Title
a. Award a contract to Telfer Pavement Technologies, LLC, the lowest responsible and responsive bidder, for the Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY17, Project No. 5517, in the total amount of $142,986.25;
b. Approve the Performance and Payment Bonds executed and provided by Telfer Pavement Technologies, LLC and Western Surety Company;
c. Authorize a contingency not to exceed ten percent (10%) of the contract amount to provide funding for approved contract change orders;
d. Authorize the Interim RMA Deputy Director of Public Works and Facilities to execute the contract, subject to the terms of the Public Contract Code, and approve change orders to the contract that do not exceed ten percent (10%) of the original contract amount, and do not significantly change the scope of work; and
e. Authorize the Interim RMA Deputy Director of Public Works and Facilities to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Deputy Director determines that the contract is complete in all respects in accordance with the Plans and Special Provisions for the construction of the Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY17, Project No. 5517, performed by Telfer Pavement Technologies, LLC.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Award a contract to Telfer Pavement Technologies, LLC, the lowest responsible and responsive bidder, for the Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY17, Project No. 5517, in the total amount of $142,986.25;
b. Approve the Performance and Payment Bonds executed and provided by Telfer Pavement Technologies, LLC and Western Surety Company;
c. Authorize a contingency not to exceed ten percent (10%) of the contract amount to provide funding for approved contract change orders;
d. Authorize the Interim RMA Deputy Director of Public Works and Facilities to execute the contract, subject to the terms of the Public Contract Code, and approve change orders to the contract that do not exceed ten percent (10%) of the original contract amount, and do not significantly change the scope of work; and
e. Authorize the Interim RMA Deputy Director of Public Works and Facilities to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Deputy Director determines that the contract is complete in all respects in accordance with the Plans and Special Provisions for the construction of the Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY17, Project No. 5517, performed by Telfer Pavement Technologies, LLC.
SUMMARY/DISCUSSION:
On June 7, 2016, the Board approved the Plans and Special Provisions for the Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY17, Project No. 5517 (Project). The Project was subsequently advertised and bids were opened on June 30, 2016. The lowest responsible base bidder was Telfer Pavement Technologies, LLC in the amount of $142,986.25. The Engineer’s Estimate was $144,315.
The contract for the procurement of emulsion is a component of the Seal Coat FY17 Project. The contract consists of delivery and application of asphalt emulsion to various County roads. Contingent upon available funding, the Project proposes to apply chip seal on the various County roads that is consistent with the Pavement Asset Management Plan and Annual Maintenance Plan. Resource Management Agency (RMA) Roads & Bridges Maintenance is performing preparatory work for the project.
Once the contract is complete in all respects in accordance with the Plans and Special Provisions, the Interim RMA Deputy Director of Public Works and Facilities will execute the Certificate of Completion for the construction of the Project; and execute and record the Notice of Completion with the County Recorder’s Office.
The recommended action supports the Board of Supervisors’ Strategic Initiative for Infrastructure, “Meeting our Facilities, Water, Technology and Transportation Needs.” The project will improve the conditions of County roads and in effect improve the quality of life of County residents and support economic development.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Contracts/Purchasing attended the bid opening and reviewed the low bid for conformance with applicable regulations. The Office of the County Counsel, Auditor-Controller, and Risk Management, have reviewed and approved the contract documents as to form and legality, fiscal terms, and insurance provisions, respectively.
FINANCING:
The FY2016- 17 Road Fund Budget (Fund 002, Subfund HORC, Unit 8443, RMA012) appropriated $2,000,000 to finance the construction of this project. The cost for this contract is $142,986.25, with a contingency of 10% of the bid in the amount of $14,298.63 for an estimated total contract amount of $157,284.88. An additional $10,000 cost is related to environmental and design for a total project cost of $167,284.88.
Prepared by: Jonathan Pascua, P.E., Senior Civil Engineer, (831) 755-8963
Reviewed by: Benny J. Young, Interim RMA Deputy Director of Public Works and Facilities
Approved by: Carl P. Holm, AICP, RMA Director
Dated: July 20, 2016
Attachments:
Attachment 1 - Project Budget
Attachment 2 - Contract with Telfer Pavement Technologies, LLC
Attachment 3 - Bid Summary
Attachment 4 - Performance and Payment Bonds
Attachment 5 - Location Map
(Attachments on file with the Clerk of the Board)