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 2022 Chip Seal Road Maintenance Project [County Project No. RW936; Project File No. S5047]
RECOMMENDATION:
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Adopt a resolution:
A) Adopting the plans and specifications, including conformance with prevailing wage scale requirements, for the Road Oil Application in Conjunction with the County’s 2022 Chip Seal Road Maintenance Project; and
B) Authorizing the President of the Board to execute an agreement with VSS International, Inc. dba VSS Emultech, in the amount of $1,185,400 for the Road Oil Application in Conjunction with the County’s 2022 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 $118,540, or approximately 10 percent of the agreement amount; and
2. Approve payment up to the not to exceed amount of $1,303,940 for items requiring adjustment based on unit bid prices without execution of a change order.
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BACKGROUND:
On March 22, 2022, this Board adopted Resolution No. 078796, which “streamlined” the bid process for projects to be constructed during the 2022 construction season.
The Department implements maintenance-type projects on a regular basis. These projects generally do not have long lead times for design, are not considered controversial requiring specific property owner input, do not require extensive permit approvals from regulatory agencies, and do not require state or federal grant approvals, which have not previously been approved by this Board. 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 overall project delivery schedules and administrative staff time for these types of projects.
DISCUSSION:
The Road Oil Application in Conjunction with the County’s 2022 Chip Seal Road Maintenance Project (Project) is a maintenance-type project, which involves an application of asphaltic emulsion (road oil), immediately followed by an application of small rock called “chips” to the roadway surface for a Chip Seal. The placement of the road oil will be completed by contract forces followed by the placement of chips with internal forces. County forces do not have equipment or expertise required for the placement of road oil but have successfully coordinated the placement of road oil with contract forces and the placement of chips with County forces. Chip Seals are an integral and cost-effective treatment utilized by the County to maintain roadways and extend their useful life. The Project includes approximately 50 miles of roads located in unincorporated areas of the County along the coast.
On Tuesday June 21, 2022, bids were accepted for this Project and subsequently referred to the Department of Public Works (Department) for checking and recommendation. The bid of:
VSS International, Inc. dba VSS Emultech
3785 Channel Drive
West Sacramento, CA 95691
At $1,185,400 was the lowest responsible bid received for the work. The Engineer’s Estimate was $1,350,000. A summary of the bids received is attached as Exhibit “A”. A list of streets included in the Project is attached in Exhibit “B”.
This Project complies with the California Environmental Quality Act (CEQA) 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 $1,185,400 which includes authorization for up to $118,540 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 SB1 Funds (Senate Bill 1 Road Maintenance and Rehabilitation Account Funds).
There is no impact to the General Fund.
ATTACHMENTS:
Exhibit “A” - Summary of Bids Received
Exhibit “B” - List of Project Streets