Agenda Item Wording:
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Authorize the City Manager to award the construction contract for RFB 22-23-65, FY 23-24 Cape Seal Project (CIP 1410-72000/CP0247-999) to VSS International in the amount of $1,867,768.
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Deadline for Action: None.
Submitting Department: Administration - CIP Engineering
Contact Name and Phone Number:
Chantha Chap, Civil Engineer, Chantha.Chap@Visalia.City, 713-4418
Frank Senteno, City Engineer, Frank.Senteno@Visalia.City, 713-4331
Nick Mascia, Assistant City Manager, Nick.Mascia@Visalia.City, 713-4323
Department Recommendation:
Staff recommends that City Council authorize the City Manager to award the construction contract for RFB 22-23-65, FY 23-24 Cape Seal Project to VSS International in the amount of $1,867,768.
Summary:
This project includes the application of Cape Seal to various streets identified in the City’s Pavement Management Program. The work will be focused on specific streets throughout the City as shown in the attached map (Attachment 1). This project this year proposes to Cape Seal approximately 10 miles of road.
The Cape Seal project was developed based on the output from the Pavement Management Program. To increase the longevity of the pavement surface, it is necessary for the City to maintain the pavement of the streets properly and promptly. Applying cape seal treatments at this life-stage of the streets is beneficial as it extends the pavement life at a relatively inexpensive price. As streets deteriorate further, without this preventive maintenance, future maintenance becomes more expensive and time consuming.
Bidding Process:
A formal City bid process was conducted and on September 19, 2023, City staff opened three (3) bids that were submitted for the project. Per the construction bid documents, the apparent low bid was established by the lowest total of the Project Area A plus Project Area B plus Project Area C. The results are summarized below and are listed in order from lowest to highest bid.
No. Contractor Location Project Area A + B + C
1. VSS International West Sacramento, CA $1,867,768
2. American Pavement Systems Modesto, CA $2,045,000
3. Pavement Coatings Sacramento, CA $2,174,944
VSS International submitted the lowest responsive bid and provided the necessary components required per the specifications. It is staff’s recommendation to award the Base Bid (Area A) plus Alternate Bid 1 and 2 (Area B & C) to VSS International. VSS International completed Visalia’s FY 22-23 Cape Seal Project successfully, on time, and without any change orders. Engineering staff and the public works inspector commented that VSS performed quality work in a timely manner with excellent communication. Other references such as the City of Hanford, CA have also stated VSS International performs quality and timely work.
Background Discussion:
As the City’s largest asset, the City’s roadway network must be maintained to prevent deterioration of the pavement and ride quality. Performing cape seal treatments at this life-stage of the roadway’s life cycle is beneficial as it extends the pavement life at a relatively inexpensive cost. If the roadway is allowed to deteriorate further, future maintenance becomes progressively more extensive and expensive. The PMP provides cost-effective maintenance strategies to maintain an acceptable level of service while optimizing available fiscal resources. The PMP develops a priority-based maintenance and rehabilitation program using cost/benefit analysis while taking account of current available funds and projected future funding allocations.
This contract is to provide Cape Seal maintenance on various City streets with a Pavement Condition Index (PCI) range between 20 to 65. The Pavement Condition Index is a number assigned to a pavement based on its condition and ranks the pavement on a scale of: failed (10 or less), very poor (10-25), poor (25-40), fair (40-55), good (55-70), very good (70-85) and excellent (85-100).
The Cape Seal pavement maintenance treatment must be performed with consideration to the public. Public outreach is required to notify the residents in the work zone and to provide expectations on the extents of traffic control to be performed. Cape Seal consists of an application of a chip seal followed by a microsurfacing application onto the selected roadways. The chip seal consists of applying an asphalt-rubber seal binder combined with a heated application of aggregate cover material. After the chip seal has cured, the microsurfacing application is applied. This secondary application consists of a mixture of aggregate, emulsified asphalt, mineral filler, and other additives that creates a new drivable surface over the chip seal.
Prior to the chip seal process, the streets will be swept and prepared as necessary. The contractor will be required to provide access during the treatment process. The chip seal portion can be performed relatively quickly, 1-2 days depending on area, and provides a semi-finished surface which is typically opened within 24 hours following the treatment. Once the chip seal has cured, the roadway will be opened for fourteen (14) calendar days until the microsurfacing is applied. During this time, the street will be swept again to remove excess aggregates left behind from the chip seal. Once the microsurfacing has been applied and been allowed to fully cure, the roadway is opened back up to the public within 24 hours typically. “No Parking” signs will be posted and flyers will be handed out to residents and businesses three (3) working days prior to beginning the Cape Seal work in the affected areas.
This project is funded solely using Measure N funds. The residents of Visalia passed Measure ‘N’ in November of 2016 to increase the City’s ability to perform street maintenance as one of its primary objectives (CP0247).
Fiscal Impact:
The Measure ‘N’ Cape Seal Project for 2023 - 2024 (CIP 1410-72000/CP0247-999) has a current budget of $2,200,000.00.
Budget Summary: FY 23-24 Cape Seal Project, CP0247
Project Budget $2,200,000
Estimated Project Costs:
Construction Cost $1,867,768
Construction Contingency (10%) $186,768
Construction Management (2%) $37,355
Construction Inspection (3%) $56,033
Geotechnical Testing (1.5%) $28,017
Total Project Cost $2,175,941
Project Budget Surplus $24,059
Unexpended funds following completion of the project will be returned to the fund source from which they originated.
Prior Council Action:
None.
Alternatives:
None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to execute an agreement for RFB 22-23-65 in the amount of $1,867,768 for the FY 23-24 Cape Seal Project to VSS International.
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Environmental Assessment Status:
None.
CEQA Review:
None.
Attachments:
1) Project Map
2) Contractor Disclosure Form
3) Bid Summary