TITLE
Recommendation to adopt Plans and Specifications No. R-6922 for an Annual Contract for Cape Sealing and Associated Minor Improvements, award the project to and authorize City Manager to execute all documents necessary to enter into a contract with Palp, Inc., dba Excel Paving Company, in an estimated amount not to exceed $500,000 for a one-year term, with an option to renew for two additional one-year terms for $500,000 each year, and any necessary amendments thereto relative to the scope of work and to extend the contract term. (Citywide)
DISCUSSION
Residential streets throughout the City are in need of rehabilitation. As part of the residential street repair program, staff has been working on implementation of a relatively new pavement rehabilitation application known as cape sealing. This new application can be used on streets that have deteriorated beyond the application limit of a slurry seal, but prior to the need to repave. Furthermore, this strategy could extend the life of a street by up to 20 years. For the upcoming proposed contract, the work consists of application of an initial coat of rubberized asphalt, followed immediately by a thin cover layer of gravel embedded into the asphalt coat by heavy rollers, and completed within the week with an application of slurry seal and traffic striping. This process is more costly than a slurry seal, but less than an asphalt repave. If successful, this process may result in more streets being repaired with fewer dollars, compared to a conventional asphalt repave.
The proposed contract provides for an "on-call" arrangement whereby the contractor will provide the City with fixed unit prices to construct minor streets and associated improvements using the cape seal process. The City will issue work orders to the contractor for specific locations with assigned work to be completed within a specified period. Upon successful completion of a given work order, additional work orders will be assigned until available funding sources for this type of work have been depleted. Work orders will be issued if Council Districts choose to utilize their Measure R funds for streets that are eligible for cape sealing.
City Council's adoption of the plans and specifications and award of the contract to the lowest responsible bidder are being recommended concurrently in order to expedite implementation of this contract. The project was advertised for bids on May 2, 2012, and bids were opened on May 30, 2012. In addition to placing an advertisement for bids in the Long Beach Press Telegram, bid documents were made available through the City's weblink at, http://www.PlanetBids.com <http://www.planetbids.com/> in a continuing effort to increase participation of local businesses, Minority Business Enterprises (MBEs), Women Owned Business Enterprises (WBEs), and Disadvantaged Business Enterprises (DBEs). Bid documents were also sent to several trade publications and plan rooms catering to these groups within the construction industry.
For this bid, 186 firms registered on the website were notified via automatic email notice, including 21 located in Long Beach. Four sets of bid documents were purchased by prospective bidders, and one bid was received. The bidding firm is a local business, but not MBE, DBE or WBE. Palp, Inc., dba Excel Paving Company, of Long Beach, California, is recommended for award of this contract.
This matter was reviewed by Deputy City Attorney Linda Trang on May 30, 2012 and by Budget Management Officer Victoria Bell on May 22, 2012.
SUSTAINABILITY
Streets will be resurfaced with asphalt containing recycled rubber from old tires. Approximately three tires per ton of rubberized asphalt will be recycled under this contract.
TIMING CONSIDERATIONS
City Council action on this matter is requested on June 12, 2012, to authorize commencement of this Public Works contract.
FISCAL IMPACT
The contract award is for an estimated annual amount not to exceed $500,000. Individual purchase orders issued under this contract will be funded with existing appropriations in the Capital Improvement Program in the Department of Public Works (PW), therefore, no appropriation increase is necessary and there is no impact to the General Fund. A positive local job impact is anticipated with the award of this contract.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER