TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Bob Moehling, Public Works Director
PREPARED BY: Garrett Strang, Civil Engineering Assistant
SUBJECT:
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Construction Contract for the 2023 Citywide Slurry Seal Project, CIP No. 13048
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RECOMMENDATION
recommendation
Award the construction contract for the 2023 Citywide Slurry Seal Project Capital Improvement Project (CIP) No. 13048 to Roy Allan Slurry Seal, Inc. in the amount of $2,952,488.50;
Authorize a fifteen percent construction contingency of $442,873.28;
Authorize the City Engineer to approve contract change orders not to exceed fifteen percent of the contract amount; and
Amend the Fiscal Year 2024/25 CIP budget and transfer the balance of available Measure A and Gas Tax funds from CIP No. 8137 into CIP 13048 in the amounts of $1,150,233.52 and $527,641.16 respectively, for a total of $1,677,874.68.
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PRIOR ACTION/VOTE
On June 4, 2024, City Council approved Resolution No. 24-4745, approving the Capital Improvement Plan Budget for Fiscal Year 2024/25, and the Fiscal Years 2024/25 to 2028/29 Capital Improvement Plan, which included the 2023 Citywide Slurry Seal Project, CIP No. 13048 (Vote 5-0).
CITY COUNCIL GOAL
Plan, program and create infrastructure development.
BACKGROUND
The 2023 Citywide Slurry Seal Project, CIP No. 13048, is a pavement management project consisting of applying slurry seal to 11,223,204 square feet over 58 centerline miles of non-arterial, residential roads. This project will cover approximately 25 percent of the City’s residential roads. Slurry seal is a mixture of liquid asphalt emulsion combined with sand or small gravel to replenish the oil and improve the traveling surface of the existing asphalt roadway. The slurry type is determined by the size of the aggregate used. Staff uses the pavement condition index (PCI) from the City’s pavement management program to determine the type of slurry to be used for each roadway. Other ancillary work consists of crack filling, micro-milling, signing, and striping.
The 2023 Citywide Slurry Seal project, CIP No. 13048, is funded by Measure A and Gas Tax funds. The balance of the remaining funds from the prior slurry seal project, CIP No. 8137, needs to be transferred into CIP No. 13048 to fully fund this project. The Measure A and Gas Tax funds to be transferred from CIP No. 8137 into CIP 13048 are $1,150,233.52 and $527,641.16, respectively, for a total of $1,677,874.68.
Project Bidding and Determination
The City advertised the project on August 1, 2024, and received a total of four construction bids on September 19, 2024. The basis of the bid for determining the low bidder is defined in the specifications as the sum of the total base bid items and additive bid items. The bid results are as follows:
|
|
Bidder |
Base Bid + Additive Bid Items |
|
1. |
Roy Allan Slurry Seal, Inc. |
$2,952,488.50 |
|
2. |
American Asphalt South, Inc |
$3,380,880.73 |
|
3. |
Pavement Coatings |
$3,595,316.35 |
|
4. |
All American Asphalt |
$4,177,176.89 |
Staff has elected to utilize the following Additive Bid Items:
51 Single Adjust Manhole (EMWD),
52 Single Adjust Manhole (WMWD),
53 Single Adjust Manhole (RCWD),
54 Single Adjust Manhole (EVMWD), and
55 Single Adjust Manhole (Storm Drain).
Eastern Municipal Water District (EMWD), Western Municipal Water District (WMWD), Rancho California Water District (RCWD), and Elsinore Valley Municipal Water District (EVMWD), have requested to have the Contractor perform the adjustments of their facilities by the City’s contractor and will reimburse the City the full amount for each of their respective bid items through the use of reimbursement agreements between the City and the respective water district.
The Public Works/Engineering Department has reviewed the bids and determined that the item prices are consistent with today’s construction market and recommends that the contract be awarded to the lowest, responsible bidder, Roy Allan Slurry Seal, Inc., in the amount of $2,952,488.50 for the Total Base Bid and the Additive Bid Items, plus a fifteen percent (15%) contingency of $442,873.28, for a total of $3,395,361.78.
FISCAL IMPACT
Staff recommends that the balance of available Measure A and Gas Tax funds from CIP No. 8137 be transferred into CIP 13048 in the amounts of $1,150,233.52 and $527,641.16 respectively, for a total of $1,677,874.68.
The proposed contract amount to be awarded is $2,952,488.50, plus an additional fifteen percent contingency amount of $442,873.28, for a total of $3,395,361.78. Sufficient Measure A and Gas Tax funding will be available in CIP No. 13048 upon the successful transfer of remaining funds from CIP No. 8137 into CIP No. 13048.
ATTACHMENTS
1. Contract with Roy Allan Slurry Seal, Inc.
2. Proposal from Roy Allan Slurry Seal, Inc.
3. Bid Summary
4. Vicinity Map