Title
An ordinance approving the award of Bid No. 324-18/19 (Surface Seal) for the Surface Seal 18/19 program to Vance Brothers Inc. and authorizing the City Manager to enter into the agreement for the same in the amount of $1,035,886.42. (Note: First reading on May 17, 2018. Passed by unanimous vote).
Body
Issue/Request:
An ordinance approving the award of Bid No. 324-18/19 (Surface Seal) for the Surface Seal 18/19 program to Vance Brothers Inc. and authorizing the City Manager to enter into the agreement for the same in the amount of $1,035,886.42.
Key Issues:
• The Surface Seal Program is a key element in the City's Pavement Maintenance Program.
• This year's Surface Seal Program will treat 52.7 lane miles.
• Vance Brothers Inc. was found to be the lowest and best responsible bidder.
Proposed City Council Motion:
I move for adoption of an ordinance approving the award of Bid No. 324-18/19 (Surface Seal) for the Surface Seal 18/19 program to Vance Brothers Inc. and authorizing the City Manager to enter into the agreement for the same in the amount of $1,035,886.42.
Background:
Surface Sealing is a street surface treatment designed to extend the life of existing pavements at about one-third to one-fourth the cost of milling and overlaying a pavement with new asphalt. Timely application is necessary to extend the life of existing pavements. 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, which is performed by few contractors that specialize in its installation. Surface Sealing uses a mixture of fine aggregate, polymer asphalt binders, cement, and filler materials to seal the entire roadway with a 1/4 inch-thick layer of the slurry 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 cause by UV rays from the sun.
Timeline:
Start: July 2018
Finish: September 2018
Other Information/Unique Characteristics:
The Public Works Department issued Bid No. 324-18/19 (Surface Seal), Surface Seal 18/19, on April 12, 2018. This project's Invitation to Bid was posted for advertisement on the City's website and at Quest Construction Data Network. A Pre-Bid conference was held April 24, 2018. Two companies attended the Pre-Bid Conference. One bid was received by the May 3, 2018 bid opening date. The bid was evaluated, and City staff determined Vance Brothers Inc. to be the lowest and best responsive bidder.
Recommendation
Staff Recommendation: Staff recommends approval.
Committee Recommendation
Committee Recommendation:
This item would normally be routed through Public Works Committee (PWC). However, with no committee meeting scheduled for May, the PWC Chair, in consultation with the Director of Public Works, recommended presenting this item directly to Council to keep the proposed construction work on schedule.