Title
a. Award a contract to VSS International, Inc. (dba VSS Emultech), the lowest responsible base bidder, for the Procurement of Asphalt Emulsion for the Seal Coat FY 2019-20, Project No. 5520, in the total amount of $311,284;
b. Award a contract to Sterndahl Enterprise, Inc., the lowest responsible base bidder, for the Pavement Delineation for the Seal Coat FY 2019-20, Project No. 5520, in the total amount of $435,550;
c. Approve the Performance and Payment Bonds executed and provided by VSS International, Inc. (dba VSS Emultech) and Sterndahl Enterprise, Inc.;
d. Authorize a contingency not to exceed 10% of the contract amount or $31,128, to provide funding for approved contract change orders for the Procurement of Asphalt Emulsion for the Seal Coat FY 2019-20, Project No. 5520;
e. Authorize a contingency not to exceed 10% of the contract amount or $43,555, to provide funding for approved contract change orders for the Pavement Delineation for the Seal Coat FY 2019-20, Project No. 5520;
f. Authorize the Resource Management Agency Director to execute the contracts and subject to the terms of the Public Contract Code, approve change orders to the contracts that do not exceed 10% of the original contract amount and do not significantly change the scope of work; and
g. Authorize the Resource Management Agency Director to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Director determines that the contracts are complete in all respects in accordance with Plans and Special Provisions for the construction of Procurement of Asphalt Emulsion for the Seal Coat FY 2019-20, Project No. 5520 and Pavement Delineation for the Seal Coat FY 2019-20, Project No. 5520.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Award a contract to VSS International, Inc. (dba VSS Emultech), the lowest responsible bidder, for the Procurement of Asphalt Emulsion for the Seal Coat FY 2019-20, Project No. 5520, in the total amount of $311,284;
b. Award a contract to Sterndahl Enterprise, Inc., the lowest responsible bidder, for the Pavement Delineation for the Seal Coat FY 2019-20, Project No. 5520, in the total amount of $435,550;
c. Approve the Performance and Payment Bonds executed and provided by VSS International, Inc. (dba VSS Emultech) and Sterndahl Enterprise, Inc.;
d. Authorize a contingency not to exceed 10% of the contract amount or $31,128, to provide funding for approved contract change orders for the Procurement of Asphalt Emulsion for the Seal Coat FY 2019-20, Project No. 5520;
e. Authorize a contingency not to exceed 10% of the contract amount or $43,555, to provide funding for approved contract change orders for the Pavement Delineation for the Seal Coat FY 2019-20, Project No. 5520;
f. Authorize the Resource Management Agency Director to execute the contracts and subject to the terms of the Public Contract Code, approve change orders to the contracts that do not exceed 10% of the original contract amount and do not significantly change the scope of work; and
g. Authorize the Resource Management Agency Director to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Director determines that the contract is complete in all respects in accordance with Plans and Special Provisions for the construction of Procurement of Asphalt Emulsion for the Seal Coat FY 2019-20, Project No. 5520 and Pavement Delineation for the Seal Coat FY 2019-20, Project No. 5520.
SUMMARY:
Staff recommends awarding Asphalt Emulsion for the Seal Coat Fiscal Year (FY) 2019-20 project to VSS International, Inc. (dba VSS Emultech), the lowest responsible, responsive base bidder ($275,528 construction bid + $35,756 additive alternate + $31,128 contingency = $342,412 total). Additionally, staff recommends awarding Pavement Delineation, also for the Seal Coat FY 2019-20 project, to Sterndahl Enterprise, Inc., the lowest responsible, responsive base bidder ($328,851 construction bid + $106,699 additive alternate + $43,555 contingency = $479,105 total).
The Seal Coat FY 2019-20 project will treat Jolon Road (7.5 miles, Nacimiento Lake Drive to Peri Road), Metz Road (7.5 miles, Elm Avenue to State Route 146), and Corral de Tierra Road (additive alternate) (1.1 miles, Vista Dorado to Highway 68). This work is consistent with the Pavement Asset Management Plan and Annual Maintenance Plan.
Total cost for both the Asphalt Emulsion and Pavement Delineation (components of the Seal Coat FY 2019-20 project), including design, construction, and project management is $911,517. There is sufficient appropriation in the adopted FY 2019-20 Road Fund budget for the Seal Coat FY 2019-20, funded with Transient Occupancy Tax to proceed into construction.
DISCUSSION:
On July 9, 2019, the Board approved the Plans and Special Provisions for the Procurement (Delivery and Application) of Asphalt Emulsion for the Seal Coat FY 2019-20, Project No. 5520, and for the Pavement Delineation for the Seal Coat FY 2019-20, Project No. 5520. The Project was subsequently advertised, and bids were opened on August 2, 2019. The lowest responsible base bidder for the Procurement (Delivery and Application) was VSS International, Inc. (dba VSS Emultech) in the amount of $275,528; which is 12% under the Engineer’s Estimate of $311,588. The second lowest bidder was Reed & Graham, Inc. in the amount of $281,654. The lowest responsible base bidder for the Pavement Delineation was Sterndahl Enterprise, Inc. in the amount of $328,851; which is 30% under the Engineer’s Estimate of $466,599. The second lowest bidder was Chrisp Company in the amount of $355,419.
Annually, the Resource Management Agency-Public Works performs seal coat pavement maintenance on various County roads. FY 2019-20 Annual Seal Coat project consists of treating Jolon Road (Nacimiento Lake Drive to Peri Road), Metz Road (Elm Avenue to State Route 146) and Corral de Tierra Road (Vista Dorado to Highway 68), approximately 16.1 total centerline miles. The Annual Seal Coat is scheduled to begin in the Fall 2019.
The project has been determined to be categorically exempt (Class 1) from the California Environmental Quality Act (CEQA) because it is a repair to and maintenance of existing streets and similar facilities, which involves no expansion of an existing use. (See CEQA Guidelines, California Code of Regulations [CCR] § 15301 Existing Facilities). All work takes place within the existing, improved right-of-way.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and Contracts/Purchasing attended the bid opening and reviewed the low bid for conformance with applicable regulations. The Office of the County Counsel-Risk Management and Auditor-Controller have reviewed and approved the Contract and Bonds as to form, insurance provisions, and fiscal terms, respectively.
FINANCING:
Total estimated cost for the asphalt emulsion procurement and pavement delineation is $911,517 ($377,412 for Asphalt Emulsion and $534,105 for Pavement Delineation). Construction cost is estimated at $342,412 for Asphalt Emulsion and $479,105 for Pavement Delineation ($821,517 total), including a ten percent (10%) contingency. Environmental and Construction Engineering cost is estimated at $90,000 ($35,000 for Asphalt Emulsion and $55,000 for Pavement Delineation).
The FY 2019-20 budget includes $2 Million in appropriations in the Road Fund 002, Unit 8443, Appropriation Unit RMA012, to finance this project. The Chip Seal project is funded with Transient Occupancy Tax (TOT).
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The contracts for the Procurement of Asphalt Emulsion and the Pavement Delineation are components of the Seal Coat FY 2019-20 project to maintain and extend the useful life of the County’s transportation infrastructure. The Seal Coat FY 2019-20 project is consistent with the Pavement Asset Management Plan and Annual Maintenance Plan.
__ Economic Development
__ Administration
__ Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Jonathan L. Pascua, P.E., Senior Civil Engineer, 755-8963
Reviewed by: Randell Ishii, P.E., Chief of Public Works
Approved by: Shawne Ellerbee, RMA Deputy Director of Administrative Services
Approved by: Carl P. Holm, AICP, RMA Director
The following attachments are on file with the Clerk to the Board:
Attachment A - Contract for Public Work, Insurance, & Bonds
Attachment B - Project Budget
Attachment C - Bid Summary
Attachment D - Location Map