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APPROVE MOTION TO AUTHORIZE ASPHALT CONCRETE COLD PLANING THROUGH DECEMBER 2024
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve the specifications for Asphalt Concrete Cold Planing through December 2024, Project No. WD23003.
2. Award a Service Contract in the amount of $352,125 to Pavement Recycling Systems, Inc. of Jurupa Valley, CA, for Asphalt Concrete Cold Planing through December 2024, Project No. WD23003.
3. Authorize the City Manager to execute up to two one-year extensions to this Service Contract.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The City contracts for asphalt concrete cold planing services to remove areas of failing or unsuitable asphalt concrete throughout the City.
On December 22, 2022, the City received two bids for Asphalt Concrete Cold Planing through December 2024, Project No. WD23003. Staff recommends award of a Service Contract to the lowest responsible bidder, Pavement Recycling Systems, Inc. of Jurupa Valley, CA, in the amount of $352,125 (Attachment A). Staff also recommends that Council approve the specifications for the project. The initial contract will expire on December 31, 2024, with the option for two one-year contract extensions. The Service Contract will be funded from the Fiscal Years (FY) 2022-23 and 2023-24 Road Maintenance and Rehabilitation Account (RMRA) program.
DISCUSSION
Background
The City contracts for asphalt concrete cold planing services to remove areas of failing or unsuitable asphalt concrete throughout the City. Asphalt concrete cold planing is the process of removing asphalt concrete with a milling machine in preparation for repair and repaving. The milling machine is equipped with a large drum and diamond tipped teeth, which removes a six-foot wide path of asphalt concrete to a pre-set depth and deposits the removed material onto a conveyor belt to transfer it to a truck for transport. Cold planing is a component of road repair and repaving work completed each year during the summer and early fall when the weather is typically favorable.
On July 26, 2016, Council adopted a Community Workforce and Training Agreement (CWTA). The CWTA became effective August 25, 2016, and applies to all Public Works projects over $1 million that are bid after that date. On July 16, 2019, by Motion No. 2019-07-16-1403, Council extended the CWTA term to August 25, 2024. The CWTA was not applied to this project as the estimated construction cost is under $1 million and because the scope does not meet the CWTA definition of a construction project.
Present Situation
On December 1, 2022, the Asphalt Concrete Cold Planing through December 2024, Project No. WD23003, was advertised for bids. On December 22, 2022, two bids were received with the following results:
COMPANY NAME BID AMOUNT
Pavement Recycling Systems, Inc. $352,125
(Jurupa Valley, CA)
Granite Rock Company $463,050
(San Jose, CA)
Engineer’s Estimate $378,000
The requirements of Stockton Municipal Code (SMC) section 3.68.090, Local Business Preference, apply to this contract. Application of the Local Business Preference has no effect on the bid order, as no local firms bid on the project. The Local Employment Ordinance, SMC section 3.68.095, also applies to this contract.
The bid from Pavement Recycling Systems, Inc., the lowest responsible bidder, is regular in all respects. Pavement Recycling Systems, Inc. has the proper license to perform the work. Staff recommends Council approve the specifications for the project and award a Service Contract to Pavement Recycling Systems, Inc. in the amount of $352,125 (Attachment A). The initial contract will expire on December 31, 2024, with the option for two one-year contract extensions by mutual agreement.
FINANCIAL SUMMARY
The term of the Service Contract with Pavement Recycling Systems, Inc. for the Asphalt Concrete Cold Planing, a part of the Local Street Resurfacing Program FY 2022-23 SB1, Project No. WD23003, is proposed to be funded over several fiscal years.
The Local Street Resurfacing Program FY 2022-23 SB1, Project No. WD23003, Account No. 4570-000-80007-300-000-30-45-000-000, will fund the Service Contract through December 31, 2023, in the amount of $175,500, and the Local Street Resurfacing Program FY 2023-24 SB1, Project No. WD24003, Account No. 4570-000-80007-300-000-30-45-000-000, will fund the Service Contract through December 31, 2024, in the amount of $176,625. The total not to exceed cost of this Service Contract over a period of two years is $352,125. Sufficient funding is available to award a Service Contract to Pavement Recycling Systems, Inc. for Asphalt Concrete Cold Planing through December 2024, Project No. WD23003, in the amount of $352,125.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Service Contract with Pavement Recycling Systems, Inc.