HomeMy WebLinkAbout5.5 Approval of Plans and Specifications and Award of ContractAgenda Item 5.5
DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
DATE: April 16, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SU B.ECT : Approval of Plans and Specifications and Award of Contract to American
Asphalt Repair & Resurfacing Co., Inc. for the Annual Street Resurfacing
Project (2024 Slurry Seal), CIP No. ST0117
Prepared 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 (2024 Slurry Seal). 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 (2024 Slurry
Seal) Project, CIP No. ST0117.
FINANCIAL IMPACT:
The bid submitted by American Asphalt Repair & Resurfacing Co., Inc. is $809,029. Staff
recommends a construction contingency of $100,000 (approximately 12%) to facilitate change
orders for unforeseen construction issues, bringing the total potential construction cost to
$909,029. Sufficient funds are available in the approved budget for CIP No. ST0117.
DESCRIPTION:
The 2022-2027 Capital Improvement Program (CIP) includes the Annual Street Resurfacing
Project, CIP No. ST0117. The project will provide for three different treatments to Dublin
roadways, with the 2024 Slurry Seal being the first. The other two treatments are a cape seal
project on Dublin Boulevard west of Silvergate Drive, and an overlay project on John Monego
Court, Persimmon Drive pedestrian pathway, and Dublin Boulevard between Myrtle Drive and
Page 1 of 3
160
John Monego Court. These will be bid out as separate contracts under the Annual Street
Resurfacing Project.
The 2024 Slurry Seal covers approximately 1.5 million square feet of roadway with 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.
Bid Process
The City of Dublin issued a bid package for the Annual Street Resurfacing (2024 Slurry Seal)
Project on March 1, 2024. The bid package consisted of 19 base bid items. Five sealed bids were
received on March 26, 2024, with the base bids ranging from $809,029 to $1,279,279. The lowest
base bid of $809,029 was submitted by American Asphalt Repair & Resurfacing Co., Inc. A
summary of the bids is provided as Attachment 4.
Recommendation
Staff reviewed the bid results, checked references and necessary licenses, and recommends that
the City Council award the construction contract to American Asphalt Repair & Resurfacing Co.,
Inc. as the lowest responsive and responsible bidder.
To facilitate the approval of contract change orders and avoid construction delays, it is requested
that the City Manager or designee 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. Staff
expects work to begin in the mid -May 2024 and be completed in August 2024.
California Environmental Quality Act (CEOAI
This project is exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines.
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 (2024 Slurry Seal)
Project, CIP No. ST0117
2) CIP No. ST0117
3) 2024 Slurry Seal Project Location Map
Page 2 of 3
161
4) Bid Results
Page 3 of 3
162
Attachment I
RESOLUTION NO. XX - 24
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 (2024 SLURRY SEAL) PROJECT, CIP NO. ST0117
WHEREAS, the design team has completed the plans and specifications for the Annual
Street Resurfacing Project (2024 Slurry Seal), CIP No. ST0117, (Project) which includes the
roadway resurfacing on 51 street segments by means of crack filling, seal coating the pavement,
and installation of pavement delineation; and
WHEREAS, the City of Dublin did, on March 26, 2024, publicly open, examine, and declare
all sealed bids for doing the work described in the approved plans and specifications for the
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 bids were submitted to Staff and 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 hereby
approves the Plans and Specifications for the Project.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby award
the Contract for the Project to the lowest responsive and responsible bidder, American Asphalt
Repair & Resurfacing Co., Inc. at a base bid of $809,029, the particulars of which bids are on file
in the Office of the Public Works Director.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to approve the 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 Project with American Asphalt Repair & Resurfacing Co., Inc.
{Signatures on the following page}
Reso. No. XX-24, Item 4.X, Adopted 04/16/24 Page 1 of 2
163
PASSED, APPROVED AND ADOPTED this 16th day of April 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-24, Item 4.X, Adopted 04/16/2024 Page 2 of 2
164
Attachment 2
Number
ANNUAL STREET RESURFACING
Program STREETS
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
2022-2027 CAPITAL IMPROVEMENT PROGRAM
ESTIMATED COSTS
PRIOR
YEARS
2022-2023
BUDGET
2023-2024
2024-2025
2025-2026 2026-2027
FUTURE
YEARS
TOTALS
9100 Salaries & Benefits
9200 Contract Services
9400 Improvements
9500 Miscellaneous
$142,884
$1,484,397
$7,796,520
$9,022
$48,991
$684,947
$3,023,727
$40,169
$35,360
$340,000
$1,917,401
$7,120
$35,3601 $35,360 $35,360
$340,000I $360,000 $360,000
$1,917,4011 $2,170,601 $2,170,601
$7,120I $8,000 $8,000
$333,3151
$3,569,3441
$18,996,251
$79,4311
$3, $2,299,
FUNDING SOURCE
PRIOR 2022-2023
YEARS BUDGET
FUTURE
2023-2024 2024-2025 2025-2026 2026-2027 YEARS
TOTALS
1001 General Fund
$467,999
2201 State Gas Tax $3,456,188 $1,232,833 $600,920 $725,920 $800,000 $800,000
Measure B Sales Tax - Local Streets
2204 Fund
Measure B Sales Tax - Bike &
2205 Pedestrian Fund
Measure BB Sales Tax - Local
2214 Streets Fund
$1,484,999 $300,000
$300,000
$1,806,020 $450,000 $575,000 $450,000 $650,000 $650,000
$467,999
$7,615,8611
$1,784,9991
$300,000
$4,581,020
165
FUNDING SOURCE
PRIOR 2022-2023
YEARS BUDGET
2023-2024
2024-2025
2025-2026
2026-2027
FUTURE
YEARS
TOTALS
Measure BB Sales Tax - Bike &
2215 Pedestrian Fund
2216 Measure B Grants
Road Maint. & Rehab. Account
2220 (RMRA)
2304 Local Recycling Programs
4309 Miti ation Contributions
$304,500
$82,500
$1,374,977
$304,500
$82,500
$1,764,661 $1,123,961 $1,123,961 $1,123,961 $1,123,961 $7,635,482
$155,640 $4,360 $160,000
S45,980 $45,980
$9,432,823 $3,797,834 $2,299,881 $2,299,881 $2,573,961 $2,573,9 22,978,341
ANNUAL OPERATING IMPACT
166
Attachment 3
CI"I'Y OF' DUBLIN
ANNUAL STREET RESURFACING
"2024 SLURRY SEAL"
PROJECT NO. ST0117
167
Attachment 4
\LI O
Project Name:
Project No. :
Bid Date:
CITY OF DUBLIN
PUBLIC WORKS DEPARTMENT
ENGINEERING DIVISION
BID SUMMARY
Annual Street Resurfacing "2024 Slurry Seal"
ST0117
3/26/2024 - 2:00 PM
BASED BID American Asphalt VSS International, Inc. Pavement Coatings Co. Graham Contractors, Inc. Doolittle
ITEM DESCRIPTION Qty. UNIT Unit Cost Extension Unit Cost Extension Unit Cost Extension Unit Cost Extension Unit Cost Extension
1 Mobilization (Not to Exceed 10% of total base 1 LS
bid) $44,000.00 $44,000.00 $47,011.07 $47,011.07 $91,375.00 $91,375.00 $80,000.00 $80,000.00 $120,000.00 $120,000.00
Traffic Control and Construction Area Signs
2 (Not to Exceed 10% of total base bid) 1 LS $30,500.00 $30,500.00 $43,704.00 $43,704.00 $100,000.00 $100,000.00 $80,000.00 $80,000.00 $120,000.00 $120,000.00
3 Water Pollution Control 1 LS $3,000.00 $3,000.00 $2,140.00 $2,140.00 $25,000.00 $25,000.00 $2,000.00 $2,000.00 $5,000.00 $5,000.00
Remove Existing Traffic Stripes and Pavement
4 Markings 1 LS $90,000.00 $90,000.00 $80,217.90 $80,217.90 $100,000.00 $100,000.00 $100,000.00 $100,000.00 $125,000.00 $125,000.00
5 Rubberized Asphalt Crack Sealing 1 LS $45,000.00 $45,000.00 $83,460.00 $83,460.00 $100,000.00 $100,000.00 $100,000.00 $100,000.00 $125,000.00 $125,000.00
Polymer Modified Quick -Setting Slurry Seal
6 "Type II" 1 LS $412,500.00 $412,500.00 $376,556.00 $376,556.00 $375,000.00 $375,000.00 $540,000.00 $540,000.00 $580,385.50 $580,385.50
Replace and/or Install Two-way Blue Fire
7 Hydrant Marker 75 EA $15.00 $1,125.00 $16.05 $1,203.75 $26.45 $1,983.75 $30.00 $2,250.00 $25.00 $1,875.00
8 Traffic Stripes (Detail 2 - Thermoplastic) 2,047 LF $2.00 $4,094.00 $2.14 $4,380.58 $1.60 $3,275.20 $2.00 $4,094.00 $1.50 $3,070.50
9 Traffic Stripes (Detail 8 - Thermoplastic) 58 LF $2.00 $116.00 $2.14 $124.12 $1.60 $92.80 $2.00 $116.00 $1.50 $87.00
10 Traffic Stripes (Detail 22 - Thermoplastic) 7,137 LF $3.00 $21,411.00 $3.21 $22,909.77 $4.50 $32,116.50 $4.50 $32,116.50 $4.25 $30,332.25
11 Traffic Stripes (Detail 26B - Thermoplastic) 219 LF $2.00 $438.00 $2.14 $468.66 $1.05 $229.95 $1.00 $219.00 $1.00 $219.00
12 Traffic Stripes (Detail 27B - Thermoplastic) 90 LF $2.00 $180.00 $2.14 $192.60 $2.10 $189.00 $2.00 $180.00 $2.00 $180.00
13 Traffic Stripes (Detail 38 - Thermoplastic) 1,091 LF $2.00 $2,182.00 $2.14 $2,334.74 $3.45 $3,763.95 $4.00 $4,364.00 $3.25 $3,545.75
14 Traffic Stripes (Detail 39 - Thermoplastic) 3,633 LF $2.00 $7,266.00 $2.14 $7,774.62 $2.10 $7,629.30 $2.00 $7,266.00 $2.00 $7,266.00
15 Traffic Stripes (Detail 39A - Thermoplastic) 977 LF $2.00 $1,954.00 $2.14 $2,090.78 $2.10 $2,051.70 $2.00 $1,954.00 $2.00 $1,954.00
Pavement Markings (Detail A24G Yield Line-
16 Thermoplastic) 136 LF $10.00 $1,360.00 $10.70 $1,455.20 $23.25 $3,162.00 $30.00 $4,080.00 $22.00 $2,992.00
Pavement Markings (Arrows, Symbols, and
17 Words - Thermoplastic) 4387 SF, $12.00 $52,644.00 $12.84 $56,329.08 $12.70 $55,714.90 $13.00 $57,031.00 $12.00 $52,644.00
Pavement Markings (Various Crosswalk and
18 Limit Line) 8269 SF, $11.00 $90,959.00 $11.77 $97,326.13 $12.70 $105,016.30 $13.00 $107,497.00 $12.00 $99,228.00
19 Replace Sign Panel on Existing Post 1 EA $300.00 $300.00 $321.00 $321.00 $530.00 $530.00 $500.00 $500.00 $500.00 $500.00
TOTAL $809,029.00 $830,000.00 $1,007,130.35 $1,123,667.50 $1,279,279.00
LOW BIDDER
Page 1 of 1
168