Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Road Oil Application in Conjunction with the County’s 2024 Chip Seal Road Maintenance Project [County Project No. RW304; Project File No. S5100]
RECOMMENDATION:
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Adopt a resolution:
A) Adopting plans and specifications, including conformance with prevailing wage scale requirements, for the Road Oil Application in conjunction with the County’s 2024 Chip Seal Road Maintenance Project; and
B) Authorizing the President of the Board of Supervisors to execute an agreement with VSS International, Inc. dba VSS Emultech, in the amount of $335,150 for the Road Oil Application in conjunction with the County’s 2024 Chip Seal Road Maintenance Project; and
C) Authorizing the Director of Public Works to:
1. Execute subsequent change orders to grant time extensions for project completion and payment up to a maximum aggregate amount not to exceed $33,515 or approximately 10 percent of the agreement amount; and
2. Execute payment up to the not to exceed amount of $368,665 for items requiring adjustment based on unit bid prices without execution of a change order.
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BACKGROUND:
On March 26, 2024, this Board adopted Resolution No. 080259, which “streamlined” the bid process for projects to be constructed during the 2024 construction season. The projects are maintenance type projects that do not have long lead times for design, are not considered controversial requiring specific property owner input, that do not require state or federal grant approvals that have not previously been approved by this Board, and do not require extensive permit approvals from regulatory agencies. Authorizing the Director of Public Works to develop plans and specifications and to call for bids for these types of projects at one time reduces both overall project delivery schedules and administrative staff time for these types of projects.
DISCUSSION:
On Tuesday, June 18, 2024, bids were accepted for the Road Oil Application in conjunction with the County’s 2024 Chip Seal Road Maintenance Project (Project) and subsequently referred to Public Works for checking and recommendation. The bid of:
VSS International, Inc.
dba VSS Emultech
3785 Channel Drive
West Sacramento, CA 95691
at $335,150 was the lowest responsible bid received for the work. The Engineer’s Estimate was $515,000. A summary of the bids received is attached as Exhibit “A”.
This Project complies with the California Environmental Quality Act and has coverage from the appropriate permitting agencies through the County’s Routine Maintenance Program.
County Attorney has reviewed and approved the resolution as to form.
FISCAL IMPACT:
The total estimated cost for construction is $368,665, which includes authorization for up to $33,515 in change orders as the work is bid on a unit price basis. The contingency is used to pay the contractor for any unforeseen conditions not anticipated in the construction agreement documents. The Project is proposed to be financed by Senate Bill 1 Road Maintenance and Rehabilitation Account Funds.
There is no impact to the General Fund.
Attachment: Exhibit “A” - Summary of Bids Received