Agenda Item No. 4
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer F.0 Landon Kern, Assistant City Engineer, L, h
Katrina Kunkel, Associate Engineer I,*
FOR: City Council Meeting of August 8, 2022
SUBJECT: Award of Contracts — 2020/2021 & 2021/2022 Micro -Surfacing -Project No. 11154, 2021/2022 Street Patching Program -Project No. 11155 and 2021/2022 Crack Sealing Program -Project No. 11156
RECOMMENDATION:
That City Council:
1) Award and authorize the Mayor to execute a contract and authorize the City Manager or his designee to administer the terms of the contract to the lowest responsible bidder, All American Asphalt in the amount of $282,045 for the 2020/2021 & 2021/2022 Micro -Surfacing Program; and
2) Authorize the amounts of $20,677 for construction contract contingency and $7,000 for construction contract administration, staff time and inspection, for a total 2020/2021 & 2021/2022 Micro -Surfacing Program construction budget in the amount of $309,722; and
3) Award and authorize the Mayor to execute a contract and authorize the City Manager or his designee to administer the terms of the contract to the lowest responsible bidder Vance Corporation in the amount of $199,643 for the 2021/2022 Street Patching Program; and
4) Authorize the amounts of $20,000 for construction contract contingency and $2,000 for construction contract administration, staff time and inspection, for a total 2021/2022 Street Patching Program construction budget in the amount of $221,643; and
5) Award and authorize the Mayor to execute a contract, and authorize the City Manager or his designee to administer the terms of the contract to the lowest responsible bidder, American Asphalt South. in the amount of $92,070 for the 2021/2022 Crack Sealing Program; and
-34-
City Council Meeting of August 8, 2022
Award of Contracts- 2021/2022 Micro -Surfacing- Project No. 11154, 2021/2022 Street Patching Program- Project No. 11155 and 2021/2022 Crack Sealing Program- Project No. 11156
6) Authorize the amounts of $5,430 for construction contract contingency and $2,500 for construction contract administration, staff time and inspection, for a total 2021/2022 Crack Sealing Program construction budget in the amount of $100,000; and
7) Approve the plans and specifications prepared for these programs.
BACKGROUND/DISCUSSION:
On April 26, 2021, City Council approved the FY2021/2022 Pavement Management Program (PMP). Included as a part of the PMP is the 2020/2021 & 2021/2022 Micro -Surfacing Program, 2021/2022 Street Patching Program and 2021/2022 Crack Sealing Program. The crack sealing and street patching processes must be completed first in preparation for the micro -surfacing of asphalt streets throughout the City. Micro -surfacing of asphalt streets is part of the City's annual maintenance effort to maintain the City's public street network. The patching, crack sealing and the application of micro -surfacing will extend the durable life of the existing asphalt streets and provide a more durable driving surface.
2020/2021 & 2021/2022 Micro -Surfacing Program
The work required for this program includes the preparation of asphalt streets, striping removals, completion of the micro -surfacing process and restriping the streets, as required.
On June 21, 2022, four (4) sealed bids were received from contractors for the program as follows:
Contractor
Amount
All American Asphalt
$282,045.10
American Asphalt South, Inc.
$299,715.20
Roy Allan Slurry Seal, Inc.
$327,209.18
Pavement Coatings
$370,646.20
Engineer's Estimate
$216,000.00
On the basis of sealed competitive bids, received after publicly advertising the program, All American Asphalt of Corona, CA, is the lowest responsible bidder for this program. The Engineer's Estimate for this program is in the amount of $216,000. Staff has reviewed the bid documents and determined that the documents meet the requirements of the construction contract specifications.
All American Asphalt has completed several similar projects for the City in the past and their work has been deemed satisfactory. Consequently, staff recommends the award of the contract to All American Asphalt of Corona, CA in the amount of $282,045.10 for the 2020/2021 & 2021/2022 Micro -Surfacing Program.
2021/2022 Street Patching Program
The work required for this program includes saw cutting, removal of deteriorated asphalt pavement and replacing the asphalt pavement at a minimum thickness of 5-inches. -35-
City Council Meeting of August 8, 2022
Award of Contracts- 2021/2022 Micro -Surfacing- Project No. 11154, 2021/2022 Street Patching Program- Project No. 11155 and 2021/2022 Crack Sealing Program- Project No. 11156
Staff prepared the contract bid/proposal documents and on June 8, 2022, advertised for bid proposals for the 2021-2022 Street Patching Program - Project No. 11155. On June 21, 2022. Only one (1) bid was received from contractors for the program. As a result, on June 27, 2022, City Council rejected all bids and directed staff to rebid the project and conduct additional outreach for construction bids/proposals in order to obtain more than one bid.
On July 27, 2022, four (4) sealed bids were received from contractors for the program as follows:
Contractor
Amount
Vance Co oration
$199,643.00
Onyx Paving Company Inc.
$206,702.20
Hardy & Harper, Inc.
$330,900.00
B81 Paving, Inc.
$345,239.00
Engineer's Estimate
$135,000.00
On the basis of sealed competitive bids, received after publicly advertising the program, Vance Corporation of Beaumont, CA, is the lowest responsible bidder for this program. The Engineer's Estimate for this program is in the amount of $135,000. Staff has reviewed the bid documents and determined that the documents meet the requirements of the construction contract specifications.
Vance Corporation has completed several similar projects for the City in the past and their work has been deemed satisfactory Consequently, staff recommends the award of the contract to Vance Corporation of Beaumont, CA in the amount $199,643.00 for the 2021/2022 Street Patching Program.
2021/2022 Crack Sealing Program
The work required for this program includes the application of herbicide in asphalt cracks, cleaning out the cracks and voids in asphalt streets and the application of crack sealing material as required.
This process helps to seal the asphalt pavement and reduces the affects water has on the structural stability of the asphalt.
On June 21, 2022, four (4) sealed bids were received from contractors for the program as follows:
Contractor
Amount
American Asphalt South
$92,070.00
Roy Allan Slurry Seal, Inc.
$123,090.00
Global Road Sealing
$151,800.00
SAFE USA
$173,250.00
Engineer's Estimate
$55,000.00
On the basis of sealed competitive bids, received after publicly advertising the program, American Asphalt South of Fontana, CA, is the lowest responsible bidder for this program. The Engineer's Estimate for this program is in the amount of $55,000. Staff has reviewed the bid documents and -36-
City Council Meeting of August 8, 2022
Award of Contracts- 2021/2022 Micro -Surfacing- Project No. 11154, 2021/2022 Street Patching Program- Project No. 11155 and 2021/2022 Crack Sealing Program- Project No. 11156
determined that the documents meet the requirements of the construction contract specifications.
American Asphalt South has completed several similar projects for the City in the past and their work has been deemed satisfactory. Consequently, staff recommends the award of the contract to American Asphalt South, of Fontana, CA in the amount of $92,070 for the 2021/2022 Crack Sealing Program.
It should be noted that the bids received for all three subprograms were higher than the engineer's estimates. Staff believes the high cost of asphalt and construction materials along with labor shortages have resulted in bids that are higher than estimated. In addition, the increasing cost of diesel fuel to operate the heavy equipment used for this type of work has also contributed to bids that are higher than estimated.
FISCAL IMPACT:
The total estimated 2020/2021 & 2021/2022 Micro -Surfacing Program costs are included below:
Estimated Amount
Proposed Construction Contract
$282,045.10
Proposed Construction Contract Contingency
20,677.00
Proposed Construction Contract Administration/Staff Time/Inspection 7,000.00
Total Proposed Estimated Cost
$309,722.10
The total estimated 2021/2022 Street Patching Program costs are included below:
Estimated Amount
Proposed Construction Contract
$199,643.00
Proposed Construction Contract Contingency
20,000.00
Proposed Construction Contract Administration/Staff Time/Inspection 2,000.00
Total Proposed Estimated Cost
$221,643.00
The total estimated 2021/2022 Crack Sealing Program costs are included below:
Estimated Amount
Proposed Construction Contract
$92,070.00
Proposed Construction Contract Contingency
5,430.00
Proposed Construction Contract Administration/Staff Time/Inspection 2,500.00
Total Proposed Estimated Cost
$100,000.00
-37-
City Council Meeting of August 8, 2022
Award of Contracts- 2021/2022 Micro -Surfacing- Project No. 11154, 2021/2022 Street Patching Program- Project No. 11155 and 2021/2022 Crack Sealing Program- Project No. 11156
The Approved FY2021/2022 CIP PMP Budget (including soft costs) is as follows:
Sub -Program
Budget
Expenditures
to Date
Note
2020/2021 & 2021/2022 Street Rehabilitation Program
$3,726,747
$2,876,806
1 2020/2021 & 2021/2022 Micro -Surface-
Arterial/Collector/Residential
$309,722
$309,722.10
1, z, a
2021/2022 Concrete Replacement Program
$140,000
$91,701.60
1,2
2021/2022 Street Patching Program
$277,000
$221,643
1, z, 3, 4
2021/2022 Crack Sealing Program
$100,000
$100,000
1, z, 4
2021/2022 Street Striping Program
$60,000
$73,240
1, z, 5
2021/2022 Survey Monument Preservation
$30,000
$0
1 2021/2022 Traffic Calming
$60,000
$57,000
1,2
2021/2022 Alley Improvement Program
$50,000
$50,000
1 2021/2022 Under Street Drain Pipe Repair/Replacement
$30,000
$0
1 New City Yard Project
$240,000
$0
1 Avenue E SRTS — 131h Street to Dunlap Channel
$70,000
$0
1 Live Oak Canyon Road at Wildwood Creek- LWC
$40,000
$0
1 Retesting of City -Wide Streets
$3,000
$0
Indirect Costs
$14,000
$0
Interagency Pavement Agreement
$40,000
$0
Local Match for Grants 1
$50,000 1
$0
Totals
$5,240,469 1
$3,780,112.70
(1) To be completed under separate contract(s)
(2) Includes carryover funds from previous year
(3) Includes funding from approved FY2022/2023 PMP Budget (4) Part of this council action
(5) Includes the $13,240 in FY2021/2022 Unallocated PMP With the estimated costs and available funding included in the table above, there is sufficient funding available to accommodate staff s recommendation.
Any and all cost savings from the proposed programs will be returned to the Unallocated PMP Fund balance.
Attachments: Bid Summaries
Contract Agreements
Approved by: ' C
-38-
2020-2021 & 2021-2022 PAVEMENT MICROSURFACE PROGRAM
Owner:City of Yucaipa
Bid Opening:2022-06-21
" marks an allowance
All American Asphalt
American Asphalt South, Inc.
Roy Allan Slurry Seal
Pavement Coatings Co.
400 E 6th Street
Corona, CA 92879
US
Bid Status:Valid
19792 El Rivino Road Riverside CA 92509
Riverside, CA 92509
US
Bid Status:Valid
11922 Bloomfield Avenue
Santa Fe Springs, CA 90670
US
Bid Status:Valid
10240 San Sevaine Way
Jurupa Valley, CA 91752
Bid Status:Valid
2020-2021
Item k
Item Code
Item Description
Quantity
Unit of Measure
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
1 MICRO -SURFACING TYPE II, APPLICATION
643700
SF
0.37 238, 669.00
$0.38
$244,606.00
$0.44
283,228.00
0.49 315,413.00
2 INSTALL THERMOPLASTIC 12 WHITE LIMIT
288
LF
5.50 $1,584.00
$5.50
51,584.00
4.40 $1,267.20
$5.25
$1,512.00
3 INSTALL THERMOPLASTIC
17 EA
$215.00
$104.50
1,7 66.50
5132.00
52,244.00
100.00
5 1,700.00
4 INSTALL THERMOPLASTIC BIKE LANE LINE
8481
LF
$0.55
$4,664.55
1.03 $8,735.43
0.88 $1.10
9,329.10
5 INSTALL THERMOPLASTIC INTERSECTION
2405
LF
0.42 1,010.10
$1.03
52,477.15
$0.77
$1,851.85
$1.10
52,645.50
6 INSTALL THERMOPLASTIC BIKE LANE LEGEND
13 EA
$109.00
$1,417.00
$104.50
$1,358.50
99.00 1,287.00
$100.00
51,300.00
7 INSTALL THERMOPLASTIC DOUBLE -YELLOW
5233
LF
51.35 57,064.55
51.90 $9,942.70
$1.50
7,849.50
$1.95
$10,204.35
8 INSTALL THERMOPLASTIC "ISTOP
8 EA
5375.00
3,0 00.00
5385.00
3,0 00.00
$275.00
2,200.00
5365.00
2,920.00
9 INSTALL THERMOPLASTIC TYPE IV L ARROW
13 EA
105.00
1,365.00
104.50
$1,358.50
$82.00
$1,066.00
$100.00
$1,300.00
10 INSTALL THERMOPLASTIC 8 QUOT;WHITE
484
LF
$1.70
$822.80
$1.03
5498.52
$1.20
$580.80
$1.00
$484.00
11 INSTALL THERMOPLASTIC BASIC YELLOW
195
LF
$5.25
1,023.75
$5.50
$1,072.50
4.40 $858.00
$5.25
$1,023.75
12 INSTALL THERMOPLASTIC BASIC WHITE
120
LF
$5.25
$630.00
$5.50
$660.00
$4.40
$528.00
$5.25
5630.00
13 INSTALL THERMOPLASTIC QUOT;SIGNAL
1 EA
$400.00
400.00
5385.00
$385.00
$470.00
$470.00
5365.00
$365.00
14 INSTALL THERMOPLASTIC TWO-WAY LEFT
1760
LF
3.00 $5,280.00
$3.25
55,720.00
$2.40
$4,224.00
$3.25
$5,720.00
15 INSTALL THERMOPLASTIC QUOT;35 QUOT;
4 EA
$140.00
560.00
$104.50
418.00
$110.00
440.00
$100.00
T400.00
16 INSTALL THERMOPLASTIC RIGHT LANE DROP
3 EA
300.00
$900.00
$500.00
$1,500.00
$220.00
$660.00
$265.00
$795.00
17 INSTALL THERMOPLASTIC RIGHT EDGELINE
4045
LF
TIE05
4,247.25
$1.03
4,166.35
$0.88
$3,559.60
$1.10
$4,449.50
18 INSTALL THERMOPLASTIC LANE LINE PER
1355
LF
$0.42
$569,10
$1.03
1,395.65
$0.60
$813.00
$1.10
1,490.50
19 INSTALL THERMOPLASTIC SPEED HUMP
3 EA
5325.00
$975.00
$500.00
$1,500.00
$330.00
$990.00
$420.00
$1,260.00
20 INSTALL THERMOPLASTIC
6 EA
200.00
51,200.00
$150.00
$900.00
165.00
$990.00
$130.00
780.00
21 INSTALL THERMOPLASTIC CENTERLINE PER
5445
LF
$0.45
2,450.25
1.03 $5,608.35
$0.66
$3,593.70
$1.10
55,989.50
22 INSTALL THERMOPLASTIC LEFT EDGELINE
335
LF
$0.65
$217.75
1.03 $345.05
$1.15
$385.25
$1.00
$335.00
23 INSTALL THERMOPLASTIC QUOT;40 QUOT;
6 EA
$140.00
$840.00
$104.50
$627.00
$110.00
5660.00
$100.00
$600.00
Bid List Total
282,045.10
$299,715.20
$327,209.18
$370,646.20
Total Bid Amount
$282,045.10
$299,715.20
$327,209.18
$370,646.20
Listed Subs
Superior Pavement Markings
650 E First St
PO Bix 278
Beaumont, CA 92223
Cal Stripe Inc.
2040 E Steel Rd
Colton, CA 92324
Chrisp Company
2280 South Lilac Ave
Bloomington, CA 92316
Cal Stripe Inc.
2040 E Steel Rd
Colton, CA 92324
-39-
2021-2022 Street Patching Program
Owner:City of Yucaipa
Bid Opening:2022-07-27
*marks an allowance
Vance Corporation
Onyx Paving Co.
Hardy & Harper, Inc.
B-81 Paving Inc.
2271 N Locust Avenue
Rialto, CA 92377
US
Bid Status:Valid
2890 E LA Cresta Ave
Anaheim, CA 92806
Bid Status:Valid
32 Rancho Circle
Lake Forest, CA 92630
US
Bid Status:Valid
12189 Seventh St #166 Yucaipa CA 92399
Yucaipa, CA 92399
US
Bid Status:Valid
2021-2022 Street Patching Program
Item #
Item Code
Item Description
I Quantity
Unit of Measure
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
1 FULL DEPTH ASPHALT PATCHING AVERAGE
1 22060
SF
$9.05
$199,643.00
$9.37
206,702.20
$15.00
$330,900.00
$15.65
$345,239.00
Bid List Total
199,643.00
206,702.20
330,900.00
345,239.00
Total Bid Amount
$199,643.00
$206,702.20
$330,900.00
$345,239.00
Listed Subs
-40-
2021-2022 CRACK SEALING PROGRAM
Owner:City of Yucaipa
Bid Opening:2022-06-21
L marks an allowance
American Asphalt South
Roy Allan Slurry Seal
Global Road Sealing
SAFE USA, INC.
14436 Santa Ana Avenue
Fontana, CA 92337
US
Bid Status:Valid
11922 Bloomfield Avenue
Santa Fe Springs, CA 90670
u5
Bid Status:Valid
10832 Dorthy Ave
Garden Grove, CA 92843
u5
Bid Status:Valid
1030 N Mountain Ave #180
Ontario, CA 91762
u5
Bid Status:Valid
BID ITEM LIST - 2021-2022 Crack Sealing Program
Item It
Item Code
Item Description
Quantity
Unit of Measure
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
00001
CRACK SEALING, COMPLETE IN PLACE
1 33000
LBS
$2.79
$92,070.00
3.73 $123,090.00
4.60 $151,800.00
$5.25
$173,250.00
Bid List Total
92,070.00
123,090.00
151,800.00
173,2 00.00
Total Bid Amount
$92,070.00
$123,090.00
$151,800.00
$173,250.00
Listed Subs
Cal -Western Weed Control
10047 Circle R Drive
Suite B
Cover, CA 92082
-41-
AGREEMENT
THIS AGREEMENT is made and entered into this 8th day of August 2022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and All American Asphalt located at
Contractor / Company Name
Corona
City
400 E.6" Street
Street Address
CA 92879 (951) 736-7600 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: 2020-2021 & 2021-2022 Pavement Microsurface Program WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Two Hundred Eighty -Two Thousand Forty -Five & Ten Cents ($282,045.10) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
CITY OF YUCAIPA
A Municipal Corporation
Jennifer Crawford, David Avila, Mayor
Assistant City Manager/City Clerk
FUNDS AVAILABLEANSURANCE CONTRACTOR:
APPROVED:
Andrew Hamilton, Director of Finance
& Administrative Services
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
David M. Snow, City Attorney
Date
Date
-42-
AGREEMENT
THIS AGREEMENT is made and entered into this 8th day of August 2022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City', and Vance Corporation located at
Contractor / Company Name
P.O. Box 575
Street Address
Beaumont CA 92223 (909) 355-4333 hereinafter referred to as "Contractor".
City State Zip Code Phone
PROJECT: 2021-2022 Street Patching Program Project No. 11155 WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, pennits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of One Hundred Ninety -Nine Thousand Six Hundred Forty -Three & No Cents ($199,643.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
CITY OF YUCAIPA
A Municipal Corporation
Jennifer Crawford, David Avila, Mayor
Assistant City Manager/City Clerk
FUNDS AVAILABLEANSURANCE CONTRACTOR:
APPROVED:
Andrew Hamilton, Director of Finance
& Administrative Services
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
David M. Snow, City Attorney
Date
Date
-43-
AGREEMENT
THIS AGREEMENT is made and entered into this 8th day of August 2022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and American Asphalt South , located at 14436 Santa Ana Avenue Contractor / Company Name
Fontana
City
Street Address
CA 92337 (909) 427-8276 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: 2021-2022 Crack Seal Program
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Ninety -Two Thousand Seventy & No Cents ($92,070.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
CITY OF YUCAIPA
A Municipal Corporation
Jennifer Crawford, David Avila, Mayor
Assistant City Manager/City Clerk
FUNDS AVAILABLE/INSURANCE CONTRACTOR:
APPROVED:
Andrew Hamilton, Director of Finance
& Administrative Services
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
David M. Snow, City Attorney
Date
Date
-44-