Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 28, 2024
SUBJECT: 2023-24 OVERLAY AND SLURRY SEAL PROGRAM - OVERLAY C AND D, 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 C project, Project M0153.
2. Approve the plans and specifications for the 2023-24 Overlay and Slurry Seal Program – Overlay D project, Project M0153.
3. Award the 2023-24 Overlay and Slurry Seal Program – Overlay C construction contract to Toro Enterprises, Inc., in the amount of $3,266,861 and authorize a contingency in the amount of $653,372, for a total contract amount not to exceed $3,920,233.
4. Award the 2023-24 Overlay and Slurry Seal Program – Overlay D construction contract to Sully-Miller Contracting Company, in the amount of $6,527,408, and authorize a contingency in the amount of $1,305,482, for a total contract amount not to exceed $7,832,890.
5. Award the professional services contract to Psomas for surveying and monument preservation services for the 2023-24 Overlay and Slurry Seal Program, Project M0153, in the amount of $298,635 and authorize a contingency in the amount of $29,864, for a total contract amount not to exceed $328,499.
6. Authorize the transfer of project savings in the amount of $2,913,240 to the 2023-24 Overlay and Slurry Seal Program, Project M0153, expenditure accounts M0153260-516101, M0153264-516101, M0153266-516101, and M0153267-516101 from the following accounts:
• $476,140 in Prop C Local Return (Fund 260) from expenditure account M0149260- 516101, 2022-23 Overlay and Slurry Seal Program, Project M0149; and
• $965,900 in Measure R Local Return (Fund 264) from expenditure account M0149264-516101, 2022-23 Overlay and Slurry Seal Program, Project M0149; and
• $1,277,200 in Measure M Local Return (Fund 266) from expenditure account M0149266-516101, 2022-23 Overlay and Slurry Seal Program, Project M0149; and
• $194,000 in Senate Bill 1 RMRA (Fund 267) from expenditure account M0149267- 516101, 2022-23 Overlay and Slurry Seal Program, Project M0149.
7. 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 were awarded by City Council at the May 14, 2024, meeting. The Overlay C and Overlay D projects, if approved and awarded, are expected to begin construction in various areas of the City (see attached Project Street List) in June 2024. 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 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 (State Clearinghouse #2024041266), 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 C Project
An invitation to bid was prepared and published twice in The Signal newspaper, on March 22 and 29, 2024, and was posted on BidNet. A total of five bids were submitted to the City and opened by Purchasing on April 16, 2024. Each of the bids included a base bid and one 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 for the base bid only. The results of the bids are shown below:
Company Location Total Bid
Toro Enterprises, Inc. Oxnard, CA $3,266,861 Granite Construction Company Ventura, CA $3,424,244 C.A. Rasmussen, Inc. Valencia, CA $3,652,954 Sully-Miller Contracting Company Brea, CA $3,970,865 All American Asphalt Corona, CA $5,205,268
Staff recommends awarding the construction contract to Toro Enterprises, Inc., the lowest responsive and responsible bidder, in the amount of $3,266,861 for the base bid, and authorizing a contingency in the amount of $653,372, for a total not to exceed $3,920,233. 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 the 2023-24 Overlay and Slurry Seal Program - Overlay D Project
An invitation to bid was prepared and published twice in the Signal newspaper, on March 22 and 29, 2024, and was posted on BidNet. A total of three bids were submitted to the City and opened by Purchasing on April 16, 2024. Each of the bids included a base bid and one 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 for the base bid only. The results of the bids are as follow:
Company Location Total Bid
Sully-Miller Contracting Company Brea, CA $6,527,408 C.A. Rasmussen, Inc. Valencia, CA $7,214,691 All American Asphalt Corona, CA $8,998,593
Staff recommends awarding the construction contract to Sully-Miller Contracting Company, the lowest responsive and responsible bidder, in the amount of $6,527,408 for the base bid, and authorizing a contingency in the amount of $1,305,482, for a total not to exceed $7,832,890. 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 Project Surveying and Monument Preservation Services for the 2023-24 Overlay and Slurry Seal Program
A Request for Proposal (RFP) for surveying and monument preservation services for the project was prepared and posted on BidNet on March 28, 2024. The RFP asked firms to identify their relevant experience with similar projects and demonstrate their approach for this project. On April 23, 2024, four firms submitted proposals. Staff reviewed the proposals and, based on their evaluations, scored the firms on a 100-point scale as follows:
Rank Company Location Score
1. Psomas Los Angeles, CA 99
2. GUIDA Irvine, CA 94
3. COAST Surveying, Inc. Tustin, CA 93
4. D. Woolley & Associates, Inc. Tustin, CA 90
The scoring system was based on the following criteria: recent experience with similar projects, qualification of team and resources, understanding of key development items, quality of proposal, proposed services in relation to the project’s scope, scheduling, availability, and references.
Psomas demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. Based on their experience with similar projects, and the completeness of their proposal for this project, staff recommends awarding the contract for surveying and monument preservation services to Psomas in the amount of $298,635 and authorizing a contingency in the amount of $29,864, for a total amount not to exceed $328,499.
The proposal is available in the City Clerk’s Reading File.
California Government Code 4526 prescribes selection of architectural and engineering services to be based on demonstrated competence and professional qualification necessary for the satisfactory performance of the services required and does not authorize the selection of professional architectural and engineering services based on cost. City staff was able to reach an agreement with Psomas at a fair and reasonable price for the services requested in the RFP.
The requested contingency 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. The remaining project funds will cover all anticipated project administrative costs, including staff time, project management, public works inspections, materials testing, environmental inspections and support, utility fees, and labor compliance monitoring.
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
Upon approval of the recommended actions, adequate funds will be available in expenditure accounts M0153233-516101 (TDA Article 8 Fund), M0153260-516101 (Prop C Local Return), M0153264-516101 (Measure R Local Return), M0153266 (Measure M Local Return), and M0153267-516101 (SB1 RMRA Fund) to support the recommended contracts and project administrative costs.
ATTACHMENTS
Project Street List - Overlay C and D
Bid Proposal for Toro Enterprises, Inc. (available in the City Clerk's Reading File) Bid Proposal for Sully-Miller Contracting Company (available in the City Clerk's Reading File) Proposal for PSOMAS (available in the City Clerk's Reading File)