No preview available
HomeMy WebLinkAboutItem 10c - Annual Slurry Seal ProjectAward Annual Slurry Seal Project March 18, 2025 Page 1 of 3 DATE: March 18, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Jan Balanay, Assistant Engineer SUBJECT: CONTRACT WITH AMERICAN ASPHALT SOUTH, INC. FOR THE FISCAL YEAR 2024-25 ANNUAL SLURRY SEAL PROJECT IN THE AMOUNT OF $1,182,734.45 CEQA: Exempt 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 Arcadia. The proposed area can generally be described as the residential neighborhoods in the southwest corner of the City (within City Council Districts 4 and 5) and the industrial area in the southeast portion of the City (District 5). To ensure that the City is receiving the most competitive price and quality service for this work, the PWSD conducted a formal bid process, and American Asphalt South, 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 American Asphalt South, Inc. for the Fiscal Year 2024-25 Annual Slurry Seal Project, in the amount of $1,182,734.45, 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 useful life of the pavement and improves the overall appearance and safety of City streets. This program provides surface maintenance for all City streets and divides Arcadia 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 March 18, 2025 Page 2 of 3 DISCUSSION The Fiscal Year 2024-25 Annual Slurry Seal Project will address approximately 17.9 miles of residential and arterial streets in City Council Districts 4 and 5, as shown on the attached Project Location Map (Exhibit “A”). The project area includes streets north of Live Oak Avenue from West City Limits to Santa Anita Avenue; south of Lemon Avenue from West City Limits to Holly Avenue; south of Longden Avenue from Holly Avenue to Santa Anita Avenue; El Capitan Avenue from Live Oak Avenue to the north end of the Cul de Sac; south of Clark Street from Peck Road to east City Limits; north of Randolph Street from Peck Road to east City Limits; and east of Peck Road to east City Limits. The work includes crack sealing, the application of an emulsified asphalt and sand coating, commonly referred to as slurry, and the 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 improvement to the roadway. A bid alternate was also included to slurry all arterial streets in the slurry seal area. The bid alternate was included to allow for flexibility in the event that the bids received were over the amount budgeted. The alternate work includes weed spray, crack seal, application of Type II slurry, and install paint and reflective pavement markers at Holly Avenue from Longden Avenue to Live Oak Avenue; El Monte Avenue from Lemon Avenue to Live Oak Avenue; Santa Anita Avenue from Duarte Road to Live Oak Avenue; Las Flores Drive from El Monte Avenue to Santa Anita Avenue; Live Oak Avenue from El Monte Avenue to Second Avenue; and Peck Road from north City limits to south City limits. Per bid documents, the City is to award a contract for the Annual Slurry Seal Project to the lowest responsive, responsible bidder as determined by the City, from the base bid alone. A Notice Inviting Bids was published in accordance with City Council Resolution No. 7483, and bid packages were provided to contractors that perform this type of work. On February 20, 2024, the City Clerk received seven sealed bids with the following results: Rank Firm Location Base Bid 1. American Asphalt South, Inc. Riverside $620,327.00 2. Mission Paving and Sealing, Inc. Irwindale $674,760.00 3. Doug Martin Contracting Co., Inc. La Habra $721,559.80 4. Pavement Coatings Co. Jurupa Valley $731,980.00 5. Union Pavement Services, Inc. Jurupa Valley $779,460.00 6. All American Asphalt Corona $798,665.00 7. Roy Allan Slurry Seal Inc. Santa Fe Springs $882,744.80 Award Annual Slurry Seal Project March 18, 2025 Page 3 of 3 Bid documents were reviewed for content and the contractors’ background and recent projects were investigated. Based on this review, it has been determined that American Asphalt South, Inc. is the lowest responsive bidder for this work. Furthermore, the alternate bid submitted by American Asphalt South, Inc. is within budget. Funds in the amount of $1,320,000 have been budgeted in the Fiscal Year 2024-25 Capital Improvement Program for the Annual Slurry Seal Program. American Asphalt South, Inc.’s base bid is $620,327 and the alternate bid is $562,407.45. Therefore, a contract in the amount of $1,182,734.45 will be awarded. American Asphalt South, Inc. has successfully completed similar work within budget for Arcadia as well the Cities of Carlsbad, Laguna Niguel, Palm Springs, Santa Barbara, Temecula, and Walnut. 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 $1,320,000 have been budgeted in the Fiscal Year 2024-25 Capital Improvement Program for the Annual Slurry Seal Program. The total cost for this Project is $1,182,734.45 and a 5% construction contingency would bring the total cost to $1,241,871.17, which is within the adopted budget. RECOMMENDATION It is recommended that the City Council determine that this project is a Class 1 exemption under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute a contract with American Asphalt South, Inc. for the Fiscal Year 2024-25 Annual Slurry Seal Project in the amount of $1,182,734.45, and approve a 5% construction contingency. Attachments: Exhibit “A” - Project Location Map Proposed Contract 2024/2025 ANNUAL SLURRY SEAL PROJECT PROJECT NO.: 55331025 EXHIBIT "A" - PROJECT LOCATION MAP NORTH PROJECT LOCATION CITY OF ARCADIA 2024/2025 ANNUAL SLURRY SEAL PROJECT PROJECT NO.: 55331025 BETWEEN CITY OF ARCADIA AND AMERICAN ASPHALT SOUTH, INC. CONTRACT Contract - 1 CONTRACT FOR THE CITY OF ARCADIA This CONTRACT, No. ________ is made and entered into this ____ day of _______, ______, by and between City of Arcadia, sometimes hereinafter called “City,” and American Asphalt South, 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: 2024/2025 Annual Slurry Seal Project / Project No.: 55331025 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 ONE MILLION, ONE HUNDRED EIGHTY-TWO THOUSAND, SEVEN HUNDRED THIRTY-FOUR DOLLARS AND FORTY-FIVE CENTS ($1,182,734.45). 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 Contract - 2 Performance Bond 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 AMERICAN ASPHALT SOUTH, INC. By: Signature Print Name and Title Attest: By: City Clerk By: Signature Print Name and Title Approved as to Form: Michael J. Maurer City Attorney