Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 14, 2024
SUBJECT: 2023-24 OVERLAY AND SLURRY SEAL PROGRAM - OVERLAY B AND SLURRY SEAL, PROJECT M0153 - PLANS,
SPECIFICATIONS, AND CONSTRUCTION CONTRACTS
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Approve the plans and specifications for the 2023-24 Overlay and Slurry Seal Program – Overlay B project, Project M0153.
2. Approve the plans and specifications for the 2023-24 Overlay and Slurry Seal Program – Slurry Seal project, Project M0153.
3. Award the 2023-24 Overlay and Slurry Seal Program – Overlay B construction contract to Toro Enterprises, Inc., in the amount of $7,714,413 and authorize a contingency in the amount of $1,542,883, for a total contract amount not to exceed $9,257,296.
4. Award the 2023-24 Overlay and Slurry Seal Program – Slurry Seal construction contract to American Asphalt South, Inc., in the amount of $852,524 and authorize a contingency in the amount of $170,505, for a total contract amount not to exceed $1,023,029.
5. Award the professional services contract to Twining, Inc., to provide staff project inspection, materials testing, and construction management support services for the 2023-24 Overlay and Slurry Seal Program, Project M0153, in the amount of $1,026,140 and authorize a contingency in the amount of $102,614, for a total contract amount not to exceed $1,128,754.
6. 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 2023-24 Overlay and Slurry Seal Program is divided into five projects, Overlay A, Overlay B, Overlay C, Overlay D, and Slurry Seal to resurface streets, seal cracks, and coat the surface of streets in various areas of the City. 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. The Overlay A project was awarded by City Council at the April 9, 2024, meeting. The Overlay B and Slurry Seal projects, if approved and awarded, are expected to begin construction in various areas of the City (see attached Project Street Lists) in June 2024.
The Overlay C and Overlay D projects are projected for award at a future City Council meeting.
Construction for this year’s projects will be completed concurrently to maximize the work being done during the summer season, and is anticipated to be completed by the end of November 2024. These projects support the Sustaining Public Infrastructure theme of the City of Santa Clarita’s (City) five-year strategic plan, Santa Clarita 2025.
On April 9, 2024, the City Council found the 2023-24 Overlay and Slurry Seal Program, Project M0153, categorically exempt from review under the California Environmental Quality Act (CEQA) pursuant to Title 14 of the California Code of Regulations, Article 19, Section 15301.
Section 15301, exempts from CEQA review projects that consist of the operation, repair, maintenance, 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. This project meets the criteria for this exemption because the 2023-24 Overlay and Slurry Seal Program will be performing repairs and maintenance to existing streets and trails.
Solicitation Process for the 2023-24 Overlay and Slurry Seal Program - Overlay B Project
An invitation to bid was prepared and published twice in The Signal newspaper, on March 7 and 14, 2024, and was posted on BidNet. A total of three bids were submitted to the City and opened by Purchasing on April 10, 2024. Each of the bids included a base bid and three alternates.
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 two bid alternates combined.
The results of the total bids including the bid alternates are shown below:
Company Location Total Bid
Toro Enterprises, Inc. Oxnard, CA $7,714,413
All American Asphalt Corona, CA $8,458,283
C.A. Rasmussen, Inc. Valencia, CA $10,483,796
Staff recommends awarding the construction contract to Toro Enterprises, Inc., the lowest responsive and responsible bidder, in the amount of $7,714,413, which includes $4,436,360 for the base bid and $3,278,053 for the bid alternates, and authorizing a contingency in the amount of $1,542,883, for a total not to exceed $9,257,296. This contractor possesses a valid state contractor’s license and is in good standing with the Contractors State License Board. Staff reviewed the bid response for accuracy and conformance to the contract documents and found it to be complete. The bid proposal adheres to the project’s plans and specifications and is available in the City Clerk’s Reading File.
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 2023-24 Overlay and Slurry Seal Program - Slurry Seal Project
An invitation to bid was prepared and published twice in The Signal newspaper, on March 21 and 28, 2024, and was posted on BidNet. A total of three bids were submitted to the City and opened by Purchasing on April 16, 2024. The results of the bids are shown below:
Company Location Total Bid
American Asphalt South, Inc. Riverside, CA $852,524 Pavement Coatings Co. Jurupa Valley, CA $931,973 Roy Allan Slurry Seal, Inc. Santa Fe Springs, CA $1,155,493
Staff recommends awarding the construction contract to American Asphalt South, Inc., the lowest responsive and responsible bidder, in the amount of $852,524, and authorizing a contingency in the amount of $170,505, for a total not to exceed $1,023,029. This contractor possesses a valid state contractor’s license and is in good standing with the Contractors State License Board. Staff reviewed the bid response for accuracy and conformance to the contract documents and found it to be complete. The bid proposal adheres to the project’s plans and specifications and is available in the City Clerk’s Reading File.
Solicitation Process for Project Inspection, Materials Testing, and Construction Support Services for the 2023-24 Overlay and Slurry Seal Program
The City Council awarded a project inspection, materials testing, and construction support services contract to Twining, Inc., on June 8, 2021. 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 third renewal option to award the contract for project inspection, materials testing, and construction support services to Twining, Inc., in the amount of $1,026,140 for the 2023-24 Overlay and Slurry Seal Program and a contingency in the amount of $102,614, for a total amount not to exceed $1,128,754. The proposal is available in the City Clerk’s Reading File.
The requested contingencies for the 2023-24 Overlay and Slurry Seal Program contracts 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. Additional streets from the City's pre- designed inventory and streets that may need treatment due to this year’s rain will be added to the project if funds are available after construction of the original scope of work.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in expenditure accounts M0153233-516101 (TDA Art 8 - Street & Road Fund), M0153264-516101 (Measure R LR Fund), M0153266-516101 (Measure M LR Fund), and M0153267-516101 (SB1 Fund) to support the recommended contracts and associated project costs.
ATTACHMENTS
Project Street List - Overlay B
Project Street List - Slurry Seal
Bid Proposal for Toro Enterprises, Inc. (available in the City Clerk's Reading File) Bid Proposal for American Asphalt South, Inc. (available in the City Clerk's Reading File) Proposal for Twining, Inc. (available in the City Clerk's Reading File)