Title
Department of Transportation recommending the Board:
1) Find in accordance with Chapter 3.13, Section 3.13.030 of the County Ordinance Code, Contracting Out, that there are specialty skills and qualifications not expressly identified in County classifications needed for various types of road surface treatments on County-maintained roadways on the West and East Slope of the County;
2) Approve and authorize the Chair to sign the following on-call competitively procured Construction Services Agreements to provide these services, on an as-needed basis, all with a not-to-exceed amount of $12,000,000, for a term of November 1, 2025 through October 20, 2028:
a) Agreement for Construction Services 9707 with VSS International; and
b) Agreement for Construction Services 9708 with American Pavement Systems, Inc.; and
3) Authorize the Purchasing Agent to increase the contract amounts and sign any additional amendments to the agreements for on-call surface treatment services on an "as-needed" basis during the term of the agreements as long as funding is available within Transportation's budget.
FUNDING: General Fund (5%), Road Fund (5%) and SB1-RMRA (90%).
Body
DISCUSSION / BACKGROUND
Department of Transportation (Transportation) previously completed the Request for Qualifications (RFQ) process in 2022 and awarded Agreements through October 2025. Transportation determined it would be beneficial to complete the RFQ process again for new Agreements with a three (3) year term. The RFQ covered three (3) types of surface treatments: Rubber Modified Asphalt Chip Seal, Type II/Type III Emulsified Asphalt Slurry Seal also known as Micro Seal and a Type II/Latex Modified Slurry Seal.
The Procurement and Contracts Division of the Chief Administrative Office completed RFQ, #2025-0119, at the request of Transportation. The purpose of the RFQ was to prequalify contractors to provide road surface treatment services on the West and East Slope of the County. Transportation evaluated and certified all proposals as meeting the qualifications for the surface treatments. Transportation then selected the top two contractors to provide road surface treatments for the next three (3) years.
With Senate Bill 1, Road Maintenance and Rehabilitation Account (SB1-RMRA), local governmental agencies within California are requesting contractors for road maintenance related services including surface treatments. These two (2) requested Agreements will be considered on-call, which will allow Transportation to request proposals as needed from the contractors for each surface treatment project. Proposals from both contractors will ensure Transportation:
1) Obtains the best price for the surface treatment requested; and/or
2) Secures the company who has the resources available to complete the requested treatment work within the needed time frame.
Transportation recommends the Board make findings in accordance with Title 3, Chapter 3.13 of the County Ordinance, Contracting Out, that the road surface treatment work requires (b) specialty skills and qualifications not expressly identified in the County classifications are involved in the performance of the work. These types of surface treatments require specialized equipment and training for the mixing and application of material over large areas. Transportation does not have the equipment or expertise required for the application of these surface treatments.
ALTERNATIVES
The Board could choose not to approve the Agreements; however, surface treatments countywide would be placed on-hold. Transportation staff would consider the Board's recommendations and return at a later date for approval.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel, Human Resources, and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for projects through these Agreements has been included in Transportation's Fiscal Year 2025-26 budget. Funding for work in future fiscal years will be included in Transportation's annual budget proposals.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of each of the Agreements for American Pavement Systems, Inc. and VSS International.
2) The Clerk of the Board will return one (1) signed original of each of the two (2) Agreements to Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation