FOR THE COUNCIL MEETING OF AUGUST 16, 2022
COUNCIL AGENDA REPORT
TO: City Council
FROM: City Manager
Prepared by: Director of Public Works
SUBJECT: AWARD OF BID — BID NO. 2022/05, ANNUAL SURFACE SEAL STREET
MAINTENANCE PROJECT
RECOMMENDATION:
That the City Council adopt a Resolution approving an agreement with American Pavement Systems, Inc, Bid No. 2022/05, Annual Surface Seal Street Maintenance Project.
BACKGROUND:
This project consists of providing all tools, materials, labor, equipment, and incidentals to place a surface seal treatment, and remove and replace striping and pavement markings on various City streets in the City of Santa Maria. This project will be using two different types of surface treatments including chip seal and TRMSS (Tire Rubber Modified Surface Seal) together to preserve the pavement. A surface seal is a preventive maintenance treatment for giving added life to pavement. It represents an important part of the City's street maintenance program because it replaces the surface of the pavement that has evaporated, worn away, or been lost to the elements. Extensive research by the Asphalt Institute has found that surface seals add considerable service life to asphalt concrete pavement and reduces life -cycle costs by delaying more costly street rehabilitation options such as asphalt overlays and full street reconstruction. Therefore, the pavement life can be extended and large expenditures for major maintenance or reconstruction can be minimized.
The Annual Surface Seal Project will treat streets in all four City quadrants including some arterial roadways, collectors, and several residential neighborhoods throughout the City.
The streets selected for treatment were recommended by the City's Pavement Management Program (PMP) and verified by City staff. The PMP is a digital city street inventory and data analysis program using the StreetSaver® software designed to improve the efficiency of everyday maintenance management decisions, provide feedback as to the consequences of decisions, and ensure consistency of decisions made about the street network. The maintenance decisions recommended by the PMP consider, age of asphalt, elements of physical design and condition of the asphalt, type of use, volume of traffic, and other factors.
A complete list of street sections in this year's project is shown in Attachment C. Maps of the listed street sections are available in Attachment D.
DISCUSSION:
A report of the bids received is attached summarizing the detailed proposal of each of the bidders (Attachment 8).
PROJECT DATA
Low Bid:
High Bid:
No. Bids Received:
Engineer's Estimate:
Bid Opening:
Time Allowed:
Subcontractors for this project are as listed:
Company name
Chrisp Company
$2,446,400.00
$2,840,120.00
4 $2,426,003.49
2:00 p.m. on 07/19/2022
45 CALENDAR DAYS
City, State
Fremont, CA
Signed proposals and bid bond forms are available for viewing in the office of the Chief Deputy City Clerk.
Alternatives
The recommended action is to award the bid of $2,446,400. There were no additive alternative bid items included in this project.
The alternative to the recommended action would be to reject all bids. The low bid is approximately one percent above the Engineer's estimate. The low bid received is responsive to the City's Request for Bids, and the low bidder is well regarded having successfully completed similar public works projects for the City in the past.
Fiscal Considerations
Sufficient funds for this project have been budgeted from the accounts titled "ENHANCED ROADWAY MAINTENANCE SB-1" and "ENHANCED ROADWAY MAINTENANCE Gas Tax." The funding sources are from the State of California's Senate Bill 1, the Road Repair and Accountability Act of 2017, and the legacy Gas Tax.
Available Budget Account
ENHANCED ROADWAY MAINTENANCE SB1 GAS
TAX
ENHANCED ROADWAY MAINTENANCE Gas Tax
Total
Amount
$ 2,063,320.00
$ 1,800,000.00
$ 3,863,320.00
Estimated Expenditures Amount
Award
Contingency (15%)
Inspection, Testing, Staff Time
$ 2,446,400.00
$ 366,960.00
$ 150,000.00
Total $ 2,963,360.00
2 Impact to the Community
The Annual Surface Seal Street Maintenance Project will benefit the community by maintaining City streets and minimizing deterioration of the City's pavements. The continued application of pavement maintenance seals helps to reduce the life -cycle cost of the City's street system for best utilization of funds.
Motorists, cyclists, and the walking public may experience inconveniences during the project's construction due to temporary closures of streets, traffic lanes, sidewalks, and the presence of the construction equipment and traffic control efforts. The project includes public notifications, such as newspaper advertisements, door hangers in residential neighborhoods, and temporary "No Parking" signs.
These efforts are intended to allow residents to prepare for the project impacts by adjusting their schedules and following different travel routes during surface seal placement. After the surface seal treatments are placed, the treated areas may be closed off to traffic for a short period of time (longer periods of 1-2 hours for TRMSS) and will be reopened when the treatment is dry and able to accept traffic loadings without being tracked by tires. Motorists will be advised to reduce speeds over newly chip -sealed roadways to minimize dislodged chips.
Other Agency Review
other agency review is necessary or anticipated.
DAVID BEAS
Principal Civil Engineer
BRETT FULGONI
Interim Public Works Director
Attachments: A: Agreement
6: Detailed Bid Results
C: Surface Seal Streets Listing
D: Maps of Streets Receiving Surface Treatments
3 AGREEMENT
THIS AGREEMENT, made and entered into this 16th day of August 2022, by and between American Pavement Systems, Inc.
hereinafter referred to as "Contractor," and the City of Santa Maria in the County of Santa Barbara, California, hereinafter referred to as "Owner." WITNESSETH:
That for and in consideration of the promises and agreements hereinafter made and exchanged, Owner and Contractor agrees as follows:
1. That Contractor shall complete the work generally described as follows: BID NO. 2022/05, ANNUAL SURFACE STREET MAINTENANCE PROJECT, in accordance with the Contract Documents therefore, adopted by the City Council, of Owner, as prepared by City of Santa Maria.
2. That Owner will pay Contractor progress payments and the final payment, in accordance with the provisions of the contract documents, with warrants drawn on the appropriate fund or funds as required, at the prices bid on the proposal form accepted by Owner and set forth in this agreement.
Total Bid of TWO MILLION, FOUR HUNDRED FORTY-SIX THOUSAND, FOUR
HUNDRED DOLLARS AND ZERO CENTS
Contract Price in Figures $2,446,400.00
3. Contractor agrees to complete said work within the contract time of ninety (90) calendar days, from the day following the issuance of the Notice to Proceed, and approved extensions thereof, to the satisfaction of Owner before final payment is made.
Time is of the essence on this contract.
5. It is mutually understood and agreed that time is of the essence of this agreement and that it is difficult to ascertain the amount of damages required to properly compensate Owner for failure by Contractor to comply with all the contract requirements within the time fixed in the agreement.
In accordance with California Government Code, Section 53069.85, the amount of liquidated damages to be paid to Owner for each day completion is delayed beyond the time for completion, shall be five hundred ($500) dollars. Contractor hereby acknowledges that it has reviewed said provisions relating to liquidated damages and the amount thereof and accepts the same as being reasonable under the circumstances and as a material part of the consideration for this contract. Contractor
also acknowledges that progress payments made after the scheduled completion date do not constitute a waiver of liquidated damages.
6. That, in accordance with Section 1774 of the California Labor Code, Contractor will pay, and will require subcontractors to pay, employees on the project a salary or wage at least equal to the prevailing salary or wage established for such work as set forth in the wage determinations and wage standards applicable to this work, contained in or referenced in the contract documents.
7. That, in accordance with Section 1775 of the California Labor Code, Contractor shall forfeit to Owner, as a penalty, not more than two hundred dollars ($200) for each day, or portion thereof, for each worker paid, either by Contractor or any subcontractor, less than the prevailing rates as determined by the Director of the California Department of Industrial Relations for the work.
8. That, in accordance with Section 1777.5 of the Labor Code, this agreement fixes the responsibility of compliance with said Section 1777.5 for all apprenticeable occupations with the prime Contractor.
9. That, except as provided in Section 1815 of the California Labor Code, in the performance of the work not more than eight (8) hours shall constitute a day's work, and not more than forty (40) hours shall constitute a week's work; that Contractor shall not require more than eight (8) hours of labor in a day nor more than forty (40) hours of labor in a week from any person employed by Contractor or any subcontractor; that Contractor shall conform to Division 2, Part 7, Chapter 1, Article 3 (Section 1810, et seq.) of the California Labor Code; and that Contractor shall forfeit to Owner, as a penalty, the sum of twenty-five dollars ($25) for each worker employed in the execution of the work by Contractor or any subcontractor for each day during which any worker is required or permitted to labor more than eight (8) hours in violation of said Article 3.
10. That Contractor shall carry workers' compensation insurance and require subcontractors to carry workers' compensation insurance as required by the California Labor Code.
11. That Contractor shall have furnished, prior to execution of the contract, three bonds approved by Owner: (1) the faithful performance bond in the amount of one -hundred percent (100%) of the contract price, to guarantee the faithful performance of the work; (2) the labor and material bond in the amount of one -hundred percent (100%) of the • contract price, to guarantee payment of all claims for labor and materials furnished; and (3) the guarantee and defective material bond in the amount of ten percent (10%) of the contract price, to guarantee the one year maintenance of public improvements.
This contract shall not become effective until such bonds are supplied to and approved by Owner.
12. That Contractor, prior to execution of the contract shall comply with the following Department of Industrial Relations requirements.
1. No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].
2. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.
3. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
13. That this agreement, by reference, includes the contract documents defined in Document 00700, General Conditions.
14. That Contractor agrees to devote the time necessary to perform the services set forth in this agreement in an efficient and effective manner. Contractor may represent, perform services for and be employed by additional individuals or entities, in Contractor's sole discretion, as long as the performance of these extra -contractual services does not interfere with or present a conflict with City's business.
15. The agreement shall be binding on and shall inure to the benefit of the heirs, executors, administrators, successors and assigns of the parties hereto, but nothing in this section shall be construed as consent by City to any assignment of this agreement or any interest in this agreement.
(REMAINDER OF PAGE LEFT INTENTIONALLY BLANK.)
IN WITNESS WHEREOF, said Contractor and the Mayor of Santa Maria, by Resolution No. of the City Council, of Owner thereunto duly authorized, have caused the names of said parties to be affixed hereto, each in triplicate, the day and year first above written.
CONTRACTOR: OWNER:
GREGORY REED
PRESIDENT
Alice Patino
Mayor
ATTEST:
Rhonda M. White, CMC
Chief Deputy City Clerk
APPROVED AS TO FORM:
Risk Manager
City Attorney
ATTACHMENT B
REF
1 2 Traffic Control
3 Asphaltic Emulsion (Chip Seal)
4 Screenings (Chip Rock)
5 Tire Rubber Modified Surface Seal (TRMSSI
6 7
8 9
10 11
12 13
14 15
16 17
18 19
20 21
22 DETAILED BID RESULTS
CITY OF SANTA MARIA
E-MAIL: [email protected]
PROJECT: ANNUAL SURFACE STREET MAINTENANCE PROJECT
INFORMAL BID NO.: 2022-05
BID OPENING DATE: 07/19122
82,446,400.00
American Pavenemt Systems, Inc.
1012 11th Street Suite 1000
Modesto, ca 95354
2,754,435.50
Pavement Coatings Co.
10240 San Sevaine Way
Jurupa Valleym CA 91752
2,837,591.37 I
Doolittle Road Construction
1900 118th Ave SE
Bellevue, WA 98005
DESCRIPTION
ESTIMATED
QUANTITY
BASE BID ITEMS
QUANTITY UNIT
'onstruction Coordinaliun
Finishing (Chip Seal w/ TRMSS
Painted Striping (2 -Coat)
Thermoplastic Pavement Markings 15850 SF $
Blue Retro-Reflectorized Pavement Markers 482 EA $
Reflective Pavement Markers 1072 EA $
Fort Seal of Repaired Asphalt Patches 20000 SY $
ENGINEER'S ESTIMATE
UNIT
PRICE
1 LS $ 112,667
1 LS $ 175,000
622.82 TN $ 650
4361.47_ TN $ 50
467.11 TN $ 800
623067 SY
109744 LF
ESTIMATED
TOTAL
$ 112,666.89
$ 175,000.00
$ 404,833.00
$ _ 218,073.50
$ 373,688.00
2 $ 934,600.50
0 8 43,897.60
6 $ 95,700.00
8 4
3 8 3,858.00
$ 4288.00
$ 60,000.00
$
TOTAL
$
$
$
$
a
2,426,003.49
LOW BIDDER'S LISTED SUBCONTRACTORS
hrisp Company
2 (partial), 7,8,9 & 10
cwser
pOataLLocaI,M o,oll,WintloxsUNelCache,ConlenLWllook,RNTWJSLROoaaedBtERes,Rs.ds Lic# 943792
Lic# 303609
Lic# 1066710
UNIT
PRICE
ESTIMATED
TOTAL
UNIT ESTIMATED
PRICE TOTAL
UNIT
PRICE
ESTIMATED
TOTAL
10,000.00 $ 10,000.00
249,944.33 $ 249,944.33
800.00 $ 498,256.00
115.00 $ 501,569.05
1,400.00 $ 653,954.00
0.50 $ 311,533.50
0.48 $ 52,677.12
5.00 8.00
5.00 4.00 $ 80,000.00
$
$
$ 79,250.00
$ 3,856.00
$ 5,360.00
$ 15,000.00 $ 15,000.00
$ 380,000.00 $ 380,000.00
$ 895.00 _$ 557,423.90
$ 235.00 $ 1,024,945.45
$ 975.00
$ 0.25
$ 0.50
$ 5.20
$ .. 8.30
$ 5.20 $
$ 0.95 $
$
$
$
$ _ _ 455,432.25
$ 155,766.75
_ 54,872.00
$ 82,420.00
$ 4,000.60
5,574.40
19,000.00
$ 2,754,435.35
76,000.00 $ 76,000.00
205,500.00 $ _ 205,500.00
1,000.00 $ 622,820.00
214.00 $ 933,354.58
1,015.00 $ 474,116.65
0.54 $ 336,456.18
0.57 $ 62,554.08
5.90 9.44
5.90 1.12
$ 93,515.00
4,550.08
6,324.80
22,400.00
$
$
$
2 837 591.37
OTHER RIDS
VSS International
$2,840,120.00
ATTACHMENT C.
2022 CHIP S
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MARIA,
CALIFORNIA, APPROVING AN AGREEMENT WITH AMERICAN PAVEMENT SYSTEMS, INC., AND AWARDING BID NO. 2022/05, ANNUAL SURFACE SEAL
STREET MAINTENANCE PROJECT
WHEREAS, the City of Santa Maria formally advertised for Bid No. 2022/05, Annual Surface Seal Street Maintenance Project; and
WHEREAS, the Notice Inviting Bids was published and posted in compliance with applicable sections of the Public Contract Code; and
WHEREAS, bids were publicly opened at 2:00 p.m. on July 19, 2022, in front of City Hall; and
WHEREAS, the low bid was found to be responsive and to include all required documentation, bid bonds, and signatures; and
WHEREAS, sufficient funds for this budgeted project are located in the accounts titled "ENHANCED ROADWAY MAINTENANCE SB-1", and "ENHANCED ROADWAY MAINTENANCE Gas Tax."
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
1. The Mayor is hereby authorized and directed to execute, for and on behalf of the City of Santa Maria, a public works agreement with American Pavement Systems, Inc., for the Annual Surface Seal Street Maintenance Project, Bid No. 2022/05; and
2. The award of said bid and approval of said agreement are conditional upon execution of the agreement by the successful bidder in the form and upon the terms set forth therein by the City; and
3. The City Manager, or designee, is hereby authorized and directed to designate funds from ENHANCED ROADWAY MAINTENANCE SB-1, and ENHANCED ROADWAY MAINTENANCE Gas Tax for this approved project in the amount of $2,446,400; and
4. The City Manager, or designee, is hereby authorized to approve Contract Change Orders so long as expenditures do not exceed funding approved for the project; and
5. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 16th day of August 2022.
Mayor
ATTEST:
Chief Deputy City Clerk
City Attorney
APPROVED AS TO CONTENT:
Depart1ent Director
ity Manager