Agenda Item: 10
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 23, 2023
SUBJECT: 2022-23 OVERLAY AND SLURRY SEAL PROGRAM, PROJECT M0149 - 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 2022-23 Overlay A project, Project M0149.
2. Approve plans and specifications for the 2022-23 Overlay B project, Project M0149.
3. Approve plans and specifications for the 2022-23 Slurry Seal project, Project M0149.
4. Find the 2022-23 Overlay A, Overlay B, and Slurry Seal projects exempt from review under the California Environmental Quality Act (CEQA) pursuant to Title 14 of the California Code of Regulations, Article 19, Section 15301.
5. Award the 2022-23 Overlay A construction contract to Sully-Miller Contracting Company, in the amount of $4,161,750 for base bid and alternate one construction, and authorize a contingency in the amount of $832,350, for a total contract amount not to exceed $4,994,100.
6. Award the 2022-23 Overlay B construction contract to Toro Enterprises, Inc., in the amount of $4,537,666 for base bid and alternate one construction, and authorize a contingency in the amount of $907,533, for a total contract amount not to exceed $5,445,199.
7. Award the 2022-23 Slurry Seal construction contract to American Asphalt South, Inc., in the amount of $2,177,080 for base bid construction, and authorize a contingency in the amount of $435,416, for a total contract amount not to exceed $2,612,496.
8. Award a professional services contract to Twining, Inc., to provide project inspection,
materials testing, and construction management support services for the 2022-23 Overlay and Slurry Seal Program in the amount of $1,069,836 for base bid and alternate services, and authorize a contingency in the amount of $213,967, for a total amount not to exceed $1,283,803.
9. Award a professional services contract to PSOMAS to provide professional survey, monument preservation, and restoration services for the 2022-23 Overlay and Slurry Seal Program in the amount of $226,416 and authorize a contingency in the amount of $45,283, for a total amount not to exceed $271,699.
10. Award a professional services contract to Ghirardelli Associates, Inc., to provide staff augmentation services for construction support for the 2022-23 Overlay and Slurry Seal Program, for a total contract amount not to exceed $275,000.
11. 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 2022-23 Overlay and Slurry Seal Program will resurface streets, seal cracks, and coat the surface of streets and trails 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 June 2023 and will be completed by the end of November 2023. The 2022-23 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.
The 2022-23 Overlay and Slurry Seal Program is not subject to CEQA review pursuant to Title 14 of the California Code of Regulations, Article 19, Section 15301, which exempts from CEQA review projects that consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features involving negligible or no expansion of existing or former use. Examples include, but are not limited to, existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities. These projects meet the criteria for this exemption because the 2022-23 Overlay and Slurry Seal Program will be performing repairs and maintenance to existing streets and trails.
Solicitation Process for the Overlay A Project
An invitation to bid was prepared and published twice, on March 24 and 31, 2023, and was posted on BidNet. Four bids were submitted to the City and opened by Purchasing on April 14, 2023. Each of the bids included a base bid and one bid alternate. Purchasing conducted a selection process in accordance with California Public Contract Code section 20103.8 (d) which
states that “the lowest bid shall be determined in a manner that prevents any information that would identify any of the bidders or proposed subcontractors or suppliers from being revealed to the public entity before the ranking of all bidders from lowest to highest has been determined.” This process was followed to ensure fairness when opening, reviewing, and determining the lowest responsive and responsible bidder. After review of the bids by the Project Manager, the basis for award was determined to be the total of the base bid and the bid alternate combined.
The results of the total bids (including the single bid alternate) are shown below:
Company Location Total Bid
Sully-Miller Contracting Company Brea, CA $4,161,750
Toro Enterprises, Inc. Oxnard, CA $4,412,902
C.A. Rasmussen, Inc. Santa Clarita, CA $4,542,976
Vance Corporation Beaumont, CA $4,555,765
Staff recommends awarding the construction contract for the Overlay A project to Sully-Miller Contracting Company, the lowest responsive and responsible bidder, in the amount of $4,161,750, which includes $2,779,180 for the base bid and $1,382,570 for the bid alternate, and authorizing a contingency in the amount of $832,350, for a total not to exceed $4,994,100. The contractor possesses a valid state contractor’s license and is in good standing with the Contractors State License Board. The bid from Sully-Miller Contracting Company 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 responsive and responsible bidder.
Solicitation Process for the Overlay B Project
An invitation to bid was prepared and published twice, on March 17 and 24, 2023, and was posted on BidNet. Four bids were submitted to the City and opened by Purchasing on April 11, 2023. Each of the bids included a base bid and one bid alternate. The basis for award was the total for the base bid and the bid alternate combined. The aforementioned selection process in accordance with California Public Contract Code section 20103.8 (d) was again followed to ensure fairness when opening, reviewing, and determining the lowest responsive and responsible bidder. The results of the total bids (including the single bid alternate) are shown below:
Company Location Total Bid
Vance Corporation Beaumont, CA $4,267,648
Toro Enterprises, Inc. Oxnard, CA $4,537,666
Sully-Miller Contracting Company Brea, CA $5,100,595
C.A. Rasmussen, Inc. Santa Clarita, CA $5,448,569
Due to a submission error, the initial and apparent low bidder, Vance Corporation, requested that their bid be withdrawn. Following the City’s acceptance of the withdrawal request, Toro Enterprises, Inc. (Toro) became the apparent low bidder. Consequently, staff recommends
awarding the construction contract for the Overlay B project to Toro, the lowest responsive and responsible bidder, in the amount of $4,537,666, which includes $2,914,531 for the base bid and $1,623,135 for the bid alternate, and authorizing a contingency in the amount of $907,533 for a total not to exceed $5,445,199. The contractor possesses a valid state contractor’s license and is in good standing with the Contractors State License Board. The bid from Toro was reviewed for accuracy and conformance to the contract documents and found to be complete.
This procurement process also follows the California Public Contract Code which does not permit a city to utilize a Support of Local Businesses policy and instead requires the contract be awarded to the lowest responsive and responsible bidder.
Solicitation Process for the Slurry Seal Project
An invitation to bid was prepared and published twice, on March 21 and 28, 2023, and was posted on BidNet. Two bids were submitted to the City and opened by Purchasing on April 14, 2023. The results of the bids are shown below:
Company Location Total Bid
American Asphalt South, Inc. Riverside, CA $2,177,080 All American Asphalt Corona, CA $2,671,652
Staff recommends awarding the construction contract for the Slurry Seal project to American Asphalt South, Inc., the lowest responsive and responsible bidder, in the amount of $2,177,080, and authorizing a contingency in the amount of $435,416, for a total not to exceed $2,612,496.
The contractor possesses a valid state contractor’s license and is in good standing with the Contractors State License Board. The bid from American Asphalt South, Inc. 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 Council approval.
Staff recommends using the second renewal option to award the contract for materials testing services and project inspection to Twining, Inc., in the amount of $1,069,836 for the 2022-23 Overlay and Slurry Seal Program and a contingency in the amount of $213,967, for a total amount not to exceed $1,283,803.
Solicitation Process for Surveying and Monument Preservation Services and Construction Support Services for the 2022-23 Overlay and Slurry Seal Program
The procurement process for a surveying and monument preservation contract with PSOMAS took place through a RFP process conducted in late 2019. The RFP solicited proposals from qualified firms to provide professional engineering services in several categories of professional service work on an ongoing and as-needed basis to support the City’s Public Works department’s
Capital Improvement Projects division. The RFP was advertised on the City’s website and was downloaded by over 130 companies. The responses were reviewed and evaluated based on each firm’s ability to meet the City's specific needs. In the category of Surveying and Monument Preservation and Restoration, eight proposals, including one from PSOMAS, were received and approved, resulting in the execution of multiple as-needed contracts.
The procurement process for a construction support services contract with Ghirardelli Associates, Inc., took place through a RFP process in January 2023. The City conducted a formal RFP process to solicit proposals from qualified firms to provide staff augmentation services on an as-needed basis to support the City’s Capital Improvement Projects division. The RFP was downloaded by over 90 companies and responses were reviewed and evaluated based on each firm’s ability to meet the City’s specific needs. Six proposals, including one from Ghirardelli Associates, Inc., were received and approved, resulting in the execution of multiple as-needed contracts.
PSOMAS and Ghirardelli Associates, 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 the 2022-23 Overlay and Slurry Seal Program to PSOMAS in the amount of $226,416 and a contingency in the amount of $45,283, for a total contract amount not to exceed $271,699.
Staff also recommends awarding the contract for staff augmentation services for the 2022-23 Overlay and Slurry Seal Program to Ghirardelli Associates, Inc., for a total contract amount not to exceed $275,000.
Total Budget for the Overlay and Slurry Seal Projects and Inspection and Materials Testing
Following is the cost breakdown for the 2022-23 Overlay and Slurry Seal Program, Project M0149 contract awards:
Overlay A Project Sully-Miller Contracting Co $4,994,100 Overlay B Project Toro Enterprises, Inc $5,445,199
Slurry Seal Project American Asphalt South, Inc $2,612,496 Inspection and Materials Testing Twining, Inc $1,283,803 Surveying Monument Preservation PSOMAS $271,699
Construction Support Services Ghirardelli Associates $275,000 Total Awarded $14,882,297
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, construction support services, and potential utility fees. The budget will also provide for labor compliance, staff oversight, public works inspection, and miscellaneous project administration costs.
The requested 20 percent contingencies for the 2022-23 Overlay and Slurry Seal Program
contracts will allow for additional streets from the City's pre-designed inventory and streets that may need treatment due to this year’s significant rain fall 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 M0149260-516101 (Prop C Local Return), M0149264-516101 (Measure R Local Return), M0149266-516101 (Measure M Local Return), and M0149267-516101 (Senate Bill 1) to support the recommended contracts and associated project costs.
ATTACHMENTS
Overlay A Street List M0149
Overlay B Street List M0149
Slurry Seal Street List M0149
Bid Proposal for Sully-Miller Contracting Company Overlay A (available in the City Clerk's Reading File)
Bid Proposal for Toro Enterprises, Inc. Overlay B (available in the City Clerk's Reading File) Bid Proposal for American Asphalt South, Inc. Slurry Seal (available in the City Clerk's Reading File)
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 Ghirardelli (available in the City Clerk's Reading File)