Agenda Item Wording:
title
Authorize the City Manager to award and enter into a contract with Talley Oil in the amount of $1,325,012.20 for the construction of the FY 23-24 Reclamite Project (CIP 1410-72000/CP0248-999 & CIP 2730-72000/CP8358-999).
body
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 and enter into a contract with the lowest responsive bidder, Talley Oil, in the amount of $1,325,012.20 for the construction of the FY 23-24 Reclamite Project.
Summary:
This project includes the application of Reclamite to various streets identified in the City’s Pavement Management Program. The work will be focused on specific streets located in the Northwest quadrant of the City as shown in the attached map. Approximately 90 miles of pavement would be treated if this contract is approved.
This Reclamite project was developed based on the output from the Pavement Management Program. To increase the longevity of the pavement surface, preventative maintenance of streets 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.
Bidding Process:
A formal City bid process was conducted and on October 5, 2023, City staff opened one (1) bid 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 (Area A) plus Alternate Bid 1 (Area B) plus Alternate Bid 2 (Area C). The results are summarized below.
No. Contractor Location Base Bid + Alt 1 + Alt 2
1. Talley Oil Madera, CA $1,325,012.20
Talley Oil submitted the lowest 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 completed the FY 22-23 Reclamite Project for the City of Visalia. Staff, who have worked with Talley Oil before, stated they perform quality and timely work. Additionally, the City of Lodi, CA also attests to the contractor’s performance and communicativeness.
Background Discussion:
Reclamite is a pavement preventative maintenance technique intended to be used 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 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). This preventative maintenance method extends the pavement life by five or more years at a relatively low cost. However, the procedure must be carefully applied and will require public notification to residents adjacent to the work area to inform them of what to expect during the project.
Many pavement maintenance techniques have been used by the City over the past years. Reclamite has always been an effective and efficient method to prolong a street’s pavement condition. As with most different pavement maintenance methods, there is a complexity to the Reclamite process due to the limited access for residents and businesses during construction. Staff believes that if the public is informed of the Reclamite process and the contractor follows all the precautions, this pavement maintenance technique will continue to be successful.
Reclamite consists of the application of an asphalt rejuvenating agent to the pavement. The rejuvenating agent consists 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.
Streets selected for Reclamite projects are grouped in four quadrants of the City for cost efficiency, leading to the lowest bids possible. One quadrant of the City is to be completed each year over the next four years until all four quadrants are completed. No Reclamite is applied in the fifth year, except to capture any remaining streets, to allow the streets that was previously treated in the first year to cure. The cycle starts all over again in the sixth year as Reclamite would be applied to the first year streets as shown in Table A below. Reclamite are recommended to be applied every five to six year. This contract will commence the third cycle of placing Reclamite on City roadways. This year, roadways in the northwest quadrant of the City were selected for Reclamite project from the Pavement Management Program.
Table A:
|
Quadrant |
Cycle 2 |
Cycle 3 |
|
North West |
2019 |
2024 |
|
South West |
2020 |
2025 |
|
South East |
2021 |
2026 |
|
North East |
2022 |
2027 |
|
Off |
2023 |
2028 |
This Reclamite Project contains 2 separate capital improvement projects to keep fund sources spent in Landscape and Lighting Districts (L&L) separate from regular pavement maintenance (Measure N). See attached map for differentiation of Measure N streets (Area A & C) and L&L district streets (Area B).
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.
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 a current budget of $1,500,000. The L&L Reclamite Project (2730-72000/CP8358-999) has a current budget of $756,000.00.
Budget Summary: FY 23-24 Reclamite Project, CP0248 (Measure N Fund)
Project Budget $1,500,000.00
Estimated Project Costs:
Construction Cost (Base Bid: Area A + Alt 2: Area C) $1,229,028.10
Construction Contingency (10%) $122,900.00
Construction Management (4%) $50,000.00
Construction Inspection (4%) $50,000.00
Geotechnical Testing (2%) $25,000.00
Total Project Cost $1,476,928.1
Project Budget Surplus (Measure N) $23,071.90
Budget Summary: FY 23-24 Reclamite Project, CP8358 (L&L Fund)
Project Budget $756,000.00
Estimated Project Costs:
Construction Cost (Alt 1: Area B) $95,984.10
Construction Contingency (10%) $9,600.00
Construction Management (4%) $4,000.00
Construction Inspection (4%) $4,000.00
Geotechnical Testing (2%) $2,000.00
Total Project Cost $115,584.10
Project Budget Surplus (L&L Fund) $640,415.90
Note that the L&L Fund balance represents the sum balance of the available pavement maintenance budget of all districts combined; each district’s balance varies from district to district. Cost expenditures for each district will be tracked and recorded against each district upon project completion. The L&Ls involved have adequate funding for this project.
Unexpended Measure N and L&L funds, following completion of the project, will be returned to its 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 22-23-67 in the amount of $1,325,012.20 for the construction of the FY 23-24 Reclamite Project to Talley Oil.
end
Environmental Assessment Status:
None.
CEQA Review:
None.
Attachments:
1) Reclamite Project Map
2) Contractor Disclosure Form
3) Bid Summary