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Home My WebLink AboutPW 2021-22 Slurry Seal Project____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: June 6, 2022 Disposition: Resolution 15079 Agenda Item No: 5.k Meeting Date: June 6, 2022 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, Director of Public Works City Manager Approval: __________ File No.: 16.06.96 TOPIC: 2021/22 SLURRY SEAL PROJECT SUBJECT: RESOLUTION AWARDING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONSTRUCTION AGREEMENT FOR 2021/22 SLURRY SEAL PROJECT, CITY PROJECT NO. 11410, TO PAVEMENT COATINGS CO. IN THE AMOUNT OF $1,029,500, AND AUTHORIZING CONTINGENCY FUNDS IN THE AMOUNT OF $120,500, FOR A TOTAL APPROPRIATED AMOUNT OF $1,150,000 RECOMMENDATION: Adopt the resolution awarding and authorizing the City Manager to execute a construction agreement for the 2021/22 Slurry Seal Project to Pavement Coatings Co. in the amount of $1,029,500 and authorizing contingency funds in the amount of $120,500, for a total appropriated amount of $1,150,000. BACKGROUND: The City’s annual pavement management program provides vital updates to the City’s 331 lane mile network. One of the most important aspects of managing a road network is continual investment toward preservation of recently rehabilitated roads. These types of preservation projects represent relatively low-cost improvements that prolong the effective life of roadways in good condition. The City utilizes the industry standard Pavement Condition Index (PCI) system to initially identify streets in need of preventative maintenance and then conducts field investigation to further analyze conditions. This fiscal year the proposed project is a slurry seal project that includes crack sealing, slurry sealing, and the installation of new traffic striping, crosswalks and legends to the current standards for the streets shown in Attachment 1. On May 2, 2022, the project was advertised in accordance with San Rafael’s Municipal Code. ANALYSIS: On May 19, 2022, the following bids were received and read aloud: NAME OF BIDDER AMOUNT Pavement Coatings Co. $1,029,500 American Asphalt Repair Resurfacing Co., Inc. $1,044,084 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Sierra Nevada Construction, Inc. $1,104,972 VSS International, Inc. $1,183,120 Dryco Construction, Inc. $1,220,713 Graham Contractors, Inc $1,232,820 The construction bids have been reviewed by City staff and the low bid from Pavement Coatings Co. in the amount of $1,029,500 was found to be both responsive and responsible. City staff recommends awarding the construction contract to Pavement Coatings Co. for the amount bid, and also recommends the City Council authorize a construction contingency of approximately twelve percent in an amount of $120,500 for a total authorized amount of $1,150,000. PUBLIC OUTREACH: In March 2022, staff worked with consultant, Ghirardelli Associates, to develop the list of roadways under consideration for slurry sealing and notified all utility companies of the project. The original roadway list was refined to accommodate utility companies performing scheduled work. These utility coordination efforts will minimize the need for repairs within the limits of the newly resurfaced roadways. A mailer has been sent to residents within the project limits describing the project and its impacts, along with an FAQ about the city’s annual pavement management program and the proposed treatments for their roadways. In addition, Staff posted updates on the Department of Public Works news blogs and added updates on the City’s Resurfacing and Pavement Maintenance website. FISCAL IMPACT: Staff proposes to appropriate construction funding for this project in the amount of $1,150,000 utilizing the City’s Gas Tax Fund #206. OPTIONS: 1. Adopt the resolution as presented. 2. Do not award the contract and direct staff to rebid the project. If this option is chosen, rebidding will delay construction by approximately two months. 3. Do not award the contract and provide direction to staff. RECOMMENDED ACTION: Adopt the resolution awarding and authorizing the City Manager to execute a construction agreement for the 2021/22 Slurry Seal Project to Pavement Coatings Co. in the amount of $1,029,500 and authorizing contingency funds in the amount of $120,500, for a total appropriated amount of $1,150,000 ATTACHMENTS: 1. Map of Streets to be Slurry Sealed. 2. Resolution awarding the construction agreement to Pavement Coatings Co. I / ~.:..~ -~1 . 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( ~~;.. ..,"' '__ jf ,. t~ h--~" .;;~ '.A' .,:, Mann Islands E:0:1 RESOLUTION NO. 15079 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AWARDING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONSTRUCTION AGREEMENT FOR THE 2021/22 SLURRY SEAL PROJECT, CITY PROJECT NO. 11410, TO PAVEMENT COATINGS CO. IN THE AMOUNT OF $1,029,500, AND AUTHORIZING CONTINGENCY FUNDS IN THE AMOUNT OF $120,500, FOR A TOTAL APPROPRIATED AMOUNT OF $1,150,000 WHEREAS, on the 19th day of May 2022, pursuant to due and legal notice published in the manner provided by law, inviting sealed bids or proposals for the work hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly open, examine, and declare all sealed bids or proposals for doing the following work in said City, to wit: “City of San Rafael 2021/22 Slurry Seal Project” City Project No. 11410 in accordance with the plans and specifications therefore on file in the office of the Department of Public Works; and WHEREAS, the bid of $1,029,500 from Pavement Coatings Co. at the unit prices stated in its bid, was and is the lowest and best bid for said work and said bidder is the lowest responsive and responsible bidder; and WHEREAS, staff has recommended that the project budget include a contingency amount of $120,500; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1. The plans and specifications for the “City of San Rafael 2021/22 Slurry Seal Project”, City Project No. 11410 on file in the Department of Public Works, are hereby approved. 2. The City Manager is authorized and directed to execute a contract with Pavement Coatings Co. for the bid amount, subject to final approval as to form by the City Attorney, and to return the bidder’s bond upon the execution of the contract. 3. Funds for the project totaling $1,150,000 which includes the construction award amount and contingency, will be appropriated for City Project No. 11410, using $1,150,000 in Gas Tax funds (Fund #206). 4. The Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 6th day of June 2022 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None LINDSAY LARA, City Clerk File No.: 16.06.96