City Council
MEETING DATE: 6/22/2015
TITLE:
Title
Contract Award to Pavement Coatings Company for the East Palm Canyon Drive Preventive Pavement Maintenance Project
End
FROM:
Pat Milos, Community Development Director
RECOMMENDATION:
Recommendation
Staff recommends the City Council approve the award of a contract to Pavement Coatings Company in the contract bid amount of $165,400.00 to construct the East Palm Canyon Drive Pavement Preventive Maintenance Project; and approve an approximate 15% contingency on the contract in the amount of Twenty Four Thousand Six Hundred Dollars ($24,600.00) for unforeseen construction contingencies, thereby, making the total encumbrance One Hundred Ninety Thousand Dollars ($190,000) for the project; and authorize the City Engineer to issue a Notice of Award and request bonds and insurance for the project; and authorize the City Manager to execute a contract with Pavement Coatings Company on behalf of the City Council.
Body
BACKGROUND:
The City of Cathedral City, requested bids from qualified contractors to construct the East Palm Canyon Drive Pavement Preventive Maintenance Project. The City proposes to place Rubberized Emulsion Aggregate Slurry on the East Palm Canyon Drive pavement as a preventive maintenance activity to extend the life of the pavement. All of the work will be performed within the existing right-of-way. The project is located within the City of Cathedral City and is in compliance with the California Environmental Quality Act (CEQA) and the National Environmental Protection Act (NEPA).
DISCUSSION:
The proposed preventive maintenance improvements are located along East Palm Canyon Drive from the West City Limits (Golf Club Drive) to 550 feet west of Canyon Plaza Drive and from Melrose Drive to the East City Limits. The general items of work to be done consist of the application of City supplied Type II Central Mix Rubberized Emulsion Aggregate Slurry (REAS), street surface preparation, public noticing, removal of pavement thermoplastic markings and pavement markers, placement of temporary reflective slurry tabs, and placement of permanent pavement striping, markers and marking. All work and resulting facilities will fully comply with the currently adopted Coachella Valley PM - 10 State Implementation Plan (CVSIP) for PM - 10 control regulations, including Best Management Practices during the construction process.
The project construction period is limited to 15 working days.
Staff circulated a call for bids to construct the East Palm Canyon Drive Pavement Preventative Maintenance Project on May 15, 2015. The call for bids was circulated to Southern California Plan Rooms as well as advertised in local and regionally circulated newspapers. Sealed bids for the construction were received on June 9, 2015. Two contractors submitted bids.
Pavement Coatings Company Jurupa Valley, CA $165,400.00
All American Asphalt Corona, CA $357,900.00
The Engineer's estimate of cost is $187,000. The complete bid tabulation is attached for reference.
Pavement Coatings Company has recently completed numerous similar projects in Southern California, including the 2014-2015 Slurry Seal Project in Buena Park, the Phase 6 Street Rehabilitation Project in Indio, and Alpine Fiber Optic Type II Slurry for San Diego Gas and Electric. .
Contingent upon City Council approval and award of the construction contract on June 22, 2015, the following represents how the project is expected to proceed:
City Council Awards Construction June 22, 2015
Issue Notice to Proceed October 19, 2015
Construction (15 Working Days) November 6, 2015
The project is scheduled for October/November due to the fact that the REAS cannot be applied if the daytime temperatures exceed 100 degrees F.
Council previously approved a Public Interest Finding and requested Caltrans to approve a variance to allow the City to directly purchase the REAS material that will be used on the Project under a separate Cooperative Purchasing Agreement or "Piggybacking".
The City will purchase the REAS material directly from the manufacturer and supply it to Pavement Coatings Company. Staff will present the purchase contract to Council early this summer of 2015.
ENVIRONMENTAL ANALYSIS:
The project has been approved through the NEPA process and is Categorically Exempt through the CEQA process.
FISCAL IMPACT:
Staff time will be required to perform project oversight management and other related services.
Contingency Funding: Staff recommends that the City Council approve an approximate fifteen percent contingency to cover unforeseen work or events during the project construction phase. This amount would be $24,600, thus making the total construction contract encumbrance amount to $190,000.00.
Additional funds will also be required to provide construction inspection and materials testing. The funding identified below includes $10,000 for these costs.
Adequate funding is available to support the award of the contract and contingency required to construct the improvements.
Fund Account No. Amount Budget
Caltrans 331-8901-XXX $177,060.00 Capital/Existing
Gas Tax 241-8901-XXX $22,940.00 Capital/Existing
ATTACHMENTS:
Bid Tabulation
Construction Contract