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Home My WebLink About2018-07-24; City Council; ; Award of a contract to Roy Allan Slurry Seal, Inc. for an amount not to exceed $984,292 for the construction of the 2018 Slurry Seal.CA Review lfS @ S~~fiR~port Meeting Date: To: From: Staff Contact: Subject: Recommended Action Ju ly 24, 2018 Mayor and City Council Kevin Crawford, City Manager Emad Elias, Assistant Engineer emad.elias@carlsbadca.gov or 760-602-7558 Award of a contract to Roy Allan Slurry Seal, Inc. for an amount not to exceed $984,292 for the construction of the 2018 Slurry Seal. Adopt a Resolution accepting bids and awarding a contract to Roy Allan Slurry Seal, Inc. for an amount not to exceed $984,292 for the construction of the 2018 Slurry Seal, Project No. 6001- 18SS (Project). Executive Summary On May 8, 2018, City Council adopted Resolution No. 2018-064 approving the plans and specifications and authorizing advertising of the Project for construction bids. The Project was advertised using the formal bidding procedures. Bids were received on June 19, 2018, and the apparent low bidder was VSS International. On June 21, 2018, VSS International withdrew their bid. The next lowest responsive and responsible bidder was Roy Allan Slurry Seal, Inc., with a bid in the amount of $984,292. Carlsbad Municipal Code sections 3.28.080(() and 3.28.080(G)(6) require the City Council to award all formally bid contracts when the value exceeds $175,000, and therefore the Project is subject to this requirement. Staff recommends award of the construction contract to Roy Allan Slurry Seal, Inc. Discussion The Project is part of the city's ongoing Pavement Management Program (Program). Staff typically execute two resurfacing projects annually from the Pavement Management Program; one pavement overlay, and one slurry seal. The roadways to be resurfaced are determined by staff's professional expertise, pavement management software, and field analysis. Resurfacing will be accomplished by applying an asphaltic emulsion-aggregate slurry over the existing pavement, as well as milling and patching sections of the existing pavement. The roadways, as shown in Exhibit 2, were selected based on their current conditions and need for maintenance. On June 19, 2018, seven sealed bids were received for the construction of the Project, as shown on the following table: July 24, 2018 Item #4 Page 1 of 6 CONTRACTOR TOTAL BID ' Roy Allan Slurry Seal, Inc. $984,292 Sierra Nevada Construction, Inc. $1,001,007 American Asphalt South, Inc. $1,008,943 lntermountain Slurry Seal $1,040,404 Pavement Coatings Co. $1,069,096 All American Asphalt $1,075,650 VSS International Withdrew Bid Staff has completed reviewing the contract documents and found that Roy Allan Slurry Seal, Inc. is the lowest responsive and responsible bidder. The city allowed apparent low bidder, VSS International, to withdraw its bid under Public Contract Code sections 5101(a) and 5103 because of a material error in filling out its bid. Roy Allan Slurry Seal, lnc.'s bid is responsive as it meets the requirements of the bidding documents. The bidder is also deemed responsible as they submitted a list of similar projects to show their capability and qualification to perform the specified work. The contract for construction contains general performance standards and references technical specifications, which if not met, allow the city to withhold payment, and includes a one-year warranty period. Fiscal Analysis There are sufficient funds available in the Program to complete the Project. Funding for the Program consists of non-jurisdictional fees (generated from trash haulers}, Gas Tax Funds, and TransNet-Local Funds available for drawdown from SAN DAG. Remaining funds will be used on future pavement rehabilitation and resurfacing projects. The available funds and estimated construction costs for the Project are shown in the following table: PAVEMENT MANAGEMENT PROGRAM, CIP NO. 6001 Current Appropriation -Pavement Management Program, CIP No. 6001 $8,936,956 Current Year Expenditures/Encumbrances -Pavement Management $3,010,491 Program, CIP No. 6001 TOTAL AVAILABLE PAVEMENT MANAGEMENT PROGRAM, CIP NO. 6001 $5,926,465 2018 SLURRY SEAL, PROJECT NO. 6001-18SS Construction Contract $984,292 Construction Contingency $100,000 Construction Management, Inspection, and Testing $100,000 TOTAL ESTIMATED CONSTRUCTION COSTS $1,184,292 REMAINING BALANCE AFTER PROJECT NO. 6001-18SS $4,742,173 ADDITIONAL APPROPRIATION NEEDED $0 July 24, 2018 Item #4 Page 2 of 6 Next Steps Once contract documents are fully executed and a purchase order is issued, staff will schedule a pre-construction meeting with the cont ractor, and issue a notice to proceed with the construction of the Project. The contract provides three months to construct the Project improvements. Environmental Evaluation (CEQA) The Project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(c) -minor alteration of existing facilities including streets, sidewalks, gutters, and similar facilities involving negligible or no expansion. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Prior to the start of construction, the public w ill be notified of the construction activities using media methods such as signage, email, website, and other city communication channels. The construction contractor will also be required to notify the public of construction activities via changeable message signs, door hangers, letters to residents, and/or "NO PARKING" signs, as applicable. Exhibits 1. City Council Resolution. 2. Location Map. July 24, 2018 Item #4 Page 3 of 6 RESOLUTION NO. 2018-139 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPtlNG BIDS AND AWARDING A CONTRACT TO ROY ALLAN SLURRY SEAL, INC. FOR AN AMOUNT NOT TO EXCEED $984,292 FOR THE CONSTRUCTION OF THE 2018 SLURRY SEAL, PROJECT NO. 6001-1855. Exhibit 1 WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable, and in the public interest to construct the 2018 Slurry Seal, Project No. 6001-1855 (Project); and WHEREAS, on May 8, 2018, the City Council adopted Resolution No. 2018-064 approving plans and specifications and authorizing the advertisement for bids for the construction of the Project; and WHEREAS, seven sealed bids were received on June 19, 2018 for the construction of the Project; and WHEREAS, VSS International was the apparent low bidder but the city allowed it to withdraw the bid in compliance with Public Contracting Code Sections 5101(a) and 5103 because of a material error in filling out its bid; and WHEREAS, Roy Allan Slurry Seal, Inc. submitted the next lowest responsive and responsible bid to construct the Project in the amount of $984,292; and WHEREAS, there are sufficient Pavement Management Program funds available to complete the Project; and WHEREAS, subsection 3.28.040(C)(5) and 3.28.090(8) of the Carlsbad 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 Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the low bid of $984,292 submitted by Roy Allan Slurry Seal, Inc. for the construction of the 2018 Slurry Seal, Project No. 6001-1855, is accepted and the mayor is hereby authorized to execute a contract for the Project. 3. That the city manager or designee is hereby authorized to approve construction change orders up to $100,000. July 24, 2018 Item #4 Page 4 of 6 4. That the award of this contract is contingent upon Roy Allan Slurry Seal, Inc. executing the required contract and submitting the required bonds and insurance policies, as described in the contract, within 20 days of adoption of this Resolution. The city manager may grant reasonable extensions of time. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 24th day of :!.!![y, 2018, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. (SEAL) July 24, 2018 Item #4 Page 5 of 6