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HomeMy WebLinkAboutItem 11c - Annual Slurry Seal ProjectAward Annual Slurry Seal Project February 15, 2022 Page 1 of 3 DATE: February 15, 2022 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Eddie Chan, P.E., Principal Civil Engineer SUBJECT: CONTRACT WITH MISSION PAVING AND SEALING, INC. FOR THE FISCAL YEAR 2021-22 ANNUAL SLURRY SEAL PROJECT IN THE AMOUNT OF $534,922.10 Recommendation: Approve SUMMARY As part of the City’s Annual Asphalt and Concrete Program, the Public Works Services Department (“PWSD”) is preparing to slurry seal various residential streets within the City. To ensure that the City is receiving the most competitive prices and quality service for this work, the PWSD conducted a formal bid. Mission Paving and Sealing, Inc. submitted the lowest responsive bid. It is recommended that the City Council approve, authorize, and direct the City Manager to execute a Contract with Mission Paving and Sealing, Inc. for the Fiscal Year 2021-22 Annual Slurry Seal Project in the amount of $534,922.10 and approve a 5% construction contingency. BACKGROUND The PWSD is responsible for the maintenance and repair of approximately 147 miles of roadway within the City. The 2021 Pavement Management Program Update assessed the condition of all City streets and assigned a numerical index between 0 and 100, which is used to indicate the general condition of pavement. The Annual Slurry Seal Maintenance Program assists in extending the life expectancy, and improves the overall appearance and safety of City streets. This program provides surface maintenance of all City streets and divides the City up into eight zones, with one zone being addressed each year as part of an eight-year cycle. Updates to the plan are conducted regularly to ensure that the program is effective and to identify street segments with unusual wear and tear. Award Annual Slurry Seal Project February 15, 2022 Page 2 of 3 DISCUSSION The Fiscal Year 2021-22 Annual Slurry Seal Project will address approximately 13.3 miles of residential and arterial streets as shown on the attached Project Location Map (Exhibit “A”). The area can generally be described as being from east of Michilinda Avenue to the west of Baldwin Avenue and south of Colorado Street to the north of Huntington Drive. The work includes crack sealing, the application of an emulsified asphalt and sand coating commonly referred to as slurry, and re-striping of street centerlines, stop bars, and other safety striping. This process protects the asphalt pavement surface from weather, restores skid resistance, and provides an aesthetic uplift to the street and neighborhood. The sidewalk, curb, and gutter repair portion of the Program will go out to bid in late February 2022. A Notice Inviting Bids was published in the City’s adjudicated newspaper and bid packages were provided to contractors that perform this type of work. On January 4, 2022, the City Clerk received six sealed bids with the following results: Rank Firm Location Base Bid 1 Mission Paving and Sealing, Inc. Irwindale $467,722.10 2 Roy Allan Slurry Seal Inc. Santa Fe Springs $469,658.20 3 Doug Martin Contracting Co., Inc. La Habra $471,085.50 4 American Asphalt South, Inc. Fontana $528,873.75 5 All American Asphalt Corona $563,255.00 6 Pavement Coatings Co. Jurupa Valley $585,575.00 Bid documents were reviewed for content and the contractor’s background was also investigated. Based on this review, it has been determined that Mission Paving and Sealing, Inc. is the lowest responsive bidder for this work. Mission Paving and Sealing, Inc. has successfully completed similar work within budget for the Cities of El Monte, Duarte, Industry, Fontana, Torrance, Chino Hills, and Rancho Palos Verdes. The bid documents included a request for pricing for bid alternate items, including application of Type II slurry and installation of traffic striping and pavement markers on Colorado St from Michillinda Avenue to Baldwin Avenue. The total cost of these bid alternate items is $67,200. The bid alternate items are highly desirable, and there is sufficient funding in the Fiscal Year 2021-22 Capital Improvement Program for the Annual Slurry Seal Program to include them in the project. The total project construction cost is $534,922.10, which includes the base bid and the bid alternate items. Per the contract documents, City shall award the contract for the Project to the lowest responsive, Award Annual Slurry Seal Project February 15, 2022 Page 3 of 3 responsible Bidder as determined by the City from the base bid alone. Therefore, Mission Paving and Sealing, Inc. had the lowest base bid at $467,722.10 and an alternate bid of $67,200 for a total construction cost of $534,922.10. ENVIRONMENTAL ANALYSIS This project is considered a Class 1 exemption as defined in Section 15301(c) of the California Environmental Quality Act since the project consists of the maintenance of existing public streets and does not involve expansion of the existing use of the streets. FISCAL IMPACT Funds in the amount of $700,000 have been budgeted in the Fiscal Year 2021-22 Capital Improvement Program for the Annual Slurry Seal Program. The total cost for this Project is $534,922.10. With the request of a 5% construction contingency, the total project cost would be $561,668.20. The remaining funds from the Slurry Seal project will be used for sidewalk, curb, and gutter repair in this same area. RECOMMENDATION It is recommended that the City Council determines that this project is considered a Class 1 exemption as defined in Section 15301(c) under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a Contract with Mission Paving and Sealing, Inc. for the Fiscal Year 2021-22 Annual Slurry Seal Project in the amount of $534,922.10, and approve a 5% construction contingency. Attachments: Exhibit “A” - Project Location Map Proposed Contract with Mission Paving and Sealing, Inc. CITY OF ARCADIA 2021/2022 ANNUAL SLURRY SEAL PROJECT PROJECT NUMBER: 55331022 BETWEEN CITY OF ARCADIA AND MISSION PAVING AND SEALING, INC. CONTRACT Contract - 1 CONTRACT FOR THE CITY OF ARCADIA This CONTRACT, No. ________ is made and entered into this ____ day of _______, 2022, by and between City of Arcadia, sometimes hereinafter called “City,” and Mission Paving and Sealing, Inc., sometimes hereinafter called “Contractor.” WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows: A. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project: 2021/2022 Annual Slurry Seal Project / Project No.: 55331022 The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation. B. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within sixty (60) calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. C. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of FIVE HUNDRED THIRTY- FOUR THOUSAND, NINE HUNDRED TWENTY-TWO DOLLARS AND TEN CENTS ($534,922.10). Payment shall be made as set forth in the General Conditions. D. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Special Conditions, Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents. E. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following: Notice Inviting Bids Instructions to Bidders Bid Form Bid Bond Designation of Subcontractors Information Required of Bidders Non-Collusion Declaration Form Iran Contracting Act Certification Public Works Contractor Registration Certification Performance Bond Contract - 2 Payment (Labor and Materials) Bond General Conditions Special Conditions Technical Specifications Addenda Plans and Drawings Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9 Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents. All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties. F. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work. G. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions. H. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at dir.ca.gov and which must be posted at the job site. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] Contract - 3 IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written. CITY OF ARCADIA By: Dominic Lazzaretto City Manager MISSION PAVING AND SEALING, INC. By: Signature Print Name and Title Attest: By: City Clerk By: Signature Print Name and Title Approved as to Form: Stephen P. Deitsch City Attorney