City Council Agenda Report
Meeting Date: May 6, 2025
From: Daniel S. Wall, P.E., Director of Public Works
Department: Public Works
Submitted by: Hannia Contreras, Administrative Assistant Subject
Contract with Pavement Coatings Co. for Citywide Slurry Seal Project Recommendation
A. Find that award of the proposed Citywide Slurry Seal Project is categorically exempt under the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15301 (Existing Facilities), part (c) (existing highways and streets), because the project is merely to repair existing streets and involves no expansion of existing use; B. Accept the bid proposal from Pavement Coatings Co. as the lowest responsive and responsible bidder for the Citywide Slurry Seal Project, and reject all other bids; C. Approve and authorize the City Administrator to execute a contract with Pavement Coatings Co., in substantially the same form as submitted, for citywide street improvements in an amount not-to-exceed $667,840.53; and
D. Authorize a contingency amount of ten percent (10%) or $66,784.05 in the event of an unexpected changed condition in the project, and grant authority to the City Administrator to issue change orders for an amount up to the contingency amount, if necessary.
Background
The proposed Street Improvement Capital Project (Project) involves the installation of a rubberized asphalt slurry seal on various streets throughout the city. The contract for this work also includes mobilization/demobilization, traffic control, removal and installation of striping and pavement markings.
On February 18, 2025, the Notice Inviting Bids (NIB) for Citywide Slurry Seal Project was advertised in accordance with Section 3.32.070(A) of the Vernon Municipal Code (VMC). The NIB was posted on the City’s PlanetBids website. The Department has utilized the template Notice Inviting Bids, Bid form and Project Specifications, Instruction to Bidders, and Specifications and Contract approved by City Council. The bids for Citywide Slurry Seal Project, were received and opened on April 1, 2025. The calculated results were as follows:
1. Pavement Coatings Co. $667,840.53
2. All American Asphalt $689,442.30
3. Union Pavement Services $698,308.25
Based on a thorough evaluation of the bids, Public Works staff has determined that the bid received from Pavement Coatings Co. is the lowest responsive and responsible bid and recommends award of the proposed contract to Pavement Coatings Co.
Pursuant to VMC Section 3.32.030 (A), all contracts over $100,000 require City Council approval.
The proposed contract with Pavement Coatings Co., is not-to-exceed $667,840.53. Therefore, it is recommended that City Council approve and authorize the City Administrator to execute a contract with Pavement Coatings Co.
The proposed contract has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
The fiscal impact is estimated at $734,624.58, including a contingency of ten percent (10%).
Funds are available in General Fund, Public Works Department, Street Maintenance Division, Capital Outlay Account No. 011-040-430-660000 in the amount of $500,000. However, approval of this action would require an additional appropriation of $234,624.58 in General Fund, Public Works Department, Capital Outlay Fund Balance or General Fund Unassigned Balance.
Attachments
1. Contract with Pavement Coatings Co.