City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: FEBRUAY 25, 2025 FROM: AIRPORT WARD: 3 SUBJECT: AWARD BID NO. 8098 TO MAXWELL ASPHALT, INC. FOR THE TAXIWAY ‘A’ REHABILITATION PROJECT IN THE AMOUNT OF $775,559.50 AND AUTHORIZE 10% CHANGE ORDER AUTHORITY UP TO $77,555.95 FOR A TOTAL NOT TO EXCEED AMOUNT OF $853,115.45 ISSUE:
Award Bid No. 8098 to Maxwell Asphalt, Inc. for the Taxiway ‘A’ Rehabilitation Project at the Riverside Municipal Airport, located at 6951 Flight Road in the amount of $775,559.50 and authorize 10% change order authority up to $77,555.95 for a total not to exceed amount of $853,115.45.
RECOMMENDATIONS:
That the City Council:
Award Bid No. 8098 to Maxwell Asphalt, Inc., of Salt Lake City, Utah in the amount of $775,559.50 for the Taxiway ‘A’ Rehabilitation project at the Riverside Municipal Airport, located at 6951 Flight Road; Authorize 10% change order authority in an amount up to $77,555.95 for project changes including, but not limited to, unforeseen conditions, or necessary design changes; and Authorize the City Manager, or his designee, to execute a construction agreement with Maxwell Asphalt, Inc., including making minor and non-substantive changes.
BACKGROUND:
Riverside Airport is designated by the Federal Aviation Administration (FAA) as a General Aviation Reliever airport. Currently, the airport has the busiest contract tower in the state of California, having accommodated a record 144,092 aircraft operations in 2024. This was a 10.4% increase from the year prior (2023).
With 550 acres of property, two runways, 200+ based aircraft, and five flight schools currently training 350+ future commercial pilots, continued levels of operational activity at Riverside Airport can only be safely accommodated with continued and proactive maintenance of airport property and facilities. Taxiway “Alpha” is a 5,401 ft long asphalt paved taxiway that parallels the main runway 9/27. Asphalt pavement must be regularly rehabilitated to extend its useful life and minimize the risk of foreign object debris (FOD). Taxiway “Alpha” has developed some cracking and other surface anomalies, requiring rehabilitation to correct.
On September 17, 2024, City Council approved the application and acceptance of Federal Aviation Administration grant funds for Riverside Municipal Airport Capital Improvement Project No. 3-06-0200-036-2024 – Taxiway ‘A’ Rehabilitation in the amount of $791,604. On October 3, 2024, City Council also approved the application and acceptance of a matching grant from Cal Trans Aeronautics in the amount of $39,580.
The FAA approved Airport Capital Development Plan (ACIP), the Taxiway ‘A’ Rehabilitation project consists of pavement marking removal, crack filling, asphalt pavement surface sealcoat, new markings, and modifications to the existing airfield signs along Taxiway ‘A’ at Riverside Municipal Airport (RAL). This project was bid as a single package without bid alternatives to comply with Federal Aviation Administration (FAA) Standards.
DISCUSSION:
On February 1, 2024, the General Services Department’s Airport Division, in conjunction with the City’s Purchasing Division, issued Request for Bids (RFB) No. 8060 on the City’s Electronic Bidding System, PlanetBids Vendor Portal, and issued a public notice in the Riverside Press Enterprise newspaper seeking experienced and qualified contractors to bid for the Taxiway A Rehabilitation project. PlanetBids notification was sent to 146 City of Riverside vendors and 500 external vendors. A non-mandatory pre-bid meeting and site visit was held on February 24, 2024. Only one prospective bidder attended this pre-bid meeting. RFB No. 8060 closed on March 5, 2024, with a total of two responses. The Purchasing Division performed a preliminary review of the bids for responsiveness and concluded that the low bid was nonresponsive as the mobilization cost went over the 10% limit established in the specifications and the other’s bid amount exceeded FAA funding availability. Thus, the purchasing department recommended rejecting and rebid the posting. Staff evaluated the project scope requirements to obtain more qualified responses.
On May 7, 2024, City Council approved to Reject all bids for Request for Bids No. 8060 for Taxiway A Rehabilitation Project located at the Riverside Municipal Airport due to the lack of qualified responses and authorize the staff to release a revised Request for Bids to obtain more qualified responses.
On May 10, 2024, the General Services Department’s Airport Division, in conjunction with the City’s Purchasing Division, issued Request for Bids (RFB) No. 8098 on the City’s Electronic Bidding System, PlanetBids Vendor Portal, and issued a public notice in the Riverside Press Enterprise newspaper seeking experienced and qualified contractors to bid for the Taxiway A Rehabilitation project. PlanetBids notification was sent to 154 City of Riverside vendors and 500 external vendors resulting in 40 prospective bidders. A non-mandatory pre-bid meeting and site visit was held on May 21, 2024. Only one prospective bidder. attended this pre-bid meeting. RFB No. 8098 closed on May 31, 2024, with a total of two responses. The bids were received from Maxwell Asphalt, Inc. and Roy Allan Slurry Seal Inc.
The Purchasing Division performed a preliminary review of the bids for responsiveness and concluded that Maxwell Asphalt, Inc., was deemed the lowest responsive bidder in the amount of $775.559.50.
Bid Results
Vendor
Location
Bid Amount
Rank
Maxwell Asphalt, Inc.
Salt Lake City, UT
$ 775,559.50
1 Roy Allan Slurry Seal Inc.
Santa Fe Springs, CA
$ 778,443.50
2 Staff is also requesting a 10% contingency in the amount of $77,555.95 for a total not to exceed amount of $853,115.45 for unanticipated changes.
Purchasing Resolution 24101, Section 508 Awards 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 actions are in accordance with Purchasing Resolution No. 24101.
STRATEGIC PLAN ALIGNMENT:
This item supports Strategic Priority No. 6 – Infrastructure, Mobility & Connectivity and supports Goal 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 Cross-Cutting Threads of the City’s Strategic Plan as described below:
Community Trust – This project provides assurance to pilots and tenants of Riverside Municipal Airport that significant investments are being made to improve the airfield.
Equity – All bids received through PlanetBids are reviewed for completeness and adherence to the bid requirements, ensuring equitable treatment.
Fiscal Responsibility – This project was competitively bid in accordance with Purchasing Resolution 24101, ensuring that the best pricing for materials and services was obtained.
Innovation – As the Riverside Municipal Airport continues to use innovative practices to improve the guest experience, this project will enable pilots to land their planes safely at the airport.
Sustainability & Resiliency – This project will result in new airfield safety and traffic control.
FISCAL IMPACT:
The total fiscal impact of this agreement is $853,115.45, which includes a 10% contingency in the amount of $77,555.95, as detailed in the Agreement Cost Table below. The construction work for the Taxiway ‘A’ project is funded by a combination Federal, State and City Funding as detailed in the Available Funding Table below.
Agreement Cost
Agreement
$775,559.50
10% Contingency
$77,555.95
Total
$853,115.45
Available Funding
Fund
Project
Account
Source
Amount
Airport
Taxiway A – Rehab Project
9281500-440120
FAA
$791,604
9281510-440220
Cal Trans
$39,580
9281520-440301
Airport
$39,580
Total Budget
$870,764
Prepared by: Daniel Prather, Airport Manager
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Rafael Guzman, Assistant City Manager Approved as to form: Jack Liu, Interim City Attorney
Attachments:
Bid Award Recommendation
Agreement
FAA Grant - Award Bid 8098 - Taxiway ‘A’ Rehabilitation Project Riverside Municipal Airport ● Page 2