HomeMy WebLinkAbout4.15 Approval of Plans and Specifications, Award of Contract to American Asphalt Repair & Resurfacing Co., Inc. for the Annual Street Resurfacing Project, CIP No. ST0117STAFF REPORT
CITY COUNCIL
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Agenda Item 4.15
DATE:August 15, 2023
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Approval of Plans and Specifications, Award of Contract to American Asphalt Repair & Resurfacing Co., Inc. for the Annual Street Resurfacing Project, CIP No. ST0117Prepared by:Michael Boitnott, Capital Improvement Program Manager
EXECUTIVE SUMMARY:The City Council will consider approving the plans and specifications and awarding a construction contract to American Asphalt Repair & Resurfacing Co., Inc. for the Annual Street Resurfacing Project. The project will resurface multiple street segments with a slurry seal that will prolong the life of the existing pavement surface.
STAFF RECOMMENDATION:Adopt the Resolution Approving the Plans and Specifications and Awarding a Contract to American Asphalt Repair & Resurfacing Co., Inc. for the Annual Street Resurfacing (July 2023 Slurry Seal) Project, CIP No. ST0117.
FINANCIAL IMPACT:The bid submitted by American Asphalt Repair & Resurfacing Co., Inc. is $706,586.60. Staff recommends a construction contingency of $100,000 (about 14%) to facilitate change orders for unforeseen construction issues, bringing the total potential construction cost to $806,586.60. Sufficient funds are available in the approved budget for CIP No. ST0117.
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DESCRIPTION:The 2022-2027 Capital Improvement Program (CIP) includes the Annual Street ResurfacingProject, CIP No. ST0117 (Attachment 2). The Annual Street Resurfacing Project provides for various types of pavement improvements from slurry seal to major rehabilitation of roadways. The construction will include localized repair of failed asphalt concrete pavement, slurry seal, and pavement delineation on 46 street segments as shown on the Location Map (Attachment 3). The total project includes approximately 1.1 million square feet of slurry seal and approximately 21,000 square feet of pavement “Hot Mix Asphalt” dig out repairs. Slurry seal is a preventative maintenance technique used to prolong the life of asphalt concrete surfacing. As streets begin to show wear and stress cracks, it is important to seal the cracks to keep water from getting under the roadway pavement. Slurry consists of a sand/oil mixture which seals cracks and provides a new, uniform wearing surface.Original Bid ProcessOn June 20, 2023, the City Council adopted Resolution No. 69-23 authorizing the City Manager to consider, approve, award, and execute the contract and other associated administrative matters needed for the project within existing budgetary appropriations during the City Council’s scheduled recess.On June 15, 2023, the City of Dublin publicly opened bids for the Annual Street Resurfacing (2023 Slurry Seal) Project. Four bids were received ranging from $1,053,656.70 to $1,292,000.00 with American Asphalt Repair & Resurfacing Co., Inc. being the lowest responsive and responsiblebidder at $1,112,824.80 or 31% over the Engineer’s Estimate for construction and not within existing approved budgetary appropriations. Staff recommended that the City Manager reject all the bids, abandon the 2023 Slurry Seal Project as structured, and revise the scope of the project. Staff then prepared a modifiedproject within the Engineer’s Estimate of $850,000.Revised Bid Process and ResultsThe City of Dublin issued a revised bid package for the Annual Street Resurfacing (July 2023 Slurry Seal) Project on July 3, 2023. The bid package consisted of 16 base bid items. Four sealed bids were received on July 24, 2023, with the base bids ranging from $706,586.60 to $921,129.00. The lowest base bid of $706,586.60 was submitted by American Asphalt Repair & Resurfacing Co., Inc.A summary of the bids is provided as Attachment 4.To facilitate the approval of contract change orders and avoid construction delays, it is requested that the City Manager be authorized to approve change orders up to the contingency amount of $100,000. The resolution will authorize this change as it relates to the project.If the construction contract is awarded to American Asphalt Repair & Resurfacing Co., Inc., Staff expects work to begin in early September 2023 and complete in November 2023.California Environmental Quality Act (CEQA)This project is exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines.
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STRATEGIC PLAN INITIATIVE:None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:The City Council Agenda was posted. A courtesy copy of this report was sent to American Asphalt Repair & Resurfacing Co., Inc. and Alameda County Transportation Commission’s Independent Watchdog Committee.
ATTACHMENTS:1) Resolution Approving the Plans and Specifications and Awarding a Contract to American Asphalt Repair & Resurfacing Co., Inc. for the Annual Street Resurfacing (July 2023 Slurry Seal)Project, CIP No. ST01172) CIP No. ST01173) July 2023 Slurry Seal Project Location Map4) July 2023 Slurry Seal Bid Results
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Attachment 1
Reso. No. XX-23, Item X.X, Adopted 08/15/23 Page 1 of 2
RESOLUTION NO. XX - 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING THE PLANS AND SPECIFICATIONS AND AWARDING A CONTRACT TO
AMERICAN ASPHALT REPAIR & RESURFACING CO., INC. FOR THE ANNUAL STREET
RESURFACING (JULY 2023 SLURRY SEAL) PROJECT, CIP NO. ST0117
WHEREAS, pursuant to Resolution No. 69-23, in which the City Council delegated to the
City Manager the authority to approve plans and award contracts for among other things the 2023
Slurry Seal project, Staff prepared plans, specifications and bid documents for the Annual Street
Resurfacing (2023 Slurry Seal) Project; and
WHEREAS, in accordance with the Municipal Code, California Public Contract Code
Section 20162 and other applicable laws, City Staff solicited bids for the 2023 Slurry Seal Project;
and
WHEREAS, on June 15, 2023, four bids were received and publicly opened in accordance
with applicable laws; and
WHEREAS, the lowest responsive and responsible bid for the 2023 Slurry Seal Project
was from American Asphalt Repair & Resurfacing Co., Inc. for $1,112,824.80; and
WHEREAS, the lowest bid received exceeded the Engineer’s Estimate and was not within
existing approved budgetary appropriations, and the City Manager rejected all bids in accordance
with the authority delegated pursuant to Resolution 69-23 and abandoned the 2023 Slurry Seal
Project; and
WHEREAS,Staff and the design team prepared the plans, specifications and bid
documents for a new project designated as the Annual Street Resurfacing (July 2023 Slurry Seal)
Project; and
WHEREAS,the City of Dublin did, on July 24, 2023, publicly open, examine, and declare
all sealed bids for doing the work described in the plans and specifications for the July 2023 Slurry
Seal Project, which plans and specifications are hereby expressly referred to for a description of
said work and for all particulars relative to the proceedings under the request for bids; and
WHEREAS,said bid submitted to Staff by American Asphalt Repair & Resurfacing Co., Inc.
was determined to be the lowest responsive and responsible bidder for doing said work.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
approves the Plans and Specifications for the July 2023 Slurry Seal Project.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby award
the Contract for the July 2023 Slurry Seal Project to the lowest responsive and responsible bidder,
American Asphalt Repair & Resurfacing Co., Inc. at a base bid of $706,586.60, the particulars of
which bids are on file in the Office of the Public Works Director.
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Reso. No. XX-23, Item X.X, Adopted 08/15/23 Page 2 of 2
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to approve the July 2023 Slurry Seal Project Contract
Change Orders based on the appropriated funds designated for the project up to the contingency
amount of $100,000.
BE IT FURTHER RESOLVED that the City Manager or designee is authorized to execute
the Construction Agreement for the July 2023 Slurry Seal Project with American Asphalt Repair
& Resurfacing Co., Inc.
PASSED, APPROVED AND ADOPTED this 15th day of August 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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Number ST0117 Program STREETS
PRIOR
YEARS
2022-2023
BUDGET 2023-2024 2024-2025 2025-2026 2026-2027
FUTURE
YEARS TOTALS
9100 $142,884 $48,991 $35,360 $35,360 $35,360 $35,360 $333,315
9200 $1,484,397 $684,947 $340,000 $340,000 $360,000 $360,000 $3,569,344
9400 $7,796,520 $3,023,727 $1,917,401 $1,917,401 $2,170,601 $2,170,601 $18,996,251
9500 $9,022 $40,169 $7,120 $7,120 $8,000 $8,000 $79,431
$9,432,823 $3,797,834 $2,299,881 $2,299,881 $2,573,961 $2,573,961 $22,978,341
PRIOR
YEARS
2022-2023
BUDGET 2023-2024 2024-2025 2025-2026 2026-2027
FUTURE
YEARS TOTALS
1001 $467,999 $467,999
2201 $3,456,188 $1,232,833 $600,920 $725,920 $800,000 $800,000 $7,615,861
2204 $1,484,999 $300,000 $1,784,999
2205 $300,000 $300,000
2214 $1,806,020 $450,000 $575,000 $450,000 $650,000 $650,000 $4,581,020
Measure BB Sales Tax - Local
Streets Fund
Measure B Sales Tax - Bike &
Pedestrian Fund
General Fund
ANNUAL STREET RESURFACING
ESTIMATED COSTS
Measure B Sales Tax - Local Streets
Fund
Salaries & Benefits
FUNDING SOURCE
Contract Services
Improvements
Miscellaneous
TOTAL
State Gas Tax
2022-2027 CAPITAL IMPROVEMENT PROGRAM
PROJECT DESCRIPTION
This project provides for the design and construction of a variety of pavement resurfacing treatments, from slurry seal to major rehabilitation and reconstruction of
streets and resurfacing of bridge decks. The project also includes installation of new or upgrades of existing ADA curb ramps on roads that are reconstructed or receive
an asphalt concrete overlay. Streets are selected for improvements based on the City's Pavement Management System to optimize the pavement condition in relation to
available budget. The City owns and maintains approximately 148 centerline miles of streets.
The Metropolitan Transportation Commission groups Pavement Condition Index (PCI) ratings into the following categories: 80-100 Very Good-Excellent; 70-79
Good, 60-69 Fair, 50-59 At Risk, 25-49 Poor, and 0-24 Failed. The City of Dublin is rated very good with a three-year moving average PCI of 82.
This annual Resurfacing Program is primarily funded by Alameda County Transportation Commission Measure B/BB funds, SB-1, and Gas Tax. This program protects
the substantial investment the City has in the public street system.
ANNUAL OPERATING IMPACT: None
MANAGING DEPARTMENT: Public Works
75
9
PRIOR
YEARS
2022-2023
BUDGET 2023-2024 2024-2025 2025-2026 2026-2027
FUTURE
YEARS TOTALSFUNDING SOURCE
2215 $304,500 $304,500
2216 $82,500 $82,500
2220 $1,374,977 $1,764,661 $1,123,961 $1,123,961 $1,123,961 $1,123,961 $7,635,482
2304 $155,640 $4,360 $160,000
4309 $45,980 $45,980
$9,432,823 $3,797,834 $2,299,881 $2,299,881 $2,573,961 $2,573,961 $22,978,341
ANNUAL OPERATING IMPACT
TOTAL
Road Maint. & Rehab. Account
(RMRA)
Mitigation Contributions
Measure BB Sales Tax - Bike &
Pedestrian Fund
Measure B Grants
Local Recycling Programs
76
0
Annual Street Resurfacing “July 2023 Slurry Seal”
Project No. ST0117
Loca!on Map
761
Annual Street Resurfacing "July 2023 Slurry Seal"
ST0117
Bid Date:
ITEM Qty.UNIT Unit Cost Extension Unit Cost Extension Unit Cost Extension Unit Cost Extension
1 1 LS $27,500.00 $27,500.00 $59,000.00 $59,000.00 $75,000.00 $75,000.00 $52,639.74 $52,639.74
2 1 LS $59,000.00 $59,000.00 $74,900.00 $74,900.00 $79,300.00 $79,300.00 $104,750.00 $104,750.00
3 1 LS $3,500.00 $3,500.00 $2,500.00 $2,500.00 $1,500.00 $1,500.00 $7,700.00 $7,700.00
4 1 LS $25,500.00 $25,500.00 $26,500.00 $26,500.00 $30,000.00 $30,000.00 $28,050.00 $28,050.00
5 1 LS $8,500.00 $8,500.00 $9,010.00 $9,010.00 $10,000.00 $10,000.00 $9,350.00 $9,350.00
6 1 LS $40,000.00 $40,000.00 $68,370.00 $68,370.00 $70,000.00 $70,000.00 $70,950.00 $70,950.00
7 16,342 SF $6.80 $111,125.60 $8.80 $143,809.60 $8.00 $130,736.00 $8.03 $131,226.26
8 4,370 SF $10.30 $45,011.00 $11.55 $50,473.50 $15.00 $65,550.00 $15.40 $67,298.00
9 1 LS $290,000.00 $290,000.00 $282,000.00 $282,000.00 $275,000.00 $275,000.00 $350,000.00 $350,000.00
10 75 EA $25.00 $1,875.00 $26.50 $1,987.50 $26.25 $1,968.75 $27.50 $2,062.50
11 1,073 LF $4.00 $4,292.00 $4.24 $4,549.52 $4.20 $4,506.60 $4.40 $4,721.20
12 3,670 LF $4.50 $16,515.00 $4.77 $17,505.90 $4.70 $17,249.00 $4.95 $18,166.50
13 4,200 LF $2.00 $8,400.00 $2.12 $8,904.00 $2.10 $8,820.00 $2.20 $9,240.00
14 1,451 SF $12.00 $17,412.00 $12.72 $18,456.72 $12.60 $18,282.60 $13.20 $19,153.20
15 3,163 SF $12.00 $37,956.00 $12.72 $40,233.36 $12.60 $39,853.80 $13.20 $41,751.60
16 4 EA $2,500.00 $10,000.00 $980.50 $3,922.00 $1,025.00 $4,100.00 $1,017.50 $4,070.00
TOTAL $706,586.60 $812,122.10 $831,866.75 $921,129.00
American Asphalt Pavement Coatings Co.
DESCRIPTION
Dryco Construction, Inc.
LOW BIDDER
BASE BID
CITY OF DUBLIN
ENGINEERING DIVISION
BID SUMMARY
July 24, 2023
Project Name:
Project No. :
PUBLIC WORKS DEPARTMENT
Replace and/or Install Two-way Blue Fire Hydrant Marker
Mill and Fill Asphalt Pavement (1.5” Thick)
Traffic Stripes (Detail 22 - Thermoplastic)
Traffic Stripes (Detail 27B - Thermoplastic)
Traffic Stripes (Detail 21 - Thermoplastic)
Pavement Markings (Various Crosswalk and Limit Line)
Remove and Replace Detector Loops- Hansen Dr at Dublin Blvd (Revocable)
Polymer Modified Quick-Setting Slurry "Type II"
Pavement Markings (Arrows, Symbols, and Words - Thermoplastic)
Mobilization (Not to Exceed 10% of total base bid)
Base Repair (3” Thick)
Water Pollution Control
Rubberized Asphalt Crack Sealing
Traffic Control and Construction Area Signs (Not to Exceed 10% of total base bid)
Remove Yellow Stripe, Pavement Marking and Implement Lead Compliance Plan
Remove Existing Traffic Stripes and Pavement Markings
VSS International
1
76
2