TO: HONORABLE MAYOR FROM: John Ristow
AND CITY COUNCIL
SUBJECT: 2022-2024 LOCAL STREETS DATE: January 24, 2022
RESURFACING (MULTI-YEAR)
PROJECT
Approved Date
01/27/22
COUNCIL DISTRICT: 3, 4, 7 & 8
RECOMMENDATION
(a) Approve award of a construction contract for the 2022-2024 Local Streets Resurfacing (Multi-Year) Project, to the low bidder, MCK Services, Inc. in a total amount of $9,794,415.45 during the initial term, establish a construction contingency of 10% in a total amount of $979,000.
(b) Adopt a resolution authorizing the Director of Transportation to do the following:
(1) Exercise up to two one-year option periods, for a total amount not to exceed $10,000,000 for each option year, contingent on the appropriation of funds; and (2) Establish a construction contingency for any option year of up to 10% of the contract amount, not to exceed $1,000,000 for each option year, contingent on the appropriation of funds.
OUTCOME
Approval of this construction contract will resurface approximately 25 miles of streets on the Local and Neighborhood Street Network during its initial one-year term. It is also estimated that an additional 25 miles would be resurfaced on the Local and Neighborhood Street Network in each of the subsequent one-year option periods. Approval of contingencies will provide funding for unanticipated work necessary for the proper construction and completion of each project.
BACKGROUND
In 2020, City Council approved the first multi-year (3 years) pavement contract for Local Street resurfacing work to MCK Services, Inc. The multi-year project has given the City the ability to secure favorable prices in subsequent option periods and to commence paving operations earlier in the year by saving time from the typical procurement process. Pavement activities in the final COUNCIL AGENDA: 2/8/2022
FILE: 22-118
ITEM: 5.1
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 2022-2024 – Local Streets Resurfacing (Multi-Year) Project
year of the prior contract is scheduled to begin construction this spring and will be the first pavement project of the 2022 construction season. Given the benefits of the prior multi-year contract, this memorandum is proposing that a second multi-year project for Local Streets resurfacing be awarded.
The Department of Transportation (DOT) will maintain approximately 190 miles of streets on the Local and Neighborhood Street Network in the 2022 construction season. Of these 190 miles, DOT is planning to resurface approximately 126 miles of streets in poor to failed condition, supported by the fourth annual allocation of $37.5 million in Measure T funds.
Pavement maintenance is typically performed in two separate phases: preparation and a final surface application. The preparation phase consists of the installation and upgrade of Americans with Disability Act (ADA) curb ramps. The ADA work was conducted through minor contracts that provide more opportunities for local/small businesses. The final surface application phase will consist of “resurfacing” which is the subject of this memorandum and includes the removal of several inches of damaged or degraded roadway and its replacement with a new layer of asphalt, as well as installation of new roadway striping and markings. To decrease the overall timeframe for completing all citywide pavement work, resurfacing work will be divided into six separate projects of which this project is the second.
The City’s Local and Neighborhood Street Network is organized into 135 geographically contiguous “Pavement Maintenance Zones” (PMZs). The PMZs were established several decades ago to support efficient planning and delivery of paving projects, maximize the amount of paving work completed at one time within a neighborhood area, and provide geographic equity of pavement maintenance across the City. Information provided by the City’s pavement management database is used to identify candidate PMZs for preventive maintenance and sealing. The final list of PMZs to receive treatments was established using the following criteria:
• Funding availability and funding use restrictions
• Total miles of streets in reconstruction and rehabilitation category • Streets not affected by current or future street related projects • Maintenance history and prescribed treatment schedules • Relative location of street segments to create multiple, continuous segments, consistency within neighborhoods, and project efficiency
• Multi-year geographic spread across the City and street network • Number of public traffic attraction facilities such as schools, hospitals, libraries, community centers, etc.
• Community and City Council office feedback regarding roadway conditions and priority street segments
In 2021, DOT added an additional criterion: equity. DOT staff cross-referenced the selected zones with census tracts designated by the Metropolitan Transportation Commission (MTC) as “Equity Priority Communities” (EPC), formerly known as “Communities of Concern” to better track equity in service delivery. Results confirmed that 287 out of 356 miles (roughly 80%) of
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 2022-2024 – Local Streets Resurfacing (Multi-Year) Project
local and neighborhood streets designated in EPC areas will be maintained by the end of the current three-year plan (2024). DOT anticipates completing pavement maintenance for nearly 65% of the local street network in this same timeframe.
Since 2019, DOT has maintained a total of 158 EPC miles and will be maintaining an additional 66 EPC miles in 2022, which is roughly 35% of the 190 miles of Local and Neighborhood Streets selected for maintenance in 2022. This project in particular will maintain approximately 10 miles of streets in EPC neighborhoods, which accounts for approximately 40% of the scope of work.
The Attachment to this memorandum contains the list of streets to be resurfaced. The list may change if unforeseen circumstances arise or new information regarding other street-related projects becomes available.
ANALYSIS
Bids were opened on November 18, 2021, with the following results:
CONTRACTOR CITY BID
AMOUNT VARIANCE
%
UNDER/OVER
ENGINEER’S
ESTIMATE
MCK Services, Inc. Concord,
CA $9,794,415.45 $194,046.45 -1.94%
ENGINEERING
ESTIMATE - $9,988,461.90 - -
DeSilva Gates
Construction
Dublin,
CA $10,560,487.33 $572,025.43 5.73%
A. Teichert & Son, Inc. Pleasanton,
CA $11,209,614.00 $1,221,152.10 12.3%
Granite Rock Company San Jose
CA $11,488,188.35 $1,499,726.45 15.01%
O'Grady Paving, Inc. Mountain
View, CA $11,669,136.10 $1,680,674.20 16.83%
Bay Cities Paving &
Grading, Inc.
Concord,
CA $11,993,685.20 $2,005,223.30 20.08%
The low bid submitted by MCK Services, Inc. is $9,794,415.45 and is 1.94% below the Engineer’s Estimate. The Engineer’s Estimate for this project is $9,988,461.90. The estimate is based on bids received from similar past projects and most current estimated construction prices.
The bid is considered acceptable for the work involved in the project. Staff recommends that the construction contract be awarded to MCK Services, Inc.
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 2022-2024 – Local Streets Resurfacing (Multi-Year) Project
San José Municipal Code Section 27.04.050 provides that the contingency for all public works contracts (except those involving the renovation of a building or buildings) cannot exceed 10% of the total contract amount without Council approval. Staff recommends an approximate 10% contingency, which should be sufficient to account for unforeseen conditions that might arise in the excavation, removal, and replacement of failed concrete areas.
The Contract will have an Initial Term beginning on the date the City Council awards the Contract and ending on December 31, 2022 and two one-year options. The unit prices in the Schedule of Quantities applicable in the Initial Term will be applicable in each option year subject to price adjustment based on the California Statewide Crude Oil Price Index and the California Construction Cost Index. The scope of work during an option year will be the same as the scope of work during the Initial Term, except that the work will be at different locations for approximately same miles of streets. Subject to the appropriation and availability of funds, DOT – in the Director’s sole discretion – will have the option to extend the Initial Term for 2 one-year options.
DOT is recommending that the City Council adopt a resolution allowing the Director to execute the 2 one-year options, as appropriate. This gives the City the ability to secure favorable prices in subsequent option years and the advantage to start paving operations earlier in the year by saving time from the typical procurement process.
Construction is scheduled to begin in March 2022 and be completed by the end of October 2022.
Project Labor Agreement Applicability
A project labor agreement (PLA) is not applicable to this project as more than 50% of the scope of the work within the project is providing street maintenance for existing infrastructure.
Local and Small Business Outreach
This project does not have a preference for local and/or small businesses.
CONCLUSION
Based on the evaluation of bids, the low bid is considered acceptable, and staff recommends awarding the construction contract for the 2022-2024 – Local Streets Resurfacing (Multi-Year) Project to MCK Services, Inc.
EVALUATION AND FOLLOW-UP
DOT provides an ongoing evaluation of the City’s pavement conditions and provides periodic reports on this topic to the Transportation and Environment Committee, and the City Council. In
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 2022-2024 – Local Streets Resurfacing (Multi-Year) Project
addition to the project discussed in this memorandum, eight additional projects for the Local & Neighborhood Streets Network will be brought forward for Council action this spring.
CLIMATE SMART SAN JOSE
The recommendation in this memo has no effect on Climate Smart San José energy, water, or mobility goals.
PUBLIC OUTREACH
To solicit contractors, this project was listed on an online bid solicitation website, Biddingo, where bid packages were made available to download for contractor organizations and builders’ exchange. When the project commences the contractor will provide advance notification regarding working hours, duration of project, and any appropriate schedule and lane closures to affected businesses and residents, as stated in the specifications. To inform traveling motorists of upcoming construction activities and potential traffic delays, changeable message signs may be used on selected streets stating the scheduled date and time for work to occur on the street. This memorandum will be posted on the City’s Council Agenda website for the February 8, 2022 City Council meeting.
COORDINATION
This project has been coordinated with the Department of Public Works, and this memorandum has been coordinated with the Department of Planning, Building and Code Enforcement, the City Attorney’s Office, and the City Manager’s Budget Office.
COMMISSION RECOMMENDATION/INPUT
No commission recommendation or input is associated with this action.
FISCAL/POLICY ALIGNMENT
This project supports the Transportation and Aviation Services City Service Area goal to Preserve and Improve Transportation Assets and Facilities.
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 2022-2024 – Local Streets Resurfacing (Multi-Year) Project
COST SUMMARY/IMPLICATIONS
1. COST OF PROJECT:
Programmatic Project Delivery Estimate $979,000.00
Construction Contract $9,794,415.45
Contingency $979,000.00
TOTAL PROJECT COSTS $11,752,414.45
2. SOURCE OF FUNDING: Fund 498 – Public Safety and Infrastructure Bond Fund
3. FISCAL IMPACT: This project will have no net operating and maintenance costs to the General Fund.
BUDGET REFERENCE
The table below identifies the fund and appropriation proposed to fund the recommended contract award, including project delivery, construction, and contingency costs.
Fund
#
Appn
# Appn. Name Total
Appn
Amt. for
Contract
2021 - 2022
Adopted
Capital
Budget
Page
Last Budget
Action (Date,
Ord. No.)
498 415Y
Pavement
Maintenance -
Measure T Bond
$68,333,000 $9,794,415.45 910 10/19/2021
30682
Total Current Funding Available $68,333,000 $9,794,415.45
CEQA
Categorically Exempt, File No. PP18-029, CEQA Guidelines Section 15301(c), Existing Facilities.
/s/
JOHN RISTOW
Director of Transportation
For questions, please contact Frank Farshidi, DOT Division Manager, at (408) 794-1945.
Attachment
ATTACHMENT
Subject: 2022-2024 Local Streets Resurfacing (Multi-year) Project
List of Streets
Street Name From To Council
District
18TH ST S WILLIAM ST E SAN ANTONIO ST E 3
19TH ST S SAN ANTONIO ST E WILLIAM ST E 3
19TH ST S SANTA CLARA ST SAN ANTONIO ST E 3
20TH ST S WILLIAMS ST E SAN ANTONIO ST E 3
20TH ST S SAN ANTONIO ST E SANTA CLARA ST E 3
21ST ST S SAN ANTONIO ST E WILLIAM ST E 3
22ND ST S WILLIAM ST E SAN ANTONIO ST E 3
23RD ST S SAN ANTONIO ST E WILLIAM ST E 3
ABIGAIL LN STALLION WY AMBERLY LN 7
ABORN RD W END 590 W/OF TOWERS LN 7
ABORN RD TOWERS LN 590 W/OF TOWERS LN 7
AIDA AV RIGOLETTO DR S END 8
ALDERWOOD DR NORTHWOOD DR LAKEWOOD DR 4
ALMOND DR WHITE RD S TULLY RD 8
ALTO CT TULLY RD S END 8
ALVIN AV FONTAINE RD FLANIGAN DR 7
ALVIN AV TULLY RD FONTAINE RD 7
AMBERLY LN STALLION WY TOWERS LN 7
AMBERWOOD CT S END AMBERWOOD LN 4
AMBERWOOD LN AMBERWOOD CT MORRILL AV 4
APPIAN LN MC LAUGHLIN AV MACREDES AV 3
ASTRAHAN LN RUBY AV GILA DR 8
ATWOOD DR MONROVIA DR S END 8
BARBERRY LN CORDA DR KING RD S 8
BIEN WY FLINT WY E END 8
BOEGER LN RUBY AV E END 8
BONBON DR WHITE RD S PEPPERMINT DR 8
BOWLING GREEN DR KING RD S ALVIN AV 7
BRADBURY DR MONROVIA DR ABORN RD 8
BRAHMS AV E END RIGOLETTO DR 8
BRAHMS CT BRAHMS AV W END 8
BROOKWOOD AV 21ST ST S 20TH ST S 3
BROOKWOOD AV 22ND ST S 21ST ST S 3
BROOKWOOD AV E WILLIAMS ST S 18TH ST 3
BROOKWOOD AV 19TH ST S 18TH ST S 3
ATTACHMENT
Subject: 2022-2024 Local Streets Resurfacing (Multi-year) Project
Street Name From To Council
District
BROOKWOOD AV 20TH ST S 19TH ST S 3
CALHOUN ST S 19TH ST W END 3
CAMARGO DR CROPLEY AV VIA ENCINITAS 4
CAPEWOOD CT CAPEWOOD LN S END 4
CAPEWOOD LN MORRILL AV AMBERWOOD LN 4
CERRITO WY BRACKETT AV FLINT AV 8
CHAPALA DR RUBY AV RENO DR 8
CITRUS GROVE CT STANHOPE DR W END 7
COCONUT DR TULLY RD GUMDROP DR 8
CORDA DR MONROVIA DR BARBERRY LN 8
CUESTA CT CUESTA DR E END 8
CUESTA DR KOHLER AV VISTA VERDE DR 8
DIAS DR VISTA VERDE DR PORTAL WY 8
DORRIE AV MELBOURNE BL S END 3
EDGEFORT CT BRAHMS AV W END 8
EDGEGATE DR EDGEVIEW DR QUIMBY RD 8
EL VISTA WY SUGARPLUM DR FLINTVIEW CT 8
EL VISTA WY FLINTVIEW CT SAN RIVAS DR 8
ENCINITAS CT VIA ENCINITAS E END 4
FAIRMONT CT FAIRMONT DR N END 8
FAIRMONT DR GILA DR KOHLER AV 8
FALLWOOD LN AMBERWOOD LN CAPEWOOD LN 4
FLINTVIEW CT EL VISTA WY E END 8
FLINTWOOD CT SAN RIVAS DR N END 8
FLORESTA DR FLINT AV VISTA VERDE DR 8
FONTAINE RD 3160'N/ALDRICH WY ALVIN AV 7
FONTAINE RD ALDRICH WY 3160 N/OF ALDRICH WY 7
FORESTDALE AV 100'N/JEANNE AV MELBOURNE BL 3
FRONDA DR FLINT AV VISTA VERDE DR 8
FRONDA DR RENO DR FLINT AV 8
GIBSON GIRL WY HOLDERMAN DR S END 8
GILA CT GILA DR N END 8
GILA DR KOHLER AV FAIRMONT DR 8
GOLDWOOD CT SAN RIVAS DR N END 8
GUMDROP DR ALMOND DR NORWOOD AV 8
HOLDERMAN DR FLINT AV RUBY AV 8
HOLDERMAN DR RUBY AV GIBSON GIRL WY 8
ATTACHMENT
Subject: 2022-2024 Local Streets Resurfacing (Multi-year) Project
Street Name From To Council
District
IRWINDALE DR MONROVIA DR ABORN RD 8
JUAREZ CT CROPLEY AV N END 4
JUNEWOOD AV CROPLEY AV CAPEWOOD LN 4
KAUFMANN CT MELBOURNE BL S END 3
KING CT KING RD S N END 8
KLEIN RD MURILLO AV PLEASANT ACRES DR 8
KLEIN RD NORWOOD AV 440'N/NORWOOD AV 8
KLEIN RD 440'N/NORWOOD AV CEDARDALE DR 8
KOHLER AV FLINT AV RUBY AV 8
KYRA CR BARBERRY LN BARBERRY LN 8
LAKEWOOD CT LAKEWOOD DR S END 4
LEXANN AV SILVER CREEK RD TOWERS LN 7
LITTLE BOY LN NORWOOD AV N END 8
LONGACRE CT BARBERRY LN S END 7
MACREDES AV MELBOURNE BL S END 3
MACREDES AV APPIAN LN MELBOURNE BL 3
MELANNIE CT MELBOURNE BL S END 3
MELBOURNE BL FORESTDALE AV MCLAUGHLIN AV 3
MELISSA CT FLANIGAN DR S END 7
MONROVIA DR ATWOOD DR CORDA DR 8
MONROVIA DR CORDA DR KING RD 8
MOUNT CLARE DR TULLY RD WHITE RD S 8
MT PLEASANT RD 240'S/WESTVIEW DR RUBY AV 8
MT PLEASANT RD WESTVIEW DR 240' S/ WESTVIEW DR 8
MUIRDRUM PL TAFFY DR N END 8
MUIRWOOD CT TRIMBLE RD N END 4
MUIRWOOD DR TRIMBLE RD NORTHWOOD DR 4
NAPA CT NAPA DR W END 8
NAPA DR SUGARPLUM DR COCONUT DR 8
NICKEL AV ALVIN AV KING RD S 7
NORTHWOOD DR MUIRWOOD WY N CAPITOL AV 4
NUBE CT TULLY RD S END 8
PAGANINI AV CHOPIN AV RIGOLETTO DR 8
PEANUT BRITTLE DR GUMDROP DR FLINT AV 8
PEPPERMINT DR TAFFY DR SUGARPLUM DR 8
PEPPERMINT DR WHITE RD S TAFFY DR 8
PIN OAK CT RUBY AV E END 8
ATTACHMENT
Subject: 2022-2024 Local Streets Resurfacing (Multi-year) Project
Street Name From To Council
District
PLAZA MONTEZ VIA MONTEZ S END 4
PLEASANT ACRES DR PLEASANT ACRES DR W END 8
PLEASANT ACRES DR KLEIN RD N END 8
POPLARWOOD WY MUIRWOOD WY TRIMBLE RD 4
PORTAL WY CUESTA DR FLORESTA DR 8
POSTWOOD DR CAPEWOOD LN AMBERWOOD LN 4
PRADO LN VISTA VERDE DR PORTAL WY 8
PRIMERA CT TULLY RD E END 8
REDFIELD CT STANHOPE DR W END 7
RENO DR TULLY RD FRONDA DR 8
RENO DR HOLDERMAN DR S END 8
RENO DR CHAPALA DR TULLY RD 8
RENO DR N END CHAPALA DR 8
RICHGROVE CT NORWOOD AV N END 8
RIO BRAVO DR RENO DR RUBY AV 8
ROSARIO CT ROSARIO DR E END 4
ROSARIO DR VIA ENCINITAS CAMARGO DR 4
SAN FERNANDO ST E 24TH ST S 23RD ST S 3
SAN FERNANDO ST E 21ST ST S 20TH ST S 3
SAN FERNANDO ST E 20TH ST S 19TH ST S 3
SAN FERNANDO ST E 23RD ST S 22ND ST S 3
SAN FERNANDO ST E 22ND ST S 21ST ST S 3
SAN RIVAS DR SUGARPLUM DR HENESSY DR 8
SAN SABA DR FLINT AV 460'E/FLINT AV 8
SELVA DR VISTA VERDE DR FLINT AV 8
SIBELIUS AV RIGOLETTO DR CHOPIN AV 8
SIBELIUS CT SIBELIUS AV E END 8
SIERRA WOOD DR LAKEWOOD DR GUILDHALL DR' 4
SUENO DR PORTAL WY VISTA VERDE DR 8
SUGARPLUM DR COCONUT DR EL VISTA WY 8
TAFFY CT TAFFY DR S END 8
TAFFY DR WHITE RD S NORWOOD AV 8
TREBOL LN VISTA VERDE DR 470'E/FLINT AV 8
TREBOL LN 470'E/FLINT AV COLTWOOD DR 8
TRIMBLE CT TRIMBLE RD N END 4
TUSTIN DR KING RD BRADBURY DR 8
VANPORT CT VANPORT DR S END 8
ATTACHMENT
Subject: 2022-2024 Local Streets Resurfacing (Multi-year) Project
Street Name From To Council
District
VANPORT DR KING RD S TUSTIN DR 8
VIA DEL CORONADO VIA MONTEZ JUNEWOOD AV 4
VIA DEL SOL JUNEWOOD AV VIA MONTEZ 4
VIA ENCINITAS JUNEWOOD AV W END 4
VIA ENCINITAS BERRYESSA CREEK ROSARIO DR 4
VIA MONTEZ JUNEWOOD AV MORRILL AV 4
VISTA VERDE DR TULLY RD FLINT AV 8
VISTA VERDE DR TULLY RD SAN RIVAS DR 8
WESTVIEW DR MT PLEASANT RD PLEASANT CREST DR 8