HomeMy WebLinkAboutPW North San Rafael Pavement Maintenance Project____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: September 5, 2023
Disposition: Awarded the construction agreement for the North San Rafael Pavement Maintenance
Project to VSS International, Inc. in the amount of $1,035,522; authorized the City Manager to
execute the construction agreement; and appropriate $1,190,000 for the agreement, including
contingency funds of $154,478, from the Gas Tax Fund (206)
Agenda Item No: 4.b
Meeting Date: September 5, 2023
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Sage Crosby, Junior Engineer
April Miller, Public Works Director City Manager Approval: __________
File No.: 16.06.98
TOPIC: NORTH SAN RAFAEL PAVEMENT MAINTENANCE PROJECT
SUBJECT: AWARD THE CONSTRUCTION AGREEMENT FOR THE NORTH SAN
RAFAEL PAVEMENT MAINTENANCE PROJECT TO VSS INTERNATIONAL,
INC. IN THE AMOUNT OF $1,035,522
RECOMMENDATION:
1.Award the construction agreement for the North San Rafael Pavement Maintenance
Project to VSS International, Inc. in the amount of $1,035,522.
2.Authorize the City Manager to execute the construction agreement.
3.Appropriate $1,190,000 for the agreement, including contingency funds of $154,478,
from the Gas Tax Fund (206).
BACKGROUND: The City’s annual pavement management program (PMP) provides vital
updates to the City’s 331-lane mile network. One of the most important aspects of managing a
road network is a continual investment toward preserving 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 identify streets needing preventative maintenance and then
conducts field investigations to analyze conditions. Additionally, the City intentionally applies an
equity lens to ensure that pavement conditions are being improved in all neighborhoods, across
the City on an annual basis.
In 2022, the City completed both the FY 2021-22 and FY 2022-23 slurry seal projects. The FY
2021-22 slurry seal project focused on roadways in the Glenwood, Loch Lomond, and
Dominican neighborhoods. The FY 2022-23 slurry seal project focused on the Bret Harte and
Canal neighborhoods as well as portions of Fourth Street and C Street downtown. The two
pavement preservation projects resurfaced over twenty miles of roadway in total with 330,000+
square yards of slurry seal and included restriping of pavement markings.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
For FY 2023-24, the proposed project is a pavement maintenance project that includes crack
sealing, slurry sealing, fiberized micro-surfacing, and the installation of new traffic striping,
crosswalks, and legends to the current standards for the streets shown in Attachment 1, which
includes streets in the Terra Linda neighborhood.
Additional slurry sealing will take place on Treehaven Drive and Culloden Road at the locations
shown in Attachment #2 to restore the roadways following the trenching work by the Marin
Municipal Water District (MMWD) for the District Pipeline Replacement Project. MMWD has a
reimbursement agreement with the City of San Rafael to cover the construction cost to slurry
seal the portion of the roadway impacted by the trenching operations.
ANALYSIS: On August 2, 2023, the project was advertised in accordance with San Rafael
Municipal Code Chapter 11.50. On August 18, 2023, the following bids were received and read
aloud:
Business Bid Total
VSS International, Inc. $1,035,522.00
Dryco Construction, Inc. $1,051,786.90
Pavement Coatings Co. $1,064,269.00
Public Works staff reviewed the construction bids, and the low bid from VSS International, Inc.
of $1,035,522 was found to be both responsive and responsible.
City staff recommends awarding the construction agreement to VSS International, Inc. for the
bid amount and recommends the City Council authorize a construction contingency of
$154,478, approximately fifteen percent, for a total appropriated amount of $1,190,000. The
Public Works Director would be authorized to issue any change order to the contract within the
total contingency amount. The construction agreement will be in a form approved by the City
Attorney.
PUBLIC OUTREACH: In July 2023, staff worked with consultant, Unico Engineering, to develop
the list of roadways under consideration for slurry sealing or micro-surfacing and notified utility
companies of the project. These utility coordination efforts will minimize the need for repairs
within the limits of the newly resurfaced roadways. A mailer will be 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 roadway treatments. In addition, staff posted
updates on the Department of Public Works news blogs and updated the City’s Pavement
Management Program website.
ENVIRONMENTAL DETERMINATION: In August 2023, a notice of exemption (NOE) was filed
with Marin County for the FY 2023-24 Pavement Maintenance Project for categorical exemption
based on existing facilities (§15301).
FISCAL IMPACT:
The recommendation included in this staff report would authorize expenditures not-to-exceed
$1,190,000 in support of the North San Rafael Pavement Maintenance Project (Project No.
11432). A corresponding budget amendment is required to appropriate available Gas Tax Fund
(206) resources to support this contact cost.
OPTIONS:
1.Award the contract as recommended.
2.Do not award the contract and direct staff to rebid the project. If this option is chosen,
rebidding will delay construction by approximately six months.
3.Do not award the contract and provide direction to staff.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
RECOMMENDED ACTION:
1.Award the construction agreement for the North San Rafael Pavement Maintenance
Project to VSS International, Inc. in the amount of $1,035,522.
2.Authorize the City Manager to execute the construction agreement.
3.Appropriate $1,190,000 for the agreement, including contingency funds of $154,478,
from the Gas Tax Fund (206).
ATTACHMENTS:
1.Map of Terra Linda streets
2.Map of Treehaven Drive and Culloden Park Road
