Agenda Item Wording:
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Award a Contract for FY 24-25 Reclamite Project - Authorize the City Manager to award a contract with Talley Oil in the amount of $1,284,747.34 for the construction of the FY 24-25 Reclamite Project.
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Deadline for Action: 4/21/2025
Submitting Department: Public Works
Contact Name and Phone Number:
Danny Galindo, Public Works Manager, danny.galindo@visalia.city, 713-4186
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city,713-4052
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to award a contract with Talley Oil in the amount of $1,284,747.34 for the construction of the FY 24-25 Reclamite Project (CIP 1410-72000/CP0248-999 & CIP 2730-72000/CP8358-999).
Background Discussion:
This project includes the application of a reclamite rejuvenating agent to various streets identified in the City’s Pavement Management Program. The work will be focused on specific streets located in the southwest quadrant of the city as shown in the attached map. Approximately 75 miles of pavement would be treated under this contract.
To increase the longevity of the pavement surface, preventative maintenance of streets that are still in good condition is critical. Applying Reclamite at this life-stage of the streets is beneficial as it extends the pavement life at a relatively inexpensive price. Without this preventive maintenance, as streets deteriorate further, future maintenance becomes more extensive and expensive.
A formal City bid process was conducted, and on April 9, 2025, City staff opened one (1) bid that was submitted for the project. In accordance with the bid documents, the bid was established by the total of the Base Bid, Alternate Bid 1, and Alternate Bid 2. The results are summarized below.
1. Talley Oil Madera, CA $1,284,747.34
Talley Oil submitted a responsive bid and provided the necessary components required per the specifications. It is Staff’s recommendation to award the Base Bid plus Alternate Bid 1 and 2 to Talley Oil. Talley Oil previously successfully completed the FY 22-23, and FY 23-24 Reclamite Projects for the City of Visalia. Talley Oil has performed quality and timely work in the past for the City of Visalia.
Many pavement maintenance techniques have been used by the City in past years. Reclamite has always been an effective and efficient method to prolong a street’s pavement condition. As in past years, advanced public notifications to residents adjacent to the work area will occur to inform them of what to expect during the project. In contrast with other, more invasive, pavement maintenance methods, the Reclamite process is a quick, low-impact operation that only affects residents and businesses by periodically limiting access over the course of a single day during construction. Staff believes that if the public is informed of the Reclamite process and the contractor follows all the necessary precautions, this pavement maintenance technique will continue to be successful.
Reclamite is a pavement preventative maintenance technique best utilized on roadways with good pavement conditions as indicated by a Pavement Condition Index (PCI) of 55 or higher. The Pavement Condition Index is a number assigned to a pavement segment based on its condition. Pavement is ranked 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).
Reclamite application extends the pavement life by five or more years at a relatively low cost by replenishing components of the asphalt that are lost from exposure to the elements and the aging process. The application restores flexibility and preserves the durability of existing asphalt.
The process consists of the application of an asphalt rejuvenating agent made of petroleum oils and resins emulsified with water. After the rejuvenating agent penetrates the pavement, a coating of dry sand will be applied to the surface in sufficient amount to absorb excess oil and provide a friction course to prevent skidding. Once the excess oil has been absorbed, the sand is swept.
Historically, street segments selected for the City’s Reclamite projects have been grouped in the four quadrants of the City for cost efficiency, leading to the lowest bids possible. Traditionally, one quadrant of the city is completed each year. The optimum application rate is approximately every 5 years. This year, roadways in the southwest quadrant of the City were identified for the current application. The table below identifies the cycle and planned years of application:
|
Quadrant |
Cycle Year |
|
Northwest |
2024 |
|
Southwest |
2025 |
|
Southeast |
2026 |
|
Northeast |
2027 |
|
Off |
2028 |
Fiscal Impact:
This project is funded by Measure N and Landscape and Lighting Districts (L&L). Since L&L District funds can only be used in the respective L&L district, the project is split into two:
CP0248 - Measure N
CP8358 - L&L
Each L&L District maintains its own fund balance for which any maintenance activity (i.e. landscaping, pavement rehabilitation, etc.) performed within that district is charged. Older assessment districts were not assessed to cover pavement rehabilitation maintenance at the time. In these cases, Measure N Funds are used to cover costs.
The Measure ‘N’ Reclamite Project (1410-72000/CP0248-999) has an available budget of $1,400,000. The L&L Reclamite Project (2730-72000/CP8358-999) has an available budget of $33,000.
Prior Council Action: On 11-18-2024 Council authorized the City Manager to file a notice of completion for the FY 23-24 Reclamite Project.
Other: N/A
Alternatives: None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I motion to authorize the City Manager to execute an agreement for RFB 24-25-27 in the amount $1,284,747.34 for the construction of the Reclamite Project with Talley Oil.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments:
Bid Summary
Bid Package
Reclamite Project Map