Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 12, 2022
SUBJECT: 2021-22 OVERLAY AND SLURRY SEAL PROGRAM AND 2021-22
SUPPLEMENTAL OVERLAY AND SLURRY SEAL PROGRAM,
PROJECTS M0144 AND M0145 - APPROVE PLANS AND
SPECIFICATIONS AND AWARD CONSTRUCTION CONTRACTS
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Approve plans and specifications for the 2021-22 Overlay A project, Project M0144.
2. Approve plans and specifications for the 2021-22 Overlay B project, Project M0144.
3. Approve plans and specifications for the 2021-22 Slurry Seal project, Project M0144.
4. Award the 2021-22 Overlay A construction contract to C.A. Rasmussen, Inc., in the amount of $7,935,674 for base bid and alternate four construction, and authorize a contingency in the amount of $793,567, for a total contract amount not to exceed $8,729,241.
5. Award the 2021-22 Overlay B construction contract to Toro Enterprises, Inc., in the amount of $8,569,436 for base bid and alternates one through four construction, and authorize a contingency in the amount of $856,944, for a total contract amount not to exceed $9,426,380.
6. Award the 2021-22 Slurry Seal construction contract to Pavement Coatings Co. in the amount of $2,042,516 for base bid and alternate five construction, and authorize a contingency in the amount of $204,253, for a total contract amount not to exceed $2,246,769.
7. Award a professional services contract to Twining, Inc., to provide project inspection, materials testing, and construction management support services for the Overlay A, Overlay B, and Slurry Seal projects in the amount of $1,293,710 for base bid and alternate services, and authorize a contingency in the amount of $129,371, for a total amount not to exceed
$1,423,081.
8. Award a professional services contract to PSOMAS to provide professional survey, monument preservation, and restoration services for Overlay A, Overlay B, and Slurry Seal projects for a total contract amount not to exceed $326,525.
9. Award a professional services contract to FCG Consultants, Inc., to provide staff augmentation services for construction support for the Overlay A, Overlay B, and Slurry Seal projects, for a total contract amount not to exceed $200,000.
10. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The annual overlay and slurry seal projects are an integral part of the City of Santa Clarita’s (City) Overlay and Slurry Seal Program. Each year, streets are evaluated and identified for the need for pavement preservation and rehabilitation treatments. The 2021-22 Overlay and Slurry Seal Program will resurface streets, seal cracks, and coat the surface of streets in various areas of the City (see attached project street lists). These treatments will provide a smoother ride for vehicles and reconstruct or extend the life of the roadway, depending on the type of treatment applied. This year's projects are expected to begin construction in April 2022 and will be completed by the end of November 2022. The 2021-22 Overlay and Slurry Seal Program is divided into three projects: Overlay A, Overlay B, and Slurry Seal. These projects will run concurrently to maximize the work being done during the summer season. This project supports the Santa Clarita 2025 theme of Sustaining Public Infrastructure.
Solicitation Process for the Overlay A Project
An invitation to bid was prepared and published twice, on February 10 and 17, 2022, and was posted on BidNet. Four bids were submitted to the City and opened by Purchasing on March 7, 2022. Each of the bids included a base bid and five bid alternates. The basis for award was the total for the base bid and alternates combined. The results of the total bids (including bid alternates) are shown below:
Company Location Total Bid
C.A. Rasmussen, Inc. Santa Clarita, CA $18,209,820
Toro Enterprises, Inc. Oxnard, CA $18,339,221
Sully-Miller Contracting Company Brea, CA $18,447,000 PALP Inc. DBA Excel Paving Company Long Beach, CA $20,543,131
Staff recommends awarding the construction contract for the Overlay A project to C.A.
Rasmussen, Inc., the lowest responsive bidder, in the amount of $6,509,158 for the base bid, authorizing an expenditure of $1,426,516 for bid alternate four, and authorizing a contingency in the amount of $793,567, for a total not to exceed $8,729,241. The City reserves the right to add or remove any of the alternates at the time of award or by contract change order during construction. The contractor possesses a valid state contractor’s license and is in good standing
with the Contractors State License Board. The bid from C.A. Rasmussen, Inc., was reviewed for accuracy and conformance to the contract documents and found to be complete.
Solicitation Process for the Overlay B Project
An invitation to bid was prepared and published twice, on January 13 and 20, 2022, and was posted on BidNet. Six bids were submitted to the City and opened by Purchasing on February 11, 2022. Each of the bids included a base bid and four bid alternates. The basis for award was the total for the base bid and alternates combined. The results of the total bids (including bid alternates) are shown below:
Company Location Total Bid
Toro Enterprises, Inc. Oxnard, CA $8,569,436
Sully-Miller Contracting Company Brea, CA $8,613,000
C.A. Rasmussen, Inc. Santa Clarita, CA $9,627,088
All American Asphalt Corona, CA $9,699,999
Security Paving Company, Inc. West Lake Village, CA $10,058,203 PALP, Inc., DBA Excel Paving Company Long Beach, CA $10,612,805
Staff recommends awarding the construction contract for the Overlay B project to Toro Enterprises, Inc., the lowest responsive bidder, in the amount of $1,734,932 for the base bid, authorizing an expenditure of $6,834,504 for bid alternates one through four, and authorizing a contingency in the amount of $856,944, for a total not to exceed $9,426,380. The City reserves the right to add or remove any of the alternates at the time of award or by contract change order during construction. The contractor possesses a valid state contractor’s license and is in good standing with the Contractors State License Board. The bid from Toro Enterprises, Inc., was reviewed for accuracy and conformance to the contract documents and found to be complete.
While the City maintains a Support of Local Businesses policy that can be utilized by the City Council when warranted, the City is governed by the California Public Contract Code with regard to public works project procurement. In this type of procurement, the California Public Contract Code does not permit a city to utilize a Support of Local Businesses policy and instead requires the contract be awarded to the lowest responsible bidder.
Solicitation Process for the Slurry Seal Project
An invitation to bid was prepared and published twice, on January18 and 25, 2022, and was posted on BidNet. Five bids were submitted to the City and opened by Purchasing on February16, 2022. Each of the bids included a base bid and five bid alternates. The basis for award was the total for the base bid and alternates combined. The results of the total bids (including bid alternates) are shown below:
Company Location Total Bid
Pavement Coatings Co. Jurupa Valley, CA $3,794,038
American Asphalt South, Inc. Corona, CA $3,866,793
Roy Allan Slurry Seal, Inc. Santa Fe Springs, CA $4,207,747 All American Asphalt Corona, CA $4,405,274
Intermountain Slurry Seal, Inc. Reno, NV $4,867,328
Staff recommends awarding the construction contract for the Slurry Seal project to Pavement Coatings Co., the lowest responsive bidder, in the amount of $1,678,445 for the base bid, authorizing an expenditure of $364,072 for bid alternate five and authorizing a contingency in the amount of $204,252, for a total not to exceed $2,246,769. The contractor possesses a valid state contractor’s license and is in good standing with the Contractors State License Board. The bid from Pavement Coatings Co. was reviewed for accuracy and conformance to the contract documents and found to be complete.
Solicitation Process for Materials Testing and Inspection Services for the Overlay A, Overlay B, and Slurry Seal Projects
The City Council awarded a materials testing and inspection services contract to Twining, Inc., at its June 8, 2021, meeting. Twining, Inc., was selected through a Request for Proposal (RFP) process, which provided up to three annual renewal options, subject to City approval.
Staff recommends using the first renewal option to award the contract for materials testing services and project inspection to Twining, Inc., in the amount of $1,293,710 for base bid and alternate services for Overlay A, Overlay B, and Slurry Seal projects and a contingency in the amount of $129,371, for a total amount not to exceed $1,423,081.
Solicitation Process for As-Needed Surveying and Monument Preservation Services and Construction Support Services for the Overlay A, Overlay B, and Slurry Seal Projects
The procurement process for the PSOMAS and FCG Consultants, Inc., professional services as- needed contracts took place through RFP CIP-19-20-05. The City conducted this RFP to solicit proposals from qualified firms to provide professional engineering services in eight categories of work on an as-needed basis to support the City’s Public Works department’s Capital Improvement Projects division. The RFP responses were reviewed and evaluated based on each firm’s ability to meet the specific needs of the City. The RFP was advertised on the City’s website on October 11, 2019. The RFP was downloaded by 137 companies and in the category of Surveying and Monument Preservation and Restoration, eight responses were received and in the Staff Augmentation category, nine responses were received. Of those received, eight proposals for Survey and Monument Preservation and Restoration services and six proposals for Staff Augmentation services were selected to enter into as-needed contracts, among them PSOMAS and FCG Consultants, Inc.
PSOMAS and FCG Consultants, Inc., were selected for this project based on their pre- qualifications and their availability to meet the project deadlines and milestones.
Staff recommends awarding the contract for survey, monument preservation, and restoration services for Overlay A, Overlay B, and Slurry Seal Projects to PSOMAS for a total contract amount not to exceed $326,525.
Staff also recommends awarding the contract for staff augmentation services for the Overlay A, Overlay B, and Slurry Seal projects to FCG Consultants, Inc., for a total contract amount not to
exceed $200,000.
Total Budget for the Overlay and Slurry Seal Projects and Inspection and Materials Testing
Following is the cost breakdown for the 2021-22 Overlay and Slurry Seal Program, Project M0144 contract awards:
Overlay A Project $8,729,241
Overlay B Project $9,426,380
Slurry Seal Project $2,246,769
Inspection and Materials Testing $1,423,081
Surveying Monument Preservation $326,525
Construction Support Services $200,000
Total Awarded $22,351,996
The Overlay and Slurry Seal Program budget will fund the construction, inspection, materials testing, surveying, monument preservation, speed humps installation, project management software, urban forestry support, irrigation support, and construction support services. The budget will also provide for labor compliance, staff oversight, public works inspection, and miscellaneous project administration costs.
The requested 10 percent contingencies for the Overlay A, Overlay B, and Slurry Seal contracts will allow for additional streets from the City's pre-designed inventory and available bid alternates to be added to the project if funds are available after construction of the original scope of work. Additionally, the remaining contingency will cover costs associated with unforeseen site conditions, such as potential utility conflicts and abandoned utilities not shown in record drawings that are often discovered during construction, as well as change order requests made by the contractor.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in expenditure accounts M0144264-516101 (Measure R Local Return), M0144266-516101 (Measure M Local Return), M0144267-516101 (SB 1), M0145233- 516101 (TDA Article 8 Street & Road), and M0145266-516101 (Measure M Local Return) to support the recommended contracts and associated project costs.
ATTACHMENTS
Overlay A Street List M0144
Overlay B Street List M0144
Slurry Seal Street List M0144
Proposal for Twining, Inc. (available in the City Clerk’s Reading File)
Proposal for Psomas (available in the City Clerk’s Reading File) Proposal for FCG Consultants, Inc. (available in the City Clerk’s Reading File)