Title
An Ordinance awarding the bid for Project No. P-296 SS for the Surface Seal FY27 Program to Vance Brothers, LLC in the amount of $1,310,772.82 and authorizing the City Manager to execute an agreement for the same. (PWC 4/13/26)
Body
Issue/Request:
An Ordinance awarding the bid for Project No. P-296 SS for the Surface Seal FY27 Program to Vance Brothers, LLC in the amount of $1,310,772.82 and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• The Surface Seal Program is a key element in the City's yearly Pavement Maintenance Programs. Timely application is necessary to extend the life of existing pavement.
• Approximately 36.5 lane miles will be treated under the Surface Seal FY26 Program (hereinafter "Project No. P-296 SS").
• Project No. P-296 is funded by the Transportation Sales Tax Fund.
• Public Works Engineering issued an advertisement for bids for the construction of Project No. P-296 SS on March 11, 2026, guided by local policies and state statutes.
• Vance Brothers, LLC (hereinafter "Contractor") was determined to be the lowest and best bidder by City staff.
• The City desires to enter into an agreement with the Contractor to perform the services for Project No. P-296 SS
Proposed Committee Motion:
I move to recommend to City Council for approval of an Ordinance awarding the bid for Project No. P-296 SS for the Surface Seal FY27 Program to Vance Brothers, LLC in the amount of $1,310,772.82 and authorizing the City Manager to execute an agreement for the same.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance awarding the bid for P-296 SS for the Surface Seal FY27 Program to Vance Brothers, LLC in the amount of $1,310,772.82 and authorizing the City Manager to execute an agreement for the same.
SECOND MOTION: I move for adoption of an Ordinance awarding the bid for Project No. P-296 SS for the Surface Seal FY27 Program to Vance Brothers, LLC in the amount of $1,310,772.82 and authorizing the City Manager to execute an agreement for the same.
Background:
Surface sealing is a street surface treatment designed to extend the life of existing pavements at about one-fourth the cost of milling and overlaying a pavement. Timely application can double the life of existing pavements before resurfacing with a mill and overlay. This process is similar in concept to painting a house instead of waiting to replace the siding.
Surface sealing with Micro Surface is a specialized process with very few contractors that specialize in micro surfacing. Surface sealing uses a mixture of fine aggregate, polymer-modified asphalt oils, Portland cement, and mineral fillers. This process seals the entire roadway with a 1/4-inch-thick layer of the oil-aggregate mixture. The first step in the sealing process is filling surface cracks and voids to make them weather tight, similar to caulking seams on a house to prevent water infiltration. The surface seal mixture is then placed over the entire street to provide a water-resistant surface that mitigates aging of the pavement caused by UV rays from the sun.
Timeline:
June through August 2026
Impact/Analysis:
Public Works Engineering advertised for bids for Project No. P-296 SS on March 11, 2026, guided by local policies and state statutes. Potential bidders were notified through QuestCDN, the City's website and a mass email notification. One responsive bid was received by the March 31, 2026, bid opening date. City staff reviewed the bid and Vance Brothers, Inc. was determined to be the lowest and best bidder. Vance Brothers, Inc. has previously and successfully performed work for the City. The received bid is priced approximately 7.7% higher than last year's award price and below the engineer's estimated cost. The budget was approved by City Council in the Capital Improvement Plan. This program is delivered through a design, bid, build process. City staff prepared the design and bid documents for construction.
Presenter
Vince Schmoeger, Project Manager
Recommendation
Staff recommends approval.
Committee Recommendation
Committee Recommendation: [Enter Committee Recommendation text here]