Agenda Item No. 6
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer .14" Ff)F- ►- �- Landon Kern, Assistant City Engineer ,-
Katrina Kunkel, Associate Engineer*,'
FOR: City Council Meeting of June 12, 2023
SUBJECT: Award of Contracts - 2022/2023 Microsurfacing Program - Project No. 11187 and 2022/2023 Crack Sealing Program - Project No. 11188
RECOMMENDATION:
That the 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, American Asphalt South, Inc. in the amount of $241,321.67 for the 2022/2023 Microsurfacing Program; and
2) Authorize the amounts of $20,000 for construction contract contingency and $7,000 for construction contract administration, staff time and inspection, for a total 2022/2023 Microsurfacing Program construction budget in the amount of $268,321.67; 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, American Asphalt South, Inc.. in the amount of $71,280 for the 2022/2023 Crack Sealing Program; and
4) Authorize the amounts of $5,000 for construction contract contingency and $2,500 for construction contract administration, staff time and inspection, for a total 2022/2023 Crack Sealing Program construction budget in the amount of $78,780; and
5) Approve the plans and specifications prepared for these programs.
BACKGROUND/DISCUSSION:
On March 8, 2022, City Council approved the FY2022/2023 Pavement Management Program (PMP). Included as a part of the PMP is the 2022/2023 Microsurfacing Program, and 2022/2023 140
Crack Sealing Program. The crack sealing must be completed first in preparation for the microsurfacing of asphalt streets throughout the City. Microsurfacing of asphalt streets is part of the City's annual maintenance effort to maintain the City's public street network. The crack sealing and the application of microsurfacing will extend the durable life of the existing asphalt streets and provide a more durable driving surface.
2022/2023 Microsurfacing Program
The work required for this program includes the preparation of asphalt streets, striping removals, completion of the microsurfacing process and restriping the streets, as required. Staff publicly advertised the FY 2022/2023 Microsurfacing Program for construction bids, and on May 30, 2023, two (2) sealed bids were received from contractors for the program as follows:
Contractor
Amount
American Asphalt South, Inc.
$241,321.67
Roy Allan Slurry Seal, Inc.
$269,021.83
Engineer's Estimate
$235,000
On the basis of sealed competitive bids, received after publicly advertising the program, American Asphalt South, Inc. of Fontana, CA, is the lowest responsible bidder for this program. The Engineer's Estimate for this program is in the amount of $235,000. Staff has reviewed the bid documents and determined that the documents meet the requirements of the construction contract specifications.
American Asphalt South, Inc. 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, Inc. of Fontana, CA in the amount of $241,321.67 for the 2022/2023 Microsurfacing Program.
2022/2023 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. Staff publicly advertised the FY 2022/2023 Crack Sealing Program for construction bids, and on May 30, 2023, six (6) sealed bids were received from contractors for the program as follows:
Contractor
Amount
American Asphalt South, Inc.
$71,280
Roy Allan Slurry Seal, Inc.
$72,160
Global Road Sealing, Inc.
$72,600
Pavement Rehab Co.
$82,500
SAFE USA, Inc.
$93,500
Vance Corporation(l)
$1,638,120,000
Engineer's Estimate
$50,000
(1) Bid Amount shown is the result of a clerical error on the submitted bid proposal, corrected value shown here on this table.
On the basis of sealed competitive bids, received after publicly advertising the program, American 141
Asphalt South, Inc. of Fontana, CA, is the lowest responsible bidder for this program. The Engineer's Estimate for this program is in the amount of $50,000. Staff has reviewed the bid documents and determined that the documents meet the requirements of the construction contract specifications.
American Asphalt South, Inc. 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, Inc. of Fontana, CA in the amount of $71,280 for the 2022/2023 Crack Sealing Program.
FISCAL IMPACT:
The estimated costs for the 2022/2023 Microsurfacing Program are:
Item
Estimated Costs
Proposed Construction Contract
$241,321.67
Proposed Construction Contract Contingency
20,000.00
Proposed Construction Contract Administration/Staff Time/Inspection 7,000.00
Total Proposed Estimated Cost
$268,321.67
The estimated costs for the 2022/2023 Crack Sealing Program are:
Item
Estimated Costs
Proposed Construction Contract
$71,280.00
Proposed Construction Contract Contingency
5,000.00
Proposed Construction Contract Administration/Staff Time/Inspection 2,500.00
Total Proposed Estimated Cost
$78,780.00
The estimated costs for these programs in the amounts of $268,321.67 and $78,780.00 are included in the FY2022/2023 CIP Budget.
Attachments: 1. Bid Summary — 2022/2023 Microsurfacing Program
2. Contract Agreement — 2022/2023 Microsurfacing Program
3. Bid Summary — 2022/2023 Crack Sealing Program
4. Contract Agreement — 2022/2023 Crack Sealing Program
5. List of Streets
Approved by:
142
ATTACHMENT 1
143
ATTACHMENT 1
Bid Tabulation-22123 Pavement Microsurface May 30, 2023 Program Project No.11187
Roy Allen Slurry Seal Inc. American Asphalt South,
Inc.
Item
(tern Description
Qty
Unit
Unit Price
Extension
Qty
Unit
Unit Price
Extension
No.
1 Mobilization (Not to exceed 3% of contract)
1 LS
$7,5a0.no
$7,500.00
1 LS
$7,250.00
$7,250.00
Micro -Surfacing Type il, Application Rate 18-20#'S Per SY 2 (Dry Aggregate Weight)"
438,048
SF
$0.41
$179,599.68
438,048
SF
$0.39
$170,838.72
Adjust Sewer Manhole Covers Lower and Raise to Finish
32 32
3 Grade, Complete in Place.
EA
$1,650.00
$52,800.00
EA
$1,067.00
$34,144.00
3545
3545
Thermoplastic Striping-4" Double Yellow, (CAMUTCD
4 Dtl 22) Complete in Place
LF
LF
$3.52
$12,478.40
$3.52
$12,478.40
Thermoplastic5triping —4" Skipped Yellow (CAMUTCD
2,675
2,675
5 Dtl 1), Complete in Place.
LF
LF
$1.65
$4,413.75
$1.65
$4,413.75
Thermoplastic Striping-4" Solid Yellow, Complete in
1,130
1,130
6 Place
LF
$2.00
$2,260.00
LF
$1.98
$2,237.40
Thermoplastic Striping- 12" White Solid Stop Limit Line, 220
220
7 Complete in Place.
LF
$9.00
$1,980.00
LF
$9.02
$1,994.40
Thermoplastic Pavement Markings — STOP, Complete in
11 11
8 Place
EA
EA
$330.00
$3,630.00
$330.00
$3,630.00
Thermoplastic Pavement Markings --STOP AHEAD,
4 4
9 Complete in place.
EA
$715.00
$2,860.00
EA
$715.00
$2,860.00
Thermoplastic Pavement Markings—"35", Complete in
6 6
10 Place.1
EA
$250,00
$1,soo.0o
EA
$247.50
$1,485.00
Total
$269,021.83:r
Total
$241,321.67
144
145
ATTACHMENT 2
AGREEMENT
THIS AGREEMENT is made and entered into this 12th day of June 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and American Asphalt South, Inc. located at
Contractor / Company Name
Fontana
City
P.O. Box 310036
Street Address
CA 92331 (909)427-8276 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: 2022/2023 Pavement Microsurface Program Project No. 11187 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 Forty -One Thousand Three Hundred Twenty -One Dollars and Sixty -Seven Cents ($241321.67) 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
Ana Sauseda, City Clerk Justin Beaver, Mayor Date
FUNDS AVAILABLEANSURANCE CONTRACTOR:
APPROVED:
Phillip White, Director of Finance American Asphalt South, Inc. Date Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
146
ATTACHMENT 3
147
ATTACHMENT 3
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ATTACHMENT 4
149
ATTACHMENT 4
AGREEMENT
THIS AGREEMENT is made and entered into this 12th day of June 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and American Asphalt South, Inc. located at
Contractor / Company Name
Fontana
City
P.O. Box 310036
Street Address
CA 92331 (909)427-8276 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: 2022/2023 Crack Seal Program Project No.11188
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 Seventy -One Thousand Two Hundred Eighty and Zero Cents 671,280.00) 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:
Ana Sauseda, City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor
CONTRACTOR:
American Asphalt South, Inc.
Date
Date
150
ATTACHMENT 5
151
ATTACHMENT 5
2022/2023 Microsurface Program Street List
F- Arterial Streets
Street From To Area (ft2)
5TH ST AVENUE H ROSEMONT DR 23,742
5TH ST ROSEMONT DR AVENUE J 22,230
5TH ST AVENUE J COUNTY LINE RD 31,293
OVERCREST DR TENNESSEE LN TARRYTON CT 35,874
OVERCREST DR
TARRYTON CT
LINWOOD TER
18,909
OVERCREST DR
LINWOOD TER
SIERRA LINDA ST
5,949
OVERCREST DR
SIERRA LINDA ST
HAMPTON RD
18,549
2ND ST
DATE AVE
SHASTA ST
14,481
2ND ST
SHASTA ST NORTH
SHASTA ST SOUTH
4,194
2ND ST
SHASTA ST
DEWEY AVE
16,785
2ND ST
DEWEY AVE
GAIL AVE
15,435
2ND ST
GAIL AVE
CEDAR AVE
9,819
6TH ST
AVENUE E
MARIPOSA ST
14,625
6TH ST
MARIPOSA ST
EUREKA AVE
16,443
6TH ST
EUREKA AVE
NORTHVIEW DR
15,588
6TH ST
NORTHVIEW DR
VIA BARCELONA RD
16,074
6TH ST
VIA BARCELONA RD
YUCAIPA CREEK RD
25,947
Local Streets
Street
From
To
Area (ft2)
TEJA CT
DOUGLAS ST
EAST END
13,509
CARTER ST
WEST END GREENBROOK PL
6,588
CARTER ST
GREENBROOK PL
OLD OAK RD
15,003
CARTER ST
OLD OAK RD
WOODGLEN CT
11,727
CARTER ST
WOODGLEN CT
BRYANT ST
7,731
WILDFLOWER LN
9TH ST
EAST END
19,890
WILDFLOWER LN
WEST END
9TH ST
12,150
PINEWOOD LN
POPLAR DR
CHERRYWOOD DR
22,410
PINEWOOD LN
CHERRYWOOD DR
FIRWOOD CT
11,520
PINEWOOD LN
FIRWOOD CT
SOUTH END
11,583
152