HomeMy WebLinkAboutItem 4.6 - 1471 2017 Slurry Seal Award
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STAFF REPORT
CITY COUNCIL
DATE: June 6, 2017
TO: Honorable Mayor and Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Award of Contract to American Pavement Systems Inc. for the Annual
Street Resurfacing Project No. ST0117
Prepared by: Michael Boitnott, Capital Improvement Program Manager
EXECUTIVE SUMMARY:
The City Council will consider awarding a construction contract to American Pavement
Systems Inc. and approving the plans and specifications for the Annual Street
Resurfacing Project (2017 Slurry Seal, CIP No. ST0117). The project will resurface 68
city street segments with a slurry seal that will prolong the life of the existing pavement
surface.
STAFF RECOMMENDATION:
Adopt the Resolution Awarding a Contract for Project No. ST0117 to American
Pavement Systems Inc. for the Annual Street Resurfacing Project.
FINANCIAL IMPACT:
The total adopted Fiscal Year 2016-2017 budget for the Annual Street Resurfacing
Program (CIP No. ST0117) including design, inspection and administration,
improvements and other miscellaneous costs is $1,700,000. The following table reflects
project funding sources and proposed expenditures for the slurry seal:
Project Funding Sources
Gas Tax 920,000.00
ACTC Measure B Sales Tax 370,000.00
ACTC Measure BB Sales Tax 410,000.00
Total Funding 1,700,000.00
Proposed Slurry Seal Expenditures
American Pavement Systems
Contract 739,249.50
Construction Contingency 110,000.00
Design and Administration 150,750.50
Total Slurry Seal Expenditures 1,000,000.00
Project Balance 700,000.00
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The remaining project budget of $700,000 will be retained within the Annual Street
Resurfacing CIP, for use on a future project. It is anticipated that the project next
year will include an asphalt concrete overlay of San Ramon Road and a portion of
Dublin Boulevard west of San Ramon Road. Next year's project is estimated to cost
more than the $1,700,000 annual budget. Therefore, the savings this year will be
carried over to fund next year's overlay project.
DESCRIPTION:
The 2016-2021 Capital Improvement Program (CIP) includes the Annual Street
Resurfacing Program (CIP No. ST0117). The Annual Street Resurfacing provides for
various different types of pavement improvements from slurry seals to major
rehabilitation of roadways.
Staff completed plans and specifications for the “2017 Slurry Seal”, Project No. ST0117.
The construction will include localized repair of failed asphalt concrete pavement, slurry
seal, and pavement delineation on 68 street segments (as shown on the Location Map -
Attachment 1). The total project includes approximately 1.5 million square feet of slurry
seal and approximately 83,000 square feet of pavement base repairs. Slurry seal is a
preventative maintenance technique used to prolong the life of asphalt concrete
surfacing. As streets begin showing 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. This
project is exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines.
A total of five (5) sealed bids were received on May 9, 2017, ranging from $739,24 9.50
to $888,180.00. A summary of the bids is provided as Attachment 2. The low bid of
$739,249.50 was submitted by American Pavement Systems Inc. The bid contained an
arithmetic error in the sum of the total bid amount, which subsequently adjusted the total
base bid price by $928. The Public Contract Code and the City’s bid documents define
this as a “minor bid irregularity,” and authorize the City to “waive” this irregularity and
proceed with the award of the contract.
Staff has reviewed the bid results, checked references and necessary licenses, and
recommends that the City Council adopt the Resolution (Attachment 3) awarding the
Contract for Annual Street Resurfacing, Project No. ST0117 to American Pavement
Systems Inc. as the lowest responsive bidder.
To facilitate the approval of contract change orders and to avoid construction delay, it is
requested that the City Manager be authorized to approve change orders up to the
contingency amount of $110,000.00. The Resolution will authorize this change as it
relates to this Project.
Staff expects the project to begin in late June and anticipates completion of the majority
of the improvements by the end of August 2017.
Page 3 of 3
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of this staff report was sent to American Pavement Systems Inc.
ATTACHMENTS:
1. Location Map
2. Bid Results
3. Resolution Awarding a Contract for Project No. ST0117 to American Pavement
Systems Inc. for the Annual Street Resurfacing Project
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Graham Contractors Inc.Sierra Nevada Construction, Inc.1
ATTACHMENT 3
RESOLUTION NO. XX- 17
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * *
AWARDING A CONTRACT FOR PROJECT NO. ST0117 TO AMERICAN PAVEMENT
SYSTEMS INC. FOR THE ANNUAL STREET RESURFACING PROJECT
WHEREAS, Staff completed plans and specifications for the Annual Street Resurfacing “2017
Slurry Seal” Project, Project, Project No. ST0117 (“Project”). The work includes localized repair of failed
asphalt concrete pavement, slurry seal, and pavement delineation on sixty-eight street segments; and
WHEREAS, the City of Dublin did, on May 9, 2017, publicly open, examine, and declare all
sealed bids for doing the work described in the approved Plans, Specifications, and Modifications for
Project No.ST0117, Annual Street Resurfacing “2017 Slurry Seal” Project, which Plans, Specifications,
and Modifications 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, American Pavement Systems Inc. bid contained a minor bid irregularity in that there
was a mathematic summation error decreasing the proposed contract price by $928.00 (Nine Hundred
and Twenty-Eight Dollars) and the Public Contract Code and the City’s bid documents authorize the City
to waive any minor irregularity and proceed with the award of the contract; and
WHEREAS, said bids were submitted to the Public Works Director, who has recommended that
the bid hereinafter is the lowest and best bid for doing said work; and
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 waive the
minor bid irregularity since the mathematical error only decreased the lowest responsible bid by Nine
Hundred and Twenty-Eight Dollars ($928.00).
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby award the
Contract for Project No. ST0117, Annual Street Resurfacing “2017 Slurry Seal” Project, to the lowest
responsible bidder therefore, to wit, American Pavement Systems Inc., at a bid of Seven Hundred and
Thirty-Nine Thousand, Two Hundred and Forty-Nine Dollars and Fifty Cents ($739,249.50), the
particulars of which bid 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 his designee to approve the project Contract Change Orders based on the
appropriated funds designated for Project No. ST0117 up to the contingency amount of $110,000.00.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Construction
Agreement with American Pavement Systems Inc.
PASSED, APPROVED AND ADOPTED this 6th day of June, 2017, by the following vote:
AYES:
NOES:
ABSENT:
ATTACHMENT 3
ABSTAIN:
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Mayor
ATTEST:
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City Clerk