COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: August 5, 2025
SUBJECT: Adoption of a Resolution Awarding a Bid to Pavement Coatings Co. and Approving an Agreement for Citywide Road Resurfacing Project, Bid No. 2025-01
Description:
The City Council will consider approving the award of Bid No. 2025 -01 to Pavement Coatings Co. for the Citywide Road Resurfacing Project. The work to be performed under this contract 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.
Environmental Notice: The Project qualifies for a Class 1 Categorical Exemption pursuant to Section 15301 Existing facilities (operation, repair, maintenance, leasing, etc.) of the California Environmental Quality Act State Guidelines.
RECOMMENDATION:
1. Adopt a Resolution awarding a bid to Pavement Coatings Co. and approving an agreement for the Citywide Road Resurfacing Project, Bid No. 2025 -01, in the amount of $2,910,328.82; and
2. Authorize the City Manager or designee to execute agreement.
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.
2 The Annual Surface Seal Project will treat streets in all four City quadrants including arterial roadways, collectors, and some residential areas 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 D. A map of the listed street sections is available in Attachment E.
DISCUSSION:
The project was issued and advertised through the City’s e -Procurement Portal, PlanetBids. The City received four bids, which were opened on July 28, 2025. A summary of the bids submitted are as follows:
Bidder Bid Amount
Pavement Coatings Co. $2,910,328.82
Talley Oil, Inc $3,041,287.42
American Pavement Systems, Inc. $3,774,485.00
VSS International, Inc. $4,166,785.00
A detailed tabulation of the bids received is attached (Attachment B). Signed proposals and bid bond forms are available for viewing in the office of the Director of Public Works located at 110 South Pine Street, Suite 221, Santa Maria, CA 93458.
The lowest responsive, responsible bid was submitted by Pavement Coatings Co., in the amount of $2,910,328.82.
Pavement Coatings Co. from Jurupa Valley , CA has performed and successfully completed similar wo rk for many cities throughout the Central Valley. In addition, they have submitted references for their work history. City staff has checked the firm’s references and are comfortable with the ability of the contractor to perform the work successfully. Ther efore, the recommended action is to award the bid to Pavement Coatings Co., in the amount of $2,910,328.82.
Alternative(s)
The alternative to the recommended action would be to reject all bids.
3 Fiscal Considerations
Funding for this project is supported by the following three accounts:
Available Budget Account Amount
ENHANCED ROADWAY MAINTENANCE SB-1 $2,579,457.00
ENHANCED ROADWAY MAINTENANCE Gas Tax $ 440,790.00
ENHANCED ROADWAY MAINTENANCE Measure A $ 472,148.00
Estimated Expenditures Amount
Award
Award Contingency (15%)
$2,910,328.82
$ 436,549.32
Inspection, Testing, Staff Time (5%) $ 145,516.44
Total $3,492,394.58
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 notif ications, 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 impact of the project by adjusting their schedules and following diff erent 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 d ry 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.
ATTACHMENT(S)
A. Resolution
B. Detailed Bid Results
C. Agreement
D. Surface Seal Streets Listing
E. Maps of Streets Receiving Surface Treatments