TO: HONORABLE MAYOR FROM: John Ristow
AND CITY COUNCIL
SUBJECT: 2023 MAJOR STREETS REMOVE DATE: February 21, 2023
AND REPLACE PAVEMENT
PROJECT
Approved Date
3/2/23
RECOMMENDATION.
a) Approve award of a construction contract for the 2023 Major Streets Remove and Replace Pavement Project, to the low bidder, G. Bortolotto & Company, Inc., in the amount of $1,815,463.
b) Approve an approximate 10% contingency in the amount of $181,500.
SUMMARY AND OUTCOME
Approval of this construction contract provides required asphalt concrete pavement repairs along the Major Street Network to be maintained in the 2023 construction season. Approval of the approximate 10% contingency will provide funding for any unanticipated work necessary for the proper completion or construction of the project.
BACKGROUND
The Department of Transportation (DOT) is planning to seal 41 miles of streets out of the approximate 75 miles planned for maintenance on the Major Street Network in the 2023 construction season as a preventative maintenance measure to extend the useful life and reduce long-term maintenance costs to the City.
The sealing treatment to be used is called “micro-surfacing”, which is the application of a thin layer of asphalt emulsion blended with rock approximately 3/8 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 includes American with Disabilities Act (ADA) curb ramp installations and retrofits prior to the commencement of the pavement treatment. Streets to be
COUNCIL AGENDA: 03/14/23
FILE: 23-351
ITEM: 2.12
HONORABLE MAYOR AND CITY COUNCIL
February 21, 2023
Subject: 2023 Major Streets Remove and Replace Pavement Project
sealed will also require the removal and replacement of any structurally failed areas of pavement.
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, DOT is managing multiple projects for the concrete and ADA curb ramp improvements, most of which are in the construction phase. This project for the removal and replacement of failed asphalt pavement areas, where required, is the final preparation project prior to the final surface application.
The Major Street Network consists of 944 miles of the City’s most heavily traveled streets, which collectively carry over 85% of the traffic in the City. DOT annually schedules streets to be resurfaced to improve their structural integrity, ride quality, appearance, and extend the useful life of the streets to defer more costly reconstruction. 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
As part of DOT’s equity analysis in the development of the 2023 Major Streets paving program, staff cross-referenced the selected streets relative to census tracts designated by the Metropolitan Transportation Commission as “Equity Priority Communities”. Based on this analysis, DOT will be maintaining 20 miles designated as Equity Priority Communities in 2023, which is roughly 26% of the 75 miles of Major Streets selected for maintenance.
The attached List of Streets identifies streets to be prepared for sealing. The list may change if unforeseen circumstances arise or new information regarding other street-related projects becomes available.
ANALYSIS
Bids for the 2023 Major Streets Remove and Replace Pavement Project were opened on January 12, 2023, with the following results:
HONORABLE MAYOR AND CITY COUNCIL
February 21, 2023
Subject: 2023 Major Streets Remove and Replace Pavement Project
CONTRACTOR CITY BID
AMOUNT VARIANCE
%
UNDER/OVER
ENGINEER'S
ESTIMATE
G. Bartolotto & Company, Inc. San Carlos, CA $1,815,463.00 $380,842.00 -17.34% QA Constructors, Inc. San Francisco, CA $2,003,767.00 $192,538.00 -8.77% J.V. Lucas Paving, Inc. Martinez, CA $2,064,743.00 $131,562.00 -5.99% O’Grady Paving, Inc. Mountain View,
CA $2,086,306.40 $109,998.60 -5.01%
ENGINEER'S ESTIMATE -- $2,196,305.00 -- --
Radius Earthwork Inc. Campbell, CA $2,457,700.00 $261,395.00 11.90%
The low bid submitted by G. Bartolotto & Company, Inc. is $1,815,463 and is 17.34% below the Engineer’s Estimate. The Engineer’s Estimate for this project is $2,196,305. 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 G. Bartolotto & Company, 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% percent contingency, which should be sufficient to account for unforeseen conditions that might arise in the excavation, removal, and replacement of failed asphalt concrete pavement areas.
Project Labor Agreement Applicability
Project Labor Agreement does apply to this project.
Local and Small Business Outreach
This project does not have a preference for local and/or small businesses.
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
HONORABLE MAYOR AND CITY COUNCIL
February 21, 2023
Subject: 2023 Major Streets Remove and Replace Pavement Project
projects discussed in this memorandum, three additional pavement maintenance projects are tentatively scheduled for City Council action this spring.
COST SUMMARY/IMPLICATIONS
This project supports the Transportation and Aviation Services City Service Area goal to Preserve and Improve Transportation Assets and Facilities. By performing pavement maintenance with this project, the extension of the useful life of the project streets will defer more costly reconstruction. The source of funding for this project is through the 480 – State Gas Tax Pavement Maintenance Fund. This project will have no net operating and maintenance costs to the General Fund.
1. TOTAL COST OF PROJECT:
Programmatic Project Delivery Estimate $181,500.00 Construction Contract $1,815,463.00
Contingency $181,500.00
TOTAL PROJECT COSTS: $2,178,463.00
BUDGET REFERENCE
The table below identifies the fund and appropriation to fund the contract recommended as part of this memorandum and remaining project costs, including project delivery, construction, and contingency costs.
Fund
#
Appn
#
Appn
Name
Total
Appn
Amt. for
Contract
2022-23
Adopted
Capital
Budget Page
Last
Budget
Action
(Date,
Ord. No.)
Source of New Funding
480 406C
Pavement
Maintenance-SB1
Road Repair &
Accountability Act
2017
$39,274,833 $1,815,463.00 1081 10/18/22,
30833
Total Current Funding Available $39,274.833 $1,815,463.00
HONORABLE MAYOR AND CITY COUNCIL
February 21, 2023
Subject: 2023 Major Streets Remove and Replace Pavement Project
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.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the March 14, 2023 City Council meeting.
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.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Environmental status granted by the Planning, Building and Code Enforcement Department.
Exempt, File No. ER23-009, CEQA Guidelines Section 15301(c), Existing Facilities.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
JOHN RISTOW
Director of Transportation
For questions, please contact Frank Farshidi, Transportation Division Manager, at [email protected] or (408) 794-1945.
Attachment: List of Streets
ATTACHMENT
Subject: 2023 Major Streets Remove and Replace Pavement Project
List of Streets
Street Name Street From Street To
Council
District
HAMILTON AV CAMPBELL AV W 400 ‘E/O BACK DR 1
WESTMONT AV HARRIET AV QUITO RD 1
SILVER CREEK VALLEY RD HELLYER AV YERBA BUENA RD 2, 8
4th ST ST. JAMES ST SANTA CLARA ST 3
BERRYESSA RD MABURY RD LUNDY AV 3, 4
JULIAN ST E 6TH ST 21ST ST 3
MABURY RD BERRYESSA RD OAKLAND RD 3
MARKET ST SANTA CLARA ST REED ST 3
ZANKER RD BERING DR 515’ E/O HWY 101 3
1ST ST LIBERTY ST SOUTHBAY DR 4
HOLGER WY 1ST ST ZANKER RD 4
KIRK AV CITY LIMIT MADELINE DR 5
MT. PLEASANT RD CLAYTON RD KOHLER AV 5
SAN ANTONIO ST SUNSET AV SCHARFF AV 5
STORY RD CAPITOL EXPY CLAYTON RD 5
TULLY RD ALVIN AV CAPITOL EXPY 5, 7, 8
COTTLE AV PINE AV KOCH LN 6, 9
LEIGH AV SOUTHWEST EXPY HAMILTON AV 6
MERIDIAN AV PARK AV FRUITDALE AV 6
TULLY RD MONTEREY RD ALVIN AV 7
ABORN RD RUBY AV MURILLO AV 8
CLASSICO AV FOWLER RD EVERGREEN VILLAGE SQ 8
EVERGREEN VILLAGE SQ RUBY AV CLASSICO AV 8
FOWLER RD SAN FELIPE RD BIANCO WY 8
RUBY AV ABORN RD EVERGREEN VILLAGE SQ 8
CARLTON AV NATIONAL AV 130’ W/O WINTON WY 9
LOS GATOS ALMADEN RD TAFT DR LEIGH AV 9