no impact on
the General Fund.
PREVIOUS COUNCIL
ACTION:
N/A
STATEMENT OF THE
ISSUE:
Staff is seeking approval for a contract with Pavement
Coatings Co. for the 2024 Slurry Seal Project and
appropriate additional funds in the Senate Bill 1 Road
Maintenance and Rehabilitation Act Fund 1019.
RECOMMENDED ACTION:
ADOPT a resolution to AWARD a construction contract to
Pavement Coatings Co., the lowest responsive and
responsible bidder, for implementation of the 2024 Slurry Seal Project, in the amount of $2,957,767,68; and
AUTHORIZE the Director of Public Works to approve
change orders, if necessary, for up to a fifteen-percent contract contingency amount of $443,665.15, for a total not-to-exceed contract amount of $3,401,432.83; and
APPROPRIATE funds in the amount of $885,431.83 in
the Senate Bill 1 Road Maintenance and Rehabilitation
Act Fund 1019 – Public Works Department (Daniel
Chavarria 510-620-5478/Tawfic Halaby 510-620-5482).
AGENDA
REPORT
July 2, 2024
DISCUSSION:
The 2024 Slurry Seal Project is part of an ongoing effort to maintain and rehabilitate the City’s street pavement network. The work consists of performing preventive maintenance treatments on residential streets throughout the City, including crack sealing, slurry sealing, and placement of traffic striping and pavement markings.
On May 30, 2024, the City advertised the construction contract through the City’s BidsOnline procurement portal.
On June 13, 2024, the City received two bids. Following is the final canvass of bids, in order of increasing bid amount:
Contractor Bid Amount
1. Pavement Coatings Co. (Sacramento) $2,957,767.68
2. Graham Contractors, Inc. (San José) $3,387,507.40
The Engineer’s Estimate of probable cost was $1,759,000.
Per the City’s Richmond Business Opportunity Ordinance (Ordinance 16-12 N.S.), neither company received incentive points for bid comparison purposes. After applying incentive points, it was determined that Pavement Coatings Co. was the lowest responsive and responsible bidder.
Staff recommends that the City Council adopt the Resolution (Attachment 1) awarding the construction contract to Pavement Coatings Co. Funds are available in the FY 24-25 Budget in the Road Maintenance and Rehabilitation Account (RMRA) Senate Bill 1 (SB1) Fund (1019) in th e amount of $2,516,001. An additional $885,431.83 shall be appropriated to cover the full cost of the bid and fifteen percent (15%) contingency.
The proposed Construction Agreement (Attachment 2) is attached.
The Compliance Memo (Attachment 3), Bid Summary (Attachment 4), and Initial Canvass of Bids (Attachment 5) are also attached.
Construction is anticipated to occur in the fall of 2024.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Proposed Construction Agreement
Attachment 3 – Compliance Memo
Attachment 4 – Bid Summary
Attachment 5 – Initial Canvass of Bids