TO: HONORABLE MAYOR FROM: John Ristow
AND CITY COUNCIL
SUBJECT: 2022 MAJOR STREETS DATE: May 2, 2022
SEALING PROJECT
Approved Date
05/05/22
RECOMMENDATION
(a) Approve award of a construction contract for the 2022 Major Streets Sealing Project, to the low bidder, VSS International, Inc., in the amount of $3,155,120.
(b) Approve an approximate 10% contingency in the amount of $315,500.
OUTCOME
Approval of this construction contract will surface seal approximately 25 miles of streets on the Major Street Network. Approval of an approximate 10% contingency will provide funding for unanticipated work necessary for the proper construction and completion of the project.
BACKGROUND
The Department of Transportation (DOT) will maintain approximately 59 miles of streets on the Major Street Network in the 2022 construction season. Approximately 25 of those miles will be surfaced sealed (micro-surfaced) and are the subject of this memorandum.
Micro-surfacing is the application of a thin layer of asphalt emulsion blended with rock, approximately 3/8 of an inch in depth to the pavement. This is typically performed in two separate phases: preparation and a final surface sealing application. The preparation phase requires the removal of structurally failed areas of pavement and replaces them with new asphalt concrete. The preparation phase also includes concrete work, Americans with Disabilities Act (ADA) curb ramps upgrades and installation. The final surface treatment is applied to the entire street after preparation phases are complete.
To decrease the overall timeframe for completing the preparation work, reduce cost, and provide more bidding opportunities for small and local contractors, DOT divided the concrete and ADA COUNCIL AGENDA: 5/17/2022
FILE: 22-700
ITEM: 2.15
HONORABLE MAYOR AND CITY COUNCIL
May 2, 2022
Subject: 2022 Major Streets Sealing Project
ramps preparation work into one major and one minor public works project across the City. A description of the 2022 pavement maintenance projects was provided in an information memorandum to the City Council in February 2022.
The Major Street Network consists of 967 miles of the City of San José’s (City) most heavily traveled streets, which collectively carry over 85% of the traffic in the City. DOT utilized information provided by the City’s Pavement Management System to generate a candidate list of streets for pavement maintenance. The candidate list was then thoroughly analyzed by staff using the following criteria to create the final list of streets:
• Funding availability and funding use restrictions
• Streets on the Major Street Network
• Streets not affected by current or future street related projects • Maintenance history and prescribed treatment schedules • Streets associated with planned safety, bikeway, or other “complete streets” projects • Community and City Council office feedback regarding roadway conditions and priority street segments
• 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
While equity was not specifically considered in the development of the 2022 Major Streets paving program, DOT cross-referenced the selected streets relative to census tracts designated by the Municipal Transportation Commission as “Equity Priority Communities.” Based on this analysis, DOT will be maintaining 14 equity priority communities miles in 2022, which is roughly 24% of the 59 miles of Major Streets selected for maintenance. This project will maintain 7.8 equity priority communities miles which is roughly 32% of the scope of work.
The Attachment to this memorandum contains the list of streets to be surfaced sealed. The list may change if unforeseen circumstances arise or new information regarding other street-related projects become available.
ANALYSIS
Bids for the 2022 Major Streets Sealing Project were opened on March 17, 2022, with the following results:
HONORABLE MAYOR AND CITY COUNCIL
May 2, 2022
Subject: 2022 Major Streets Sealing Project
CONTRACTOR CITY BID
AMOUNT VARIANCE
%
UNDER/OVER
ENGINEER'S
ESTIMATE
VSS International, Inc. Sacramento, CA $3,155,120 ($1,210,530) (27.73%) Graham Contractors, Inc. San José, CA $3,311,310 ($1,054,340) (24.15%) Pavement Coating Company Mira Loma, CA $4,244,700 ($120,950) (2.77%) ENGINEER'S ESTIMATE -- $4,365,650 -- --
The low bid submitted by VSS International, Inc. is $3,155,120 and is 27.73% below the Engineer’s Estimate. The Engineer’s Estimate for this project is $4,365,650. The estimate is based on bids received from similar past projects and 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 VSS International, Inc.
San José Municipal Code Section 7.04.050 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. Staff recommends an approximate 10% contingency, which should be sufficient to account for unforeseen conditions that might arise in construction.
Construction for the 2022 Major Streets Sealing Project is scheduled to begin in the third week of August 2022 and to be completed by mid-November 2022.
Project Labor Agreement Applicability
A project labor agreement 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 business.
CONCLUSION
Based on the evaluation of bids for the 2022 Major Streets Sealing Project, the low bid is considered acceptable and staff recommends awarding the construction contract to VSS International, Inc.
HONORABLE MAYOR AND CITY COUNCIL
May 2, 2022
Subject: 2022 Major Streets Sealing Project
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 Environmental Committee. In addition to the project discussed in this memorandum, two additional pavement maintenance projects on the Major Street Network are tentatively scheduled for City Council action this spring.
CLIMATE SMART SAN JOSE
The recommendation in this memorandum aligns with one or more 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.
COORDINATION
This project has been coordinated with the Department of Public Works, and this memorandum has been coordinated with 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
May 2, 2022
Subject: 2022 Major Streets Sealing Project
COST SUMMARY/IMPLICATIONS
1. COST OF PROJECT:
Programmatic Project Delivery Estimate $315,512 2022 Major Streets Sealing Construction Contract $3,155,120 Contingency $315,500
TOTAL PROJECT COSTS: $3,786,132
2. SOURCE OF FUNDING: 309 – VTA Measure B VRF 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.
CEQA
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: 2022 Major Streets Sealing Project List of Streets Fund
#
Appn
#
Appn Name
Total
Appn
Amt. for
Contract
2022-2026
Adopted
Capital
Budget Page
Last
Budget
Action
(Date,
Ord. No.)
Source of New Funding
309 7440
Pavement
Maintenance - VTA
Measure B VRF
$15,309,467 $3,155,120 969 10/19/21,
30682
Total Current Funding Available $15,309,467
ATTACHMENT
Subject: 2022 Major Streets Sealing Project
List of Streets
2022 MAJOR STREETS SEALING PROJECT
STREET NAME BEG LOCATION END LOCATION CD
AIRPORT BL COLEMAN AV TERMINAL DR 6
AIRPORT BL EWERT RD 1891' S/O SKYPORT DR 6
BASKING RIDGE CT DANNA CT S END 2
CAMINO VERDE DR SANTA TERESA BL CURIE DR 10
CURTNER AV LINCOLN AV ALMADEN EXPY 6,7
EDENVALE AV CHYNOWETH AV SADDLE BROOK DR 2
GOLD ST TAYLOR ST N BRIDGE N/S 4
HAMPTON DR CROWN BL 3442' S/O CROWN BL 10
HILLSDALE AV VISTAPARK DR VITTORIA PL 2,7
HOPKINS DR OCALA AV STORY RD 5
LEYLAND PARK DR CAMDEN AV BOX CANYON RD 10
METCALF RD MONTEREY RD 400' N/O MALECH RD 2
PROSPECT SARATOGA AV LAWRENCE EXPY 1
QUIMBY RD CAPITOL EXPY WHITE RD 8
QUIMBY RD WHITE RD RUBY AV 8
SADDLE BROOK DR BRANHAM LN EDENVALE AV 2
SILVER CREEK RD CAPITOL EXPY YERBA BUENA RD 8
SILVER LEAF RD FORD RD TENNANT AV 2
SINGLETON RD SENTER RD E END 7
SNELL AV HILLSDALE AV BRANHAM LN 2,7
SPRECKLES AV GRAND BL STATE ST 4
TAYLOR ST N GOLD ST LIBERTY ST 4
WHITE RD S ALUM ROCK AV MCKEE RD 5