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HomeMy WebLinkAbout2012-04-24; City Council; 20873; Award Contract to Valley Slurry Seal for Construction of 2012 Slurry Seal Project No 6001-12SSCITY OF CARLSBAD - AGENDA BILL AB# 20,873 AWARD OF CONTRACT TO VALLEY SLURRY SEAL FOR CONSTRUCTION OF THE 2012 SLURRY SEAL PROJECT, PROJECT NO. 6001-12SS DEPT. DIRECTOR MTG. 4/24/12 AWARD OF CONTRACT TO VALLEY SLURRY SEAL FOR CONSTRUCTION OF THE 2012 SLURRY SEAL PROJECT, PROJECT NO. 6001-12SS CITY ATTORNEY /?^ DEPT. TRAN AWARD OF CONTRACT TO VALLEY SLURRY SEAL FOR CONSTRUCTION OF THE 2012 SLURRY SEAL PROJECT, PROJECT NO. 6001-12SS CITY MANAGER (,t/- RECOMMENDED ACTION: Adopt Resolution No. 2012-090 accepting bids and awarding the contract to Valley Slurry Seai for construction of the 2012 Slurry Seal Project No. 6001-12SS. ITEM EXPLANATION: The 2012 Slurry Seal Project No. 6001-12SS, which is part of the City's ongoing Pavement Management Program, will provide a new wearing surface to the existing pavement and extend the useful life of the roadways identified for this year's program (see Exhibit 1). The application of asphaltic emulsion-aggregate slurry seal rejuvenates and protects the pavement from wear and oxidation, and it protects the underlying base material from the damaging effects of water penetration, ultimately extending pavement life and minimizing overall maintenance costs. On April 5, 2012, six (6) sealed bids were received for the construction of this project as shown on the following table. CONTRACTOR AMOUNT OF BiP 1. Valley Slurry Seal Company $923,071 2. All American Asphalt $949,559 3. Pavement Coatings Company $967,820 4. American Asphalt South Inc. $977,633 5. Roy Allan Inc. $1,068,628 6. Bond Blacktop Inc. $1,098,831 A bid protest letter was received by LSI Road Marking on April 6, 2012 (see Exhibit 2). In their letter, LSI claimed that the bid item "Remove Striping and Thermoplastic by High Pressure Water Jet with Concurrent Vacuum" created an unfair advantage for companies that do not have the equipment specified in the contract specifications. LSI proposed to remove the striping by grinding. While grinding has been allowed in the past in small amounts (predominantly thermoplastic pavement markings), this project requires a large amount of striping and pavement markings to be removed on Aviara Parkway, Jefferson Street, Hidden Valley Road, and Poinsettia Lane. Carisbad's experience has been that grinding methods scar the pavement surface to varying degrees depending on the amount of care taken by the operator, which is not desirable. High pressure water jet removes striping with minimal scarring of pavement surfaces. For these reasons grinding was not an acceptable alternative method. DEPARTMENT CONTACT: Jon Schauble, (760) 602-2762, ion.schauble@carisbadca.qov FOR CITY CLERKS USE ONLY. / COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC • DENIED • CONTINUED TO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER - SEE MINUTES • AMENDED • Page 2 LSI also claims that the bid item "Remove Striping and Thermoplastic by High Pressure Water Jet with Concurrent Vacuum" was unfair because only one company in the area has the equipment to do this work. The bids do not support their claim; three different striping subcontractors from southern California submitted bids for this project. All bid documents submitted by Valley Slurry Seal have been reviewed by staff and were found to be in order. Staff recommends awarding the construction contract to Valley Slurry Seal in the amount of $923,071. ENVIRONMENTAL IMPACT: The project is exempt from the provisions of the California Environmental Quality Act (CEQA), pursuant to CEQA Categorical Exempfion Section 15301(C) "Existing Facilities," which exempts from environmental review the maintenance and repair of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety). No environmental review is required for the project. FISCAL IMPACT: The current status of the Pavement Management Program is shown in the table below. PAVEMENT MANAGEMENT PROGRAM - CIP NO. 6001 TASK DESCRIPTION CURRENT APPROPRIATION CURRENT YEAR EXPENDITURES/ ENCUMBRANCES REMAINING BALANCES'" Design $159,005 $86,173 $72,832 Construcfion, Inspecfion, Materials Testing $7,811,569 $2,222,617 $5,588,952 TOTAL $7,970,574 $2,308,790 $5,661,784 The remaining balance will be used to pay for both the 2012 Slurry Seal and 2012 Pavement Overlay Projects. The estimated construction costs associated with this project are summarized in the following table. Construction Contract $923,071 Construction Contingency $100,000 Project Administration, Testing & Inspection $100,000 TOTAL ESTIMATE PROJECT COST $1,123,071 There are sufficient funds available to complete the 2012 Slurry Seal Project, as shown above. The funds used on this project are Pavement Management Program funds which consist of non- jurisdictional fees (generated from trash haulers), Gas Tax funds, and TransNet-Local funds available for drawdown from SANDAG. The 2012 Slurry Seal Project will use non-jurisdictional fees and Gas Tax funds. Remaining Pavement Management Program funds will be used on future pavement rehabilitation and resurfacing projects. EXHIBITS: 1. Location Map. 2. Letter from LSI Road Marking dated April 6, 2012. 3. Resolution No. 2012-090 accepting bids and awarding a contract to Valley Slurry Seal for construction ofthe 2012 Slurry Seal Project No. 6001-12SS. DRAm BY: ALFRED R0UER0.1RANSP0RTAT10N DEPARmENT. 01/18/2012 04/06/12 City of Carlsbad Engineer Department 1635 Faraday Avenue Carlsbad, CA 92008 Attn: Jon Schauble RE: 2012 Slurry Seal Projeci Dear Mr. Schauble, Mr Schauble this letter is in regards to the 21012 Slurry Seal Project that bid on Apnl 5 ,2012. A iter looking over the bid items we feel that diis bid was unfair. Item 4, remove existing stnpmg & thermoplastic by IIP water jet with concurrent vacuum. Prior to the bid we emailed you to get an approval for removals which is equal to water blasting Carlsbad in the past, has always allowed removals of paint and thermoplasdc to be done by grinding but you said you would not allow any changes. This puts small business companies like LSI and others an unfair advantage of getting ajob like this. Only one (1) company m San Diego has a water blaster and that is "Statewide Stripes". Wc understand they lobbied the City of C^arlsbad to have this spec changed, so they could raise removal prices extremely high. In this hard economy we all need to save all the money we can. Waler blasting is not the normal removal procedure it is primarily used on runway rubber removaL We want to protest this job and have it rebid. You also did not have SWPPP or any tracking of a manifest to check where the dumping ofthis water waste will be disposed ofor if a hose by chance breaks on site then that wiU lead to the dumping of hazardous materials / water which will flow to the storm drains and lead to the ocean. As mentioned before, this form of removal is very costly, can exceed up to 5 limes the dollar amount compared to removal by method of grinding. In addition to costing more, water blasting takes considerably longer then by grinding off road markings and the end resuits are the same. Sincereiy, LSI Road Marking 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2012-090 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD. CALIFORNIA, ACCEPTING BIDS AND AWARDING A CONTRACT FOR CONSTRUCTION OF THE 2012 SLURRY SEAL PROJECT NO. 6001-12SS TO VALLEY SLURRY SEAL WHEREAS, on February 14, 2012, the City Council of the City of Carlsbad approved plans for construction of the 2012 Slurry Seal Project No. 6001-12SS; and WHEREAS, the City Council has previously determined that payment of prevailing wages will not be required as part of the construction contract per City of Carisbad Municipal Code Secfion 3.28.130; and WHEREAS, six (6) sealed bids were received on April 5, 2012 by the City of Carisbad for the construction of said project; and WHEREAS, the lowest responsive and responsible bid to construct said project was submitted by Valley Slurry Seai, in the amount of $923,071; and WHEREAS, there are sufficient funds available to complete the project; and WHEREAS, subsection 3.28.040(C)(6) of the Carisbad Municipal Code authorizes the City Manager to approve change orders in the amount equal to the contingency set at the time of project award. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carisbad, California, as follows: 1. That the above recitations are true and correct. 2. That payment of prevailing wages will not be required as part of the construction contract per City of Carisbad Municipal Code Section 3.28.130. 3. That the low bid of $923,071 submitted by Valley Slurry Seal, for the construction of the 2012 Slurry Seal Project No. 6001-12SS, is accepted and the Mayor is hereby authorized to execute a contract with Valley Slurry Seal for Project No. 6001-12SS. 4. That the City Manager is hereby authorized to approve construction change orders up to $100,000. 1 5. That the award of this contract is contingent upon the bidder submitting the 2 lowest responsible bid executing the required contract and submitting the required bonds and 3 insurance policies, as described in the contract, within twenty (20) days of adoption of this 4 resolution. The City Manager may grant reasonable extensions of time. 5 /// 6 /// 7 /// 8 /// 9 /// 10 /// 11 /// 12 /// 13 /// /// /// /// /// /// /// /// /// /// /// /// /// /// /// 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meefing of the City Council of the City of Carisbad on the 24*^ day of April, 2012, by the following vote to wit: AYES: NOES: Council Members Hall, Kulchin, Blackburn and Packard. None. ABSENT: Council Member Douglas. RRAINE fOOD, City Clerk (SEAL) 1 Lisa Hildabrand From: Sent: To: Cc: Subject: Lisa, Skip Hammann Wednesday, April 11, 2012 7:34 AM Lisa Hildabrand Cynthia Haas; Jon Schauble; Bryan Jones RE: letter from LSI on slurry seal CITYCOU.--;^^^ ACM-^DCMjdCA^rlCC,^ Date uTH City Manager^2:=— Below is language proposed in the AB accepting bids on the slurry seal project addressing LSI's claim. Let me know if you have any other quesfions. (^"1*^^ Skip CM A bid protest letter was received by LSI Road Marking on April 6, 2012 (see Exhibit 2). In their letter, LSI claimed that the bid item "Remove Striping and Thermoplastic by High Pressure Water Jet with Concurrent Vacuum" created an unfair advantage for companies that do not have the equipment specified inthe contract soecifications LSI proposed to remove the striping by grinding. While grinding has been allowed m the past in small amounts (predominantly thermoplastic pavement markings), this project requires a large amount ol sZing and pavement markings to be removed on Aviara Parkway, Jefferson Street, Hidden Va//ey Road, and Poinsettia Lane Carlsbad's experience has been that grinding methods scar the pavement surface to varying degrees depending on the amount of care taken by the operator, which is not desirable. High pressure water jet removes striping with minimal scarring of pavement surfaces. For these reasons gnnding was not an acceptable alternative method. LSI also claims that the bid item "Remove Striping and Thermoplastic by High Pressure Water Jet with cLurL"^^ was unfair because only one company in the area has the equipment to do this Zrk The bids do not support their claim, three different striping subcontractors from southem California submitted bids for this project. From: Lisa Hildabrand Sent: Monday, April 09, 2012 6:40 PM To: Skip Hammann Cc: Cynthia Haas Subject: letter from LSI on slurry seal Hi Skip- Can vou send me a response to the attached letter? Is there any truth to th^ Lisa info listed? Thanks., KS./ / Date: /fu^f/rP. Distributioii: ^ CityClerk Asst. City Clerk Deputy Clerk _ Book' S P