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
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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.
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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