April 21, 2016
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
THROUGH: ROBERT N. ANDERSEN, PE, Assistant Director
Public Works Department, Capital Management Division
RANDY BELL, PE, Capital Projects Manager
Public Works Department, Capital Management Division
BY: BRADLEY KERNER, PE, Supervising Professional Engineer
Public Works Department, Capital Management Division
SUBJECT
Title
Actions pertaining to the Requirements Contract to Furnish and Install Slurry Seal on Various Streets, Project Bid File 9343 (Various Council Districts)
1. Adopt a finding of Categorical Exemption pursuant to Class 1 Section 15301(c) (Existing Facilities) of the CEQA Guidelines for the Requirements Contract to Furnish and Install Slurry Seal on Various Streets
2. Award a requirements contract to Roy Allan Slurry Seal, Inc. with an annual budgeted allocation of $700,000 to Furnish and Install Slurry Seal on Various Streets
Body
RECOMMENDATIONS
Staff recommends that the City Council adopt a finding of Class 1 Categorical Exemption, pursuant to Section 15301(c) of the California Environmental Quality Act (CEQA) Guidelines, for the Requirements Contract to Furnish and Install Slurry Seal on Various Streets Project and, Award a requirements contract to Roy Allan Slurry Seal, Inc. with an annual estimated budget allocation of $700,000 (with the provision for three, one-year extensions) based on their bid of $412,270, which was determined to be the lowest responsive and responsible bid to Furnish and Install Slurry Seal on Various Streets, as described in the bid proposal, and authorize the Public Works Director or designee to sign and execute the requirements contract on behalf of the City.
EXECUTIVE SUMMARY
As a course of routine street maintenance, the City periodically enters into a requirements contract with a single contractor to place slurry seal surfacing over various streets within the City. The Contract term is for one year with provisions for three, one year extensions. Funding for these projects will be provided by the Neighborhood Street Paving Program (General Fund, Proposition 111 Special Gas Tax), and Measure “C” Bike Lane funds. The project scope will consist of applying a slurry seal and restriping segments of various residential and arterial/collector streets within the City. The general locations for the current year list of slurry seal projects are shown on the attached Project Location Map. The map reflects several streets identified through collaboration between staff and the respective Council offices as part of the FY2016 Neighborhood Paving Program. This program was included in the FY16 budget and has been used by Councilmembers to fund various street improvement projects with their respective Districts.
BACKGROUND
An ongoing slurry seal maintenance program will ultimately save the City money by delaying/avoiding the need for more costly pavement rehabilitation projects.
As existing streets age, the pavement surface is slowly deteriorated by a combination of weather conditions and wheel traffic. Over time, this process will expose and then erode the aggregate material (rocks) within the pavement section which provides the majority of the structural strength of the pavement. If this process is left unattended, the entire pavement section will become structurally unsound. Typical, rehabilitation for pavement with this degree of erosion is costly and typically requires the placement of an asphalt concrete overlay or, if the erosion is more severe, the removal and replacement of the entire pavement section. The application of a slurry seal is a cost effective maintenance procedure which extends the life of existing pavement sections by replacing the thin layer of asphalt worn away by the weather and traffic. This requirements contract will supplement the ongoing crack sealing, pothole repairs and other maintenance performed by the Street Maintenance Division.
The bids submitted for this requirements contract were based on a generic project described in the bid proposal. This generic project allowed for the determination of a lowest responsible and responsive bidder and provided a list of unit costs for the different elements of work contained within the requirements contract, such as major streets and residential streets. The total costs of individual projects constructed under this requirements contract will be determined by applying the Contractor’s unit costs to the actual quantities associated with the work of the projects.
At present, staff has identified eight areas for inclusion in the requirements contract. Their general location and construction cost (including a 10% contingency), if constructed as separate projects is provided below.
Shields Hughes Cost = $62,400
Herndon Fruit Spruce Harrison Cost = $70,300
Sierra Jeanne Cornelia Cost = $79,700
Spruce Ciancetti BNSF Cost = $64,700
Bluff Belvedere Cost = $65,200
Lafayette CDS North of Alluvial Cost = $55,000
Channing Celeste Browning Cost = $61,700
Millbrook, Herndon to Nees Cost =$113,200
Total Cost = $572,200
Additional areas yet to be determined, Cost = $127,800
Total Budgeted Cost = $700,000
At the discretion of the Public Works Director, areas may be grouped into larger projects in order to maximize the economy of the funding dollars. Additional projects can be identified by the Public Works Director to fully utilize the entire $700,000 contract budget, for projects and operating programs already incorporated into the Council-adopted budget.
Staff prepared general construction specifications for this project. A Notice Inviting Bids was published in the Business Journal on December 14, 2015, posted on the City’s website and faxed to ten (10) building exchanges. The specifications were distributed to eight (8) prospective bidders. Six (6) sealed bid proposals were received and opened in a public bid opening on January 26, 2016, with the bids ranging from $412,270 to $909,000. The lowest bidder, Roy Allan Slurry Seal Inc. of Santa Fe Springs, California, is deemed the lowest responsive and responsible bidder. The bids will expire on April 25, 2016.
Staff is recommending award of a requirements contract to Roy Allan Slurry Seal, Inc. to slurry seal and restripe various streets within the City of Fresno.
ENVIRONMENTAL FINDINGS
Staff has determined that a Categorical Exemption is appropriate, based on Class 1 Section 15301(c) of the CEQA Guidelines, which exempts the repair, maintenance, or minor alteration of existing structures or facilities, which (as described in subsection c) includes highways and streets. Furthermore, staff has determined that none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 apply to this project. Staff recommends that the Council, based upon its own independent judgment, adopt finding of a Categorical Exemption per staff determination, pursuant to Section 15301(c), Class 1 of the CEQA guidelines for the Requirements Contract to Furnish and Install Slurry Seal on Various Streets
LOCAL PREFERENCE
There were no bids submitted from contractors who qualify for a local preference as described in Fresno Municipal Code Section 4-108.
FISCAL IMPACT
The overall annual allocation for this requirements contract is $700,000 (with provisions for three one year extensions, each with an annual allocation of $700,000). Funding for the seven individual projects identified within this report will be provided by $396,600 in General Funds and $62,400 in Gas Tax Funds, as part of the Neighborhood Street Paving Program for FY2016. Funding for projects associated with the balance of the requirements contract budget ($241,000) will be provided by Measure C Bike Lane funds. Indirect costs for Construction Management inspection and administration of the contract are estimated at $50,000 and will be funded by the various capital projects included in the adopted FY2016 budget.
Attachments:
Bid Evaluation
Fiscal Impact Statement
Project Location Map