Title
a. Award a contract to Telfer Oil Company, the lowest responsible bidder, for the Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY16, Project No. 5516, in the total amount of $280,262.27;
b. Approve the Performance and Payment Bonds executed and provided by Telfer Oil Company;
c. Authorize a contingency (not to exceed 10% of the contract amount) to provide funding for approved contract change orders;
d. Authorize the Director of Public Works to execute the contract and subject to the terms of the Public Contract Code approve change orders to the contract that do not exceed 10% of the original contract amount and do not significantly change the scope of work; and
e. Authorize the Director of Public Works to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when he determines that the contract is complete in all respects in accordance with Plans and Special Provisions for the construction of Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY16, Project No. 5516, performed by Telfer Oil Company.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Award a contract to Telfer Oil Company, the lowest responsible bidder, for the Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY16, Project No. 5516, in the total amount of $280,262.27;
b. Approve the Performance and Payment Bonds executed and provided by Telfer Oil Company;
c. Authorize a contingency (not to exceed 10% of the contract amount) to provide funding for approved contract change orders;
d. Authorize the Director of Public Works to execute the contract and subject to the terms of the Public Contract Code approve change orders to the contract that do not exceed 10% of the original contract amount and do not significantly change the scope of work; and
e. Authorize the Director of Public Works to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when he determines that the contract is complete in all respects in accordance with Plans and Special Provisions for the construction of Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY16, Project No. 5516, performed by Telfer Oil Company.
SUMMARY/DISCUSSION:
On June 23, 2015, the Board of Supervisors approved the Plans and Special Provisions for the Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY16, Project No. 5516. The Project was subsequently advertised and bids were opened on July 17, 2015. The lowest responsible bidder was Telfer Oil Company in the amount of $280,262.27. The Engineer’s Estimate was $426,695.
The contract consists of delivery and application of Polymer Modified Rejuvenating Asphalt Emulsions and Polymer Modified Asphalt Emulsions to various locations in Monterey County. Contingent upon available funding, the Seal Coat FY16 proposes to scrub seal River Road (0.15 mile north of Tara Road to Parker Road) and Carmel Valley Road (Rancho Fiesta Road to Ford Road); chip seal Bitterwater Road (King City City Limit to San Benito County Line) and Jolon Road (Interlake Road to Peri Road). The Resource Management Agency - Public Works Maintenance is performing preparatory work for the project.
Once the contract is complete in all respect in accordance with the Plans and Special Provisions, the Director of Public Works will accept the Certification of Completion for the construction Project and execute and record the Notice of Completion with the County Recorder’s office.
The project has been determined to be categorically exempt (Class 1) from the California Environmental Quality Act (CEQA) because it is to perform repair and maintenance of existing streets and similar facilities, which involves no expansion of an existing use. (See CCR § 15301 Existing Facilities)
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 and Bonds as to form, fiscal terms, and insurance provisions, respectively.
FINANCING:
There is no financial impact to the General Fund. Sufficient appropriations are included in the FY16 Road Fund Budget (Fund 002, Unit 8443) for this project. The estimated total cost for this contract is $280,262.27, with a contingency of 10% of the base bid in the amount of $28,026.23, for an estimated total contract amount of $308,288.50.
Prepared by: Jonathan Pascua, P.E., Senior Civil Engineer, (831) 755-8963
Approved by: Robert K, Murdoch, P.E., Director of Public Works
Approved by: Carl P. Holm, RMA Acting Director
Prepared Date: July 27, 2015
Attachments: Contract for Public Work; Bonds; Project Budget; Bid Summary; Location Map (on file with the Clerk of the Board)