Title
Agenda Item:
Approval of Bid Award for 2013 Pavement Preservation Project
Body
Issue:
Whether to award the low bid for the 2013 Pavement Preservation Project.
Committee Recommendation:
Not referred to a committee.
City Manager's Recommendation:
Move to award and authorize the City Manager to sign the construction contract with VSS International in the amount of $399,987.
Staff Contact:
Brett Bures, Project Manager, Public Works Technical Services, 360.753.8290
Presenter(s):
None - Consent Calendar Item
Background and Analysis:
The Pavement Preservation Program has been in place at the City for 14 years. It is a program that seeks to maintain the City's streets at the lowest possible cost (Least Cost Program) using methods other than traditional paving such as chip seal and microsurfacing. Every year, City staff identifies specific streets that need to be resurfaced. The goal is to extend the overall life of roads by resurfacing them before a more expensive asphalt overlay is needed. This approach reduces the overall cost of maintaining our City's streets in good or better condition.
This year, the City will be using a new innovative treatment. The new treatment, called micro-surfacing, will be smoother than traditional chip seal and will look more like asphalt. Approximately four lane-miles will be improved throughout the City, including portions of Plum Street, Lybarger Street, and Glass Avenue (see Attachment 2).
This project included a base bid and an additive bid. The additive bid consisted of micro-surfacing Schneider Hill. After reviewing the bids, staff recommends awarding the base bid only, since the additive bid was more than three times higher than the Engineer's Estimate. For this reason, staff does not believe the additive bid is worth the additional cost for the size of the project.
Neighborhood/Community Interests (if known):
If approved:
· Roadways will have significantly less loose gravel on them; thereby, reducing the amount of gravel being tracked into driveways, homes and businesses.
· The new surface will be smoother providing a safer commute for bicyclists.
· Extends the overall life of the pavement and delays the need to reconstruct the street; thereby, reducing the need for expensive repairs.
· The City will communicate with citizens, emergency responders, schools, Intercity Transit, and other stakeholders about the schedule and traffic detours through media releases, postcards, and Twitter.
· Staff will also use Twitter to communicate current construction activity.
Options:
1. Award and authorize the City Manager to sign the Construction Contract with VSS International for the base bid only in the amount of $399,987.
Project proceeds as planned.
2. Award and authorize the City Manager to sign the Construction Contract with VSS International for the base bid with additive bid in the amount of $438,931.
This will require the use of program reserves in the Street Repair/Reconstruction Program to complete the project.
3. Reject all bids and direct staff to rebid the project.
The time needed to rebid will delay construction until 2014, and the cost may increase due to increased staff time and potential higher bids.
Financial Impact:
The 2013 Pavement Preservation project is funded by the Street Repair/Reconstruction Program.
The low bid of $399,987 is approximately 6 perecent above the Engineer's Estimate. There are sufficient funds in the budget to complete the base bid.
Overall project costs:
Total Low Bid: $399,987.00
Contingency to Award (10%): $ 39,998.70
Engineering: $ 76,930.00
Total Estimated Project Cost: $516,916.70
Total Available Budget $520,360.00