Item Number: 2
City Council / Board of Directors
Public Hearing(s)
Meeting of: August 20, 2024
Submitted By:
Fredy Bonilla, City Engineer
Subject:
Citywide Pavement Preservation and Maintenance Project - Approve Notice of Exemption and Award of Construction Contract
Recommendation:
That the Honorable City Council:
(1) Open and conduct a public hearing, receive testimony regarding the proposed Capital Improvement Project (CIP) and CEQA Notice of Exemption; (2) Close the Public Hearing;
(3) Approve the CEQA Notice of Exemption and authorize staff to file the notice with the Office of Planning and Research and the County Clerk; and (4) Award a Construction Contract to Pavement Coatings Co., in the amount of $1,600,000.00 for the Citywide Pavement Preservation and Maintenance Project, CC24-125.
Fiscal Impact:
This action will result in a fiscal impact of $1,600,000.00. An additional appropriation is not required. There are sufficient funds in the budget to cover the planned expenses. This project will be funded by Measure I – Fund 250 for Project Number 60144, Measure P – Fund 105 for Project Number 80090 and State Grant – Fund 270 for Project Number 80080. The City Council approved FY 23/24 and 24/25 Budgets which included these capital improvement projects. In the approved budgets, this project was identified as the “Golden Triangle Slurry Seal Project”. Due to the expansion of the work to other street segments in other areas located across and throughout the City, the name of the advertised project was changed from the “Golden Triangle Slurry Seal Project” to “Citywide Pavement Preservation and Maintenance Project.” This change was made to more accurately describe the type of work and area of coverage to be performed by the contractor. The project account codes, remaining project available budget, and the total budget are shown in the table below, Table A.
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Table A
Account Code Available
Budget
2504500-55315-60144 $1,598,457.22
1056000-52410-80090 $52,800.00
2707501C-55070-80080 $49,500.00
Total $1,700,757.22
The funds for project number 80090 are budgeted for two parks, Mojave Vista Park and Avalon Park. The remaining balance in this project account will be used for Avalon Park.
Strategic Plan Goal:
This project aligns with “Goal E: Invest in Infrastructure” in the City of Victorville Strategic Plan 2023-2026. The proposed preservation treatments to be applied to the public streets and parking lots will help prolong their useful life an additional 5 to 7 years.
Background:
Utilizing the City’s Pavement Management System, Engineering reviewed the pavement conditions of the City’s roadway network and selected roads to receive a rehabilitation or preservation treatment to prolong the life of the roads. This project scope includes the application of treatments in a specific area known as the “Golden Triangle” south of Bear Valley Road and west of I-15. Additionally, other road segments scattered throughout the City are included. The locations listed below were included in the Base Bid scope of work.
Please refer to Attachment A, a Vicinity Map showing the extent of the work and numbered locations corresponding with the numbers below.
1. The “Golden Triangle Area” consisting of multiple streets in one (1) area bound by Bear Valley Rd, Amythest Rd, Sycamore St, & Cobalt Rd and one (1) area bound by Sycamore St, Cobalt Rd, Eucalyptus St, and Mesa Linda St.
2. Amargosa Rd from Cracker Barrel Restaurant to Eucalyptus St.
3. The parking lot for Eva Dell Park located on 1st St.
4. A section of the Mojave Vista Park parking lot located on Burwood Ave.
7. Amargosa Rd from Kimberly Dr to Hook Blvd.
8. Hughes Rd from Rodeo Dr to Hesperia Rd.
10. A segment of 11th St from Verde St to D St (CA Highway 18).
11. A segment of Verde St from Hesperia Rd to 11th St.
12. A segment of La Paz Dr from Lorene Dr to Seneca Rd.
15. A segment of B St from 7th St to 8th St.
16. The next segment of B St from 6th St to 7th St.
17. The final segment of B St from 5th St to 6th St.
The City’s current pavement preservation strategy consists of the application of a slurry seal or double layer micro-surfacing treatment along with crack filling, crack sealing, and patching (pothole) repairs. This strategy does not replace the existing asphalt pavement but prolongs the life of the existing pavement by sealing it. Sealing the pavement from water infiltration helps protect the subgrade from moisture. Allowing water into the soil will 3 7
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result in movement, allowing the soil to become deformed from constant traffic. The result of this soil movement over time is the formation of ruts and potholes in the asphalt pavement.
The reason slurry seal and double layer micro-surfacing are utilized as pavement preservation strategies is due to the low cost to help prolong the life of the existing asphalt pavement by keeping water out of the soil underneath the road. These treatments are relatively inexpensive methods compared to asphalt grind and overlays (pavement rehabilitation work) or full depth pavement reconstruction. The current application cost associated with a slurry seal treatment is approximately $0.80/SF compared to an approximate cost of $8 to $11/SF to reconstruct a road. The current application cost associated for a micro-surfacing treatment is approximately $1.25/SF compared to an approximate cost of $4.50/SF for a 2-inch grind (removal of top 2 inches) of the existing asphalt and overlay of 2-inches of new asphalt pavement. With a limited budget to maintain and reconstruct the City’s road network, preservation treatments help stop ruts and potholes from forming and defer the need and much higher cost for full road reconstruction.
A slurry seal treatment consists of sand, small crushed aggregate (rocks), asphalt emulsion, and water forming a semi-viscous solution spread over the road pavement with a spreader truck or rakes. The treatment cures after a few hours which allows the roads to be open to traffic quicker than other traditional asphalt treatment methods. Slurry seal treatments do not smooth out a bumpy road but fill in the cracks and seals the existing asphalt pavement to help keep out water.
Similar to a slurry seal, the double layer micro-surfacing treatment consists of two layers of a micro-surfacing mixture. The mixture consists of sand, small crushed aggregate, micro-surfacing emulsion, water, and alkali glass fiber additives. With the inclusion of the glass fibers, the layer of material applied to existing pavement acts similar to a band-aid that can stretch and contract when a tire passes over it. This treatment helps to increase the lifespan of an existing road longer than what a slurry seal can. Micro-surfacing treatment is rapid setting, similar to slurry seal, which leads to a short duration of road closures. Micro-surfacing will help smooth out the road a little bit unlike a slurry seal treatment, but not to the extent a grind and cap or full reconstruction will do.
When deciding between what preservation strategy to use on a specific road segment, City staff reviews the Pavement Condition Index (PCI) from the City’s Pavement Management Report. Road segments with a PCI of 67 or higher are candidates for slurry seal and road segments with a PCI lower than 64 receive a double-layer micro-surfacing.
The Bid Schedule of the bid proposal was composed of two parts, the Base Bid and Additive Work. The Base Bid was the established scope of work to determine who the lowest and responsible bidder would be to recommend the award of a construction contract to the City Council. The bid proposal included another section in the Bid Schedule titled “Schedule C - Additive Work”. This additional work was not included in the base bid 3 7
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but required of the contractor to submit unit prices for if the project budget allowed for any additional segments of roadway listed therein to be included in the contract scope of work.
In anticipation of the proposed work, the City’s Public Works Department has been removing and replacing deficient areas of asphalt pavement and completing maintenance on the abovementioned street segments.
Discussion:
It is a routine requirement to comply with the California Environmental Quality Act (CEQA) before construction starts on a public works project. A Notice of Exemption, Attachment B, describes the project activities and states that the project is categorically exempt under CEQA Section 15301(c) for the replacement and minor alteration of existing public infrastructure. The repair of asphalt pavement, crack sealing, slurry sealing, micro- surfacing and striping are within this category.
The project was bid using formal bid procedures in accordance with Victorville Municipal Code §2.28.210 and the California Public Contract Code. On July 30, 2024, four (4) bids were received and publicly read aloud. The bidders and base bid results are shown below:
Company Base Bid Amount
Pavement Coatings Co. $1,344,770.06
Roy Allen Slurry Seal Inc. $1,507,222.12
American Asphalt South Inc. $1,561,137.54
VSS International Inc. $2,522,000.00
After a careful review and tabulation of the bid proposals, staff determined that the lowest responsive, responsible bidder was Pavement Coatings Co. The latest Engineer’s Estimate for the project Base Bid work before advertisement was $1,611,415.00. The low bid is 16.5 percent below the Engineer’s Estimate.
Following the review of the bid documents and tabulation of the bid proposal from Pavement Coatings Co., it was determined the total bid amount for the application of preservation treatments to the road surfaces included in the Base Bid Amount totaled $1,317,982.00. With an approved budget of $1.6 million minus minor expenditures for project administration, $280,475.22 of Measure I funds remain available in the budget for additional road segment treatments. Engineering Staff is recommending additional work from the Additive Work Bid Schedule to be included in the contract. This additional work includes the following locations numbered and shown in Attachment A:
6. Seneca Rd from Carob St to Arlette Dr.
9. Sycamore St from Cobalt Rd to new asphalt pavement located east of Chisholm Trail.
13. Luna Rd from Cobalt Rd to Fox Run Rd.
14. Luna Rd from Chimayo St to Topaz Rd.
18. Sunset Rd from a section of new pavement at Beachcomber Ln to the lip of an existing cross gutter to the east.
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Engineering Staff contacted the Contractor and inquired if they could complete the additional road segments listed above. Not all the work in Schedule C included with the bid can be completed with the available budget. Per Attachment C, in a letter from the Contractor, they have agreed to complete all the additional road segments except for one per the bid proposal unit prices. Furthermore, two of the bid proposal unit prices were decreased by the Contractor to account for the elimination of the largest road segment included in Schedule C, Bear Valley Rd from US 395 to Bellflower St. The total of this additional work amounts to $255,229.94. Adding this amount to the Base Bid ($1,344,770.06 + $255,229.94) equals a total contract value of $1,600,000.00. Please note that this section of Bear Valley Road has been included in Year 3 of the Measure I Five-Year Capital Improvement Plan.
The Engineering Department will be responsible for the management of the construction for this Project. Construction is likely to start in September 2024. It is estimated that the duration of the Project will be approximately fifty (50) working days. The start date and total duration of the project will depend on weather conditions.
Staff recommends that the City Council approve the Notice of Exemption and award a construction contract in an amount of $1,600,000.00 to Pavement Coatings Co., for the Citywide Pavement Preservation and Maintenance Project for the Base Bid Amount and additional work from Schedule C included with the bid.
Staff remains available for any questions Council may have.
Attachments: A. Location Map
B. Notice of Exemption
C. Schedule C – Additive Work Letter
D. Construction Contract