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File #: 21-0583    Version: 1
Type: Consent Item Status: Agenda Ready
File created: 10/26/2021 In control: Visalia City Council
On agenda: 11/15/2021 Final action:
Title: Authorize the City Manager to award the construction contract for RFB 20-21-53, FY 21-22 Cape Seal Project to VSS International in the amount of $883,000.00. (CIP 1410-72000/CP0247-999, CIP 2530-72000/CP0214-999 & CIP2420-72000/CP0411-999).
Attachments: 1. Attachment 1 - Project Map, 2. Attachment 2 - Contractor Disclosure Form, 3. Attachment 3 - Bid Tabulation

 

Agenda Item Wording:

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Authorize the City Manager to award the construction contract for RFB 20-21-53, FY 21-22 Cape Seal Project to VSS International in the amount of $883,000.00. (CIP 1410-72000/CP0247-999, CIP 2530-72000/CP0214-999 & CIP2420-72000/CP0411-999).

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Deadline for Action:  None.

 

Submitting Department: Public Works

 

Contact Name and Phone Number:

Casey Chu, Assistant Engineer, casey.chu@visalia.city, 713-4491

Chantha Chap, Civil Engineer, chantha.chap@visalia.city, 713-4418

Frank Senteno, City Engineer, frank.senteno@visalia.city, 713-4331

Nick Mascia, Public Works Director, nick.mascia@visalia.city, 713-4323

 

Department Recommendation:

Staff recommends that City Council authorize the City Manager to award the construction contract for RFB 20-21-53, FY 21-22 Cape Seal Project to VSS International in the amount of $883,000.00.

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). 

 

The Public Works Department developed this Cape Seal project based on the output from the Pavement Management Program.  To increase the longevity of the pavement surface, it is necessary for the City to properly and promptly maintain the pavement of the streets.  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 October 20, 2021, City staff opened four (4) bids that were submitted for the project.  Per the construction bid documents, the apparent low bid was established by the lowest total of the Base Bid Schedule A plus Base Bid Schedule B plus Alternate Bid A plus Alternate Bid B plus Alternate Bid C.  The results are summarized below and are listed in order from lowest to highest bid.

 

No.                      Contractor                                                                                    Location                                                Base Bid A&B + Alt A-C

1.                      VSS International                                                               Sacramento, CA                                                                       $883,000.00

2.                      American Pavement Systems                     Modesto, CA                                                                                            $958,254.00

3.                     Pavement Coatings                                                               Sacramento, CA                                                               $1,059,525.63

4.                     Doolittle Construction                                                               Bellevue, WA                                                                                    $1,214,362.55

 

VSS International has submitted the lowest responsive bid and it is Staff’s recommendation they be awarded the contract.  VSS International has successfully completed the last three cape seal projects for the City of Visalia. Other references such as the City of Antioch, CA have also stated VSS International performs quality and timely work.

 

Background Discussion:

As the City’s largest asset, the City needs to maintain its roadway system to prevent further 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 expensive.  The PMP provides cost-effective maintenance strategies to maintain an acceptable level of service while optimizing available fiscal resources.  The program also provides an optimized priority maintenance and rehabilitation program using cost/benefit analysis based on current available funds and projected future funding allocations.

 

This contract is to provide Cape Seal maintenance on various City streets having 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 procedure must be carefully applied and requires public outreach to the residents in the area of the work to make them aware of the application process and what to expect with traffic control.  Cape Seal consists of an application of a Chip Seal followed by a Micro-Surfacing application to 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 Micro-Surfacing application is applied.  This 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 accordingly.  The contractor will be required to provide half-street access during the process of the work. The second half of the roadway will be worked on after completing the first half. The chip seal portion can be performed relatively quickly (1-2 days depending on area), leaving a semi-finished surface which is typically opened within 24 hours following the application.  Once the chip seal has cured, the roadway will be opened in that condition for fourteen (14) calendar days until the Micro-surfacing is applied. During this time the street will be swept again to remove excess aggregates left behind from the chip seal applications. The micro-surfacing process is also relatively quick. Once the final pavement surface has fully cured, it can be opened to the public. Typically, the roadway is opened within 24 hours following the micro-surfacing application.  “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.

 

In order to save money and take advantage of economies of scale, the City bundled this year’s Measure N Cape Seal Project (CP0247) with a Trail Maintenance Project (CP0214 & CP0411). 

 

The citizens 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).  Last year on the June 15, 2020 City Council meeting, Council approved an amendment to the Measure R Expenditure Plan allowing Measure R Trailways funds to be utilized to maintain trail asphalt (CP0411).

 

 

 

Fiscal Impact:

This project is funded by Measure N (Fund 141), Waterways Maintenance (Fund 251), and Measure R Trailways (Fund 132).  Measure N would fund the streets portion of the project (Base Bid A, Alternate Bid A, Alternate Bid B, and Alternate Bid C). Waterways Maintenance and Measure R Trailways would fund the trail portion of the project (Base Bid B). However, Waterways Maintenance can only be used on riparian trails.  As a result, Measure R Trailways will fund the non-riparian trails in Base Bid B. As these funds cannot be used interchangeably, the project is separated into three:

 

                     CP0247 - Measure N (Streets - Base Bid A and Alternate Bids A to C)

                     CP0411 - Measure R Trailways (Non-Riparian Trails - Santa Fe Trail in Base Bid B)

                     CP0214 - Waterways Maintenance (Riparian Trails - Remaining Trails in Base Bid B)

 

The Measure ‘N’ Cape Seal Project for 2021 - 2022 (CIP 1410-72000/CP0247-999) has a current budget of $1,000,000.00. The Measure R Trailways Trail Maintenance Project (CIP2420-72000/CP0411-999) has a current budget of $200,000.00.  The Waterways Maintenance Trail Maintenance Project (CIP 2530-72000/CP0214-999) has a current budget of $150,000.00.

 

Budget Summary: FY 21-22 Cape Seal Project, CP0247 (Measure N)

Project Budget                                                                                                                                                                                             $1,000,000.00

 

Estimated Project Costs:

Construction Cost                                                                                                                                                                                                   $789,885.42

Construction Contingency (10%)                                                                                                                                                        $78,988.54

Construction Management (2%)                                                                                                                                                        $15,797.71

Construction Inspection (3.5%)                                                                                                                                                            $27,645.99

Geotechnical Testing (2%)                                                                                                                                                                             $15,797.71

Total Project Cost                                                                                                                                                                                                $928,115.37                     

 

Project Budget Surplus (Measure N)                                                                                                                                                        $71,884.63

 

Budget Summary: Trail Maintenance Project, CP0411 (Measure R Trailways)

Project Budget                                                                                                                                                                                                $200,000.00

 

Estimated Project Costs:

Construction Cost                                                                                                                                                                                                         $42,852.32

Construction Contingency (10%)                                                                                                                                                          $4,285.23

Construction Management (2%)                                                                                                                                                             $857.05

Construction Inspection (3.5%)                                                                                                                                                              $1,499.83

Geotechnical Testing (2%)                                                                                                                                                                                  $857.05

Total Project Cost                                                                                                                                                                                                  $50,351.48                     

 

Project Budget Surplus (Measure R Trailways)                                                                                                            $149,648.52

 

 

 

 

 

 

Budget Summary: Trail Maintenance Project, CP0214 (Waterways Maintenance)

Project Budget                                                                                                                                                                                                $150,000.00

 

Estimated Project Costs:

Construction Cost                                                                                                                                                                                                         $50,262.26

Construction Contingency (10%)                                                                                                                                                          $5,026.23

Construction Management (2%)                                                                                                                                                          $1,005.25

Construction Inspection (3.5%)                                                                                                                                                              $1,759.16

Geotechnical Testing (2%)                                                                                                                                                                               $1,005.25

Total Project Cost                                                                                                                                                                                                  $59,058.15                     

 

Project Budget Surplus (Waterways Maintenance)                                                                                                              $90,941.85

 

Unexpended funds following completion of the project will be returned to their respective fund sources to be used for future pavement preservation projects. 

 

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 20-21-53 in the amount of $883,000.00 for the FY 21-22 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