____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item No: 4.h
Meeting Date: August 1, 2022
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: April Miller,
Director of Public Works
City Manager Approval: __________
TOPIC: 2022/23 SLURRY SEAL PROJECT
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD AND EXECUTE A CONSTRUCTION AGREEMENT FOR THE 2022/23 SLURRY SEAL PROJECT, CITY PROJECT NO. 11415, TO AMERICAN ASPHALT REPAIR RESURFACING CO., INC. IN THE AMOUNT OF $737,600, AND AUTHORIZING CONTINGENCY FUNDS OF $82,400, FOR A TOTAL
APPROPRIATED AMOUNT OF $820,000
RECOMMENDATION: Adopt the resolution authorizing the City Manager to award and execute a construction agreement for the 2022/23 Slurry Seal Project to American Asphalt Repair Resurfacing Co., Inc. in the amount of $737,600 and authorizing contingency funds of $82,400 for a total appropriated amount of $820,000.
BACKGROUND: The City’s annual pavement management program provides vital updates to the City’s 331 lane mile network. One of the most important aspects of managing a road network is continual investment toward preservation of recently rehabilitated roads. These types of preservation projects represent relatively low-cost improvements that prolong the effective life of roadways in good condition. The City utilizes the industry standard Pavement Condition Index (PCI) system to initially identify streets in need of preventative maintenance and then conducts field investigation to further analyze conditions.
This fiscal year, the proposed project is a slurry seal project that includes crack sealing, slurry sealing, and the installation of new traffic striping, crosswalks and legends to the current standards for the streets shown in Attachment 1, which includes streets in the Canal, Bret Harte, and Downtown neighborhoods.
On June 23, 2022, the project was advertised in accordance with San Rafael’s Municipal Code.
ANALYSIS: On July 12, 2022, the following bids were received and read aloud:
NAME OF BIDDER AMOUNT
American Asphalt Repair Resurfacing Co., Inc. $737,600.00 Pavement Coatings Co. $743,990.00
VSS International, Inc. $843,000.00
Doolittle Construction, LLC $1,068,390.00
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
The construction bids have been reviewed by City staff and the low bid from American Asphalt Repair Resurfacing Co., Inc. of $737,600 was found to be both responsive and responsible. City staff recommends awarding the construction contract to American Asphalt Repair Resurfacing Co., Inc. for the amount bid, and recommends the City Council authorize a construction contingency of $82,400, approximately eleven percent, for a total authorized amount of $820,000.
PUBLIC OUTREACH: In June 2022, staff worked with consultant, Ghirardelli Associates, to develop the list of roadways under consideration for slurry sealing and notified all utility companies of the project. The original roadway list was refined to accommodate utility companies performing scheduled work. These utility coordination efforts will minimize the need for repairs within the limits of the newly resurfaced roadways. A mailer has been sent to residents within the project limits describing the project and its impacts, along with an FAQ about the city’s annual pavement management program and the proposed treatments for their roadways. In addition, Staff posted updates on the Department of Public Works news blogs, added updates on the City’s Resurfacing and Pavement Maintenance website and provided updates via the City’s social media platforms.
FISCAL IMPACT: Staff proposes to appropriate construction funding for this project in the amount of $820,000 utilizing the City’s Gas Tax Fund 206.
OPTIONS:
1. Adopt the resolution as presented.
2. Do not award the contract and direct staff to rebid the project. If this option is chosen, rebidding will delay construction by approximately two months.
3. Do not award the contract and provide direction to staff.
RECOMMENDED ACTION: Adopt the resolution authorizing the City Manager to award and execute a construction agreement for the 2022/23 Slurry Seal Project to American Asphalt Repair Resurfacing Co., Inc. in the amount of $737,600 and authorizing contingency funds of $82,400 for a total appropriated amount of $820,000.
ATTACHMENTS:
1. Map of Streets to be Slurry Sealed
2. Resolution
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RESOLUTION NO.
RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD AND EXECUTE A CONSTRUCTION AGREEMENT FOR THE 2022/23 SLURRY SEAL PROJECT, CITY PROJECT NO. 11415, TO AMERICAN ASPHALT REPAIR RESURFACING CO., INC.
IN THE AMOUNT OF $737,600, AND AUTHORIZING CONTINGENCY FUNDS OF $82,400, FOR A TOTAL APPROPRIATED AMOUNT OF $820,000
WHEREAS, on the 12th day of July 2022, pursuant to due and legal notice published in the manner provided by law, inviting sealed electronic bids through Bidexpress.com for the work hereinafter mentioned, as more fully appears from the Proof of Publication thereof on file with the County of Marin, California, through Microsoft Teams, City of San Rafael staff did publicly open, examine, and declare all sealed electronic bids for doing the following work in said City, to wit:
“City of San Rafael 2022/23 Slurry Seal Project”
City Project No. 11415
in accordance with the plans and specifications therefore on file in the office of the Department of Public Works; and
WHEREAS, the bid of $737,600 from American Asphalt Repair Resurfacing Co., Inc. at the unit prices stated in its bid, was and is the lowest and best bid for said work and said bidder is the lowest responsive and responsible bidder; and WHEREAS, staff has recommended that the project budget include a contingency amount of $82,400.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
1. The plans and specifications for the “City of San Rafael 2022/23 Slurry Seal Project”, City Project No. 11415 on file in the Department of Public Works, are hereby approved.
2. The City Manager is authorized and directed to execute a contract with American Asphalt Repair Resurfacing Co., Inc. for the bid amount, subject to final approval as to form by the City Attorney, and to return the bidder’s bond upon the execution of the contract.
3. Funds for the project totaling $820,000 which includes the construction award amount and contingency, will be appropriated for City Project No. 11415, using $820,000 in Gas Tax funds (Fund 206).
4. The Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution.
I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 1st day of August 2022 by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
LINDSAY LARA, City Clerk
File No.: 16.06.97