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Finance Committee

Meeting Date:	06/30/2020
FROM:	Bill Gallardo

Subject:

Maintenance Agreement for Slurry Seal Program

RECOMMENDATION

Accept proposal and approve agreement with Doug Martin Contracting Company, Inc. for the citywide street slurry seal program for an annual amount not-to-exceed $200,000; and
Authorize City Manager to approve up to four (4) - one (1) year extensions at an annual amount not-to-exceed $200,000.
Cost of living adjustment shall not to exceed 3% annually. Rate Changes: The fee schedule in Proposal shall not be revised during the term of the Contract (including any extension periods) without prior approval by the City Council.

BACKGROUND/DISCUSSION

In May 2020, a Request for Proposals for the City’s Annual Slurry Seal Program was posted to the CIPlist.com website. As a result, City received four proposals from Roy Allen Slurry Seal, Doug Martin Contracting Company, All American Asphalt and Pavement Coatings Company. The proposals were reviewed and evaluated based on their qualifications and abilities to perform the work at a competitive price. The proposals were also reviewed for conformance with City of Brea’s requirements for high quality work and responsiveness to production goals.

After review of the proposal staff ranked the bidders as follows:

Doug Martin Contracting Company, Inc.
Roy Allen Slurry Seal Inc.
Pavement Coatings Co.
All American Asphalt

Based upon the review of the proposals submitted (bid pricing information attached), staff recommends that Doug Martin Contracting Company, Inc. is awarded the contract for slurry seal maintenance for a term of one (1) year with the option for up to four (4) - additional one (1) year extensions. Selection was made based on their ability to place adequate daily tonnage, pricing, overall stability of the company, company location, above-average equipment, and the excellent customer service they provide for the City of Brea. The owner, Doug Martin, lives in the City of Brea and his company is located in the City of La Habra.

SUMMARY/FISCAL IMPACT

The City of Brea budgets $200,000 annually for the slurry seal project. No additional funding is needed. This is a budgeted Capital Improvement Program under 510-7312 using Measure M funds. Cost of living adjustment shall not to exceed 3% annually. Rate Changes: The fee schedule in Proposal shall not be revised during the term of the Contract (including any extension periods) without prior approval by the City Council.

RESPECTFULLY SUBMITTED

William Gallardo, City Manager
Prepared by: Will Wenz, Public Works Superintendent
Concurrence: Tony Olmos, P.E., Public Works Director

Attachments
Agreement
Pricing Information