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Home My WebLink About2/5/2003 - STAFF REPORTS (8) DATE: February 5, 2003 TO: City Council FROM: Director of Public Works/City Engineer 2002/2003 ANNUAL SLURRY SEAL RECOMMENDATION: It is recommended that the City Council award contract to American Asphalt South, Inc., in the amount of$219,217.95,for Bid Schedule C only,for the 2002/2003 Annual Slurry Seal, City Project 02-14. SUMMARY: Award of this contract will provide for installation of a slurry seal on City streets within Section 19, including Ramon Road between El Cielo Road and Gene Autry Trail. BACKGROUND: The Public Works Department oversees the maintenance of the City's street system. Each year, the Department assembles a capital project to continue its Slurry Seal Program on various City streets. This year, the Department has identified those streets within Sections 14 and 19, as well as Vista Chino, east of Gene Autry Trail, as those streets requiring a slurry seal consistent with the Department's schedule of maintenance. The specifications for this project were prepared by City staff, and on November 6, 2002, the City Council approved and adopted the specifications for this project, and authorized advertisement for construction bids. The project consists of three Bid Schedules: Bid Schedule A represents slurry seal of Vista Chino, from Gene Autry Trail to the east city limits; Bid Schedule B represents slurry seal of City streets within Section 14; and Bid Schedule C represents slurry seal of City streets within Section 19. On November 19 and 26, 2002, the project was advertised for bids, and at 3:00 P.M. on December 10, 2002, the Department of Procurement and Contracting received bids from the following contractors: Contractor Bid Sch A Bid Sch B Bid Sch C Total American Asphalt South, Inc.; $41,4 77.74 $1 77,932.56 $219,217.95 $458,648.25 Fontana, CA Valley Slurry Seal Co. $55,667.70 $247,410.38 $270,599.07 $573,677.15 West Sacramento, CA Bond Blacktop, Inc. $53,137.35 $202,997.28 $229,355.11 $485,489.74 Union City, CA California Pavement Maintenance Co. $48,329.69 $234.562.84 $240,073.27 $522,965.80 Sacramento, CA Pavement Coatings Co. $39,979.53 $240,240.59 $252,491.13 $532,711.25 Cypress, CA Roy Allan Slurry Seal Inc. $53,137.35 $258,218.12 $274,320.04 $585,675.51 Santa Fe Springs, CA The engineer's estimatewas$22,773for Bid Schedule A,$159,463forBid Schedule B,and $176,459 for Bid Schedule C, for a total of$358,695. W Pf Sunny Dunes Street Improvements and Camino Real, Indian Trail&Andes Drive ARHM Overlay February 5, 2003 Page 2 This bid award is an opportune time to bring to the Council's attention the fact that slurry seal prices are steadily increasing, as well as overall street maintenance costs. This fact causes the Department concern, as it is more and more difficultto keep up with a frequency of street maintenance and slurry seal projects that is appropriate due to limitations on budget and available funds. Historically, this Department has relied solely on gas tax and local Measure A funds to cover all of its street maintenance costs. Unfortunately, other projects, local matches for federal projects, and higher construction costs are severely limiting the abilityto spread those funds appropriately across the City for street maintenance purposes. With this in mind, it is not possible to award all of the bid schedules of this project. The Department included as Bid Schedule A, a slurry seal of Vista Chino, at previous Council direction. However,the higher bid prices and reduction of traffic congestion relief funds from the state limit this Department's ability to make available approximately $241,000 to this project. The Department recommends that only Bid Schedule C, slurrying of City streets within Section 19, be awarded at this time. The basis of award was the total sum of Bid Schedules A, B, and C. The low bidder is American Asphalt South, Inc., from Fontana, California. The company is a California corporation and its officers are: Lewis D. Bohnett, President; Lyle Stone, Secretary; Jeff Petty, Vice-President; and Steve Aguirre, Treasurer. Sufficient funds are available in accounts 133-4298-50164 (Primrose-St Improvement), 133-4298-50198(Traffic Congest Rel 02), 1 33-4298-502 1 3 (Traffic Congest Rel 03), and 134-4498-50100 (Slurry Seal Program). SUBMITTED: ��, DAVID J. BARAKIAN Director of Public Works/City Engineer APPROVED: DAVID H. READY City Manager ATTACHMENTS: 1. Minute Order REVIEWED BY DEPI OF FINANCE CITY OF PALM SPRINGS lII NOTICE INVITING BIDS For constructing 2002/2003 Annual Slurry Seal City Project No. 02-14 N-1 NOTICE IS HEREBY GIVEN that sealed bids for the 2002/2003 Annual j''', Slurry Seal will be received at the office of the Director of y Procurement and Contracting of the City of Palm Springs, California, until 3 : 00 P.M. on December 10, 2002, at which time they will be opened and read aloud. N-2 DESCRIPTION OF THE WORK: The Work comprises the construction of rubberized emulsion-aggregate slurry seal (REAS) or FLEX SEAL; and construction of Type II Slurry Seal on various City streets in l' Sections 7, 14 and 19; traffic striping; and all appurtenant work. Ip, N-3 AWARD OF CONTRACT: III (a) The City reserves the right after opening bids to reject any or all bids, to waive any informality (non-responsiveness) in a bid, or to make award to the lowest responsive, responsible bidder on the basis of the total 'sum of Bid Schedules A, B, and C reject all otherN',I bids, as it may best serve the interest of the City. Bidders shall bid on all Bid Schedules. (b) As a condition of award, the successful bidder will be required to submit payment and performance bonds and insurance. II , N-4 BID SECURITY: each bid shall be accompanied by a certified or cashier' s check or Bid Bond in the amount of 10 percent of the total I,I bid price of the total sum of Bid Schedules A, B, and C payable to III , the City of Palm Springs. N-5 BIDS TO REMAIN OPEN: The Bidder shall guarantee the Total Bid Price for a period of 60 calendar days from the date of bid opening. N-6 CONTRACTOR' S LICENSE CLASSIFICATION: The Contractor shall it possess a valid Class "A" OR "C-12" OR "C-32" Contractor license at the time of submitting bids . N-7 CALIFORNIA WAGE RATE REQUIREMENTS: The Contractor shall pay the general prevailing rate of per diem wages as determined by the Director of the Department of Industrial Relations of the State of California for the locality where the work is to be performed. A copy of said wage rates is on file at the office of the City Engineer. The Contractor and any subcontractors shall pay not less than said specified rates and shall post a copy of said wage rates at the project site. 2002/2003 ANNUAL SLURRY SEAL a I•, ( (' NOTICE INVITING BIDS CITY PROJECT NO, 02-14 11/15/02 PAGE 1 III' N-8 RETAINAGE FROM PAYMENTS: The Contractor may elect to receive 100 percent of payments due under the Contract Documents from time to 1 time, without retention of any portion of the payment by the City, by depositing securities of equivalent value with the City in accordance f with the provisions of Section 22300 of the Public Contract Code. N-9 OBTAINING OR INSPECTING CONTRACT DOCUMENTS: (a) Contract Documents may be inspected without charge at the office of the City Engineer, 3200 East Tahquitz Canyon Way, Palm f Springs, CA 92262 . fi (b) Complete sets of said Contract Documents may be purchased at $25 . 00 dollars per set and are obtainable from the office of the City Engineer, 3200 East Tahquitz Canyon Way, Palm Springs, CA 92262 . No refund will be made of any charges for sets of Contract Documents . (c) An additional fee of $15 . 00 will be charged for sets of documents sent by mail. N-10 ADDRESS AND MARKING OF BIDS : The envelope enclosing the Bid shall be sealed and addressed to the City of Palm Springs, and shall be delivered or mailed to the Director of Procurement and Contracting at 3200 East Tahquitz Canyon Way, Palm Springs, CA 92262 . The envelope shall be plainly marked in the upper left hand corner with the name and address of the Bidder and shall bear the words "Bid For. . " followed by the title of the Project and the date and hour of opening Bids . The certified or cashier' s check or Bid Bond shall be enclosed in the same envelope with the Bid. BY ORDER OF THE CITY OF PALM SPRINGS Date Nov rs 2002 . CITY OF PALM SPRINGS By cC1� David J. Barakian, PE Director of Public Works/ City Engineer City of Palm Springs 2002/2003 ANNUAL SLURRY SEAL CITY PROJECT NO.02,14 NOTICE INVITING BIDS 11/15/02 PAGE 2 MINUTE ORDER NO. AWARDING CONTRACT TO AMERICAN ASPHALT SOUTH, INC., IN THE AMOUNT OF$219,217.95, FOR BID SCHEDULE C ONLY, FOR THE 2002/2003 ANNUAL SLURRY SEAL, CITY PROJECT 02-14 I HEREBY CERTIFY that this Minute Order, awarding contract to American Asphalt South, Inc., in the amount of$219,217.95, for Bid Schedule C only, for the 2002/2003 Annual Slurry Seal, City Project 02-14,was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 51h day of February, 2003. PATRICIA A. SANDERS City Clerk