City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: AUGUST 20, 2024 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: MEASURE Z - AWARD A CONSTRUCTION CONTRACT FOR BID NO. 8081 FOR FISCAL YEAR 2023/24 STREET PRESERVATION WITH AMERICAN ASPHALT SOUTH, INC. OF RIVERSIDE, CALIFORNIA, IN THE AMOUNT OF $2,765,667.24 ISSUE:
Award a construction contract for Bid No. 8081 for Fiscal Year 2023/24 Street Preservation with American Asphalt South, Inc. of Riverside, California, in the amount of $2,765,667.24.
RECOMMENDATIONS:
That the City Council:
Award a construction contract for Bid No. 8081 for the construction of Fiscal Year 2023/24 Street Preservation with American Asphalt South, Inc. of Riverside, California, in the amount of $2,765,667.24; and Authorize the City Manager, or designee, to execute the construction contract with American Asphalt South, Inc., including making minor and non-substantial changes.
BACKGROUND:
Every fiscal year, Public Works budgets a portion of the State Gas Tax, the County Measure A Sales Tax, and the City’s Measure Z transaction and uses tax revenues for pavement rehabilitation and preservation of City arterial and minor streets. This project aims to preserve streets in fair to good condition to extend their pavement life. Pavement surface preservation is the first line of defense against pavement deterioration. Preventative maintenance is used on streets with pavement condition index (PCI) scores of 60 and higher. The cost for these surface treatments is low compared to resurfacing.
The Public Works Department (Public Works) utilizes a Pavement Management Program (PMP) to collect and analyze pavement data for prioritizing maintenance and repair projects. Street preservation is integral to maintaining our roads’ quality and extending their lifecycle.
As detailed in the 2024 Book of Work, Public Works has the ambitious goal of implementing over 50 miles of pavement treatment in calendar year 2024 alone. Paving projects can be tracked at: www.riversideca.gov/pavingmap DISCUSSION:
On June 4, 2024, Bid No. 8081 for FY 2023/24 Street Preservation (Project) was posted on PlanetBids. The project involves slurry seal preservation of pavement for approximately 27 miles of streets, including minor pavement resurfacing and installation of new pavement markings at various locations throughout the City (See attachments 1 and 2). Prior to bid opening, there were no questions received, and no addenda issued.
The solicitation process of Bid No. 8081 is summarized in the table below:
Bid No. 8081 Bidding Notification Summary Table
Action
Number of Vendors
Prospective Bidders Notified
519
Prospective Bidders who Downloaded Bid No. 8081
59 Questions Received
0 Addenda Submitted
0 On July 02, 2024, a total of four (4) bids were received for the construction of the Project (Attachment 3). The lowest, responsive, and responsible bid was received from American Asphalt South, Inc., of Riverside, California in the amount of $2,765,667.24, which is 22.8% under the Engineer’s Estimate.
Ranking
Bidder’s Name
City
Bid Amount
1 American Asphalt South, Inc.
Riverside
$2,765,667.24
2 Pavement Coatings Co.
Jurupa Valley
$2,860,423.08
3 All American Asphalt
Corona
$3,267,643.00
*
Roy Allen Slurry Seal, Inc.
Santa Fe Springs
$3,145,824.07
*Vendor failed to provide Department of Industrial Relations registration at the time of bid closing.
Per Purchasing Resolution 24101, Article Five, Section 508 states, “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder.” The Purchasing Manager concurs that the recommended action to award Bid No. 8081 to American Asphalt South, Inc. complies with Purchasing Resolution 24101, Section 508.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority – Infrastructure, Mobility and Connectivity and Goal No. 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust –The proposed improvements are part of a more significant endeavor to improve the City’s roadway network and quality of life for residents and visitors.
Equity –The Public Works Department strives to improve the City’s roadway network to provide safe and reliable transportation to all areas of the City. Additionally, staff meets with each City Councilmember to discuss goals, budgets, recommendations for street improvements, and obtain feedback on the requests received from their constituents.
Fiscal Responsibility –The Public Works Department is a prudent steward of public funds and construction projects are always awarded to the lowest responsive bidders. Preserving road surfaces is a preventative measure that will ultimately save money by extending their life.
Innovation – Riverside is inventive and timely in meeting the community’s changing needs and prepares for the future through collaborative partnerships and adaptive processes.
Sustainability & Resiliency –The construction materials specified for these projects are considered best practices in the industry. Because of preventative measures taken now, our streets will last longer.
FISCAL IMPACT:
The total fiscal impact of this action is $2,765,667.24 The estimated total project cost including design engineering, construction, contingencies, and contract administration is itemized in Table 1 below.
Table 1 – Project Costs
Task
Amount
Public Works Engineering Staff (In House)
$54,332.76
Construction Contract
$2,765,667.24
Construction Contingencies
$150,000.00
Construction Engineering, Inspection, and Construction Materials Testing $50,000.00
Total
$3,020,000.00
Sufficient funds are budgeted and available in the expenditure accounts shown in Table 2 below.
Table 2 – Project Funds
Fund
Project/Program
Account
Amount
Measure Z
Pavement Rehab. & Ped. Facilities
9902709-470734
$3,020,000.00
Prepared by: Alex Ramirez, Senior Engineer
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Location Map
Street Preservation List
Bid Award Recommendation
Presentation
Award Bid No. 8081 ● Page 3