Title
Department of Transportation recommending the Board approve and authorize the Chair to sign Contract Change Order 1 to the competitively-bid Agreement for Services 6631 with VSS International, Inc., to extend the term three (3) additional months through October 31, 2025, with no changes to the not-to-exceed amount of $12,000,000 for county-wide roadway surface treatments.
FUNDING: Road Maintenance and Rehabilitation Act of 2017 (SB1). (100%)
Body
DISCUSSION / BACKGROUND
Department of Transportation (Transportation) previously completed the Request for Qualifications (RFQ) process in 2022 and awarded Agreements to the top three contractors. All three (3) current contracts are set to expire July 2025. The current Agreements cover 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.
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. The three (3) Agreements are considered on-call, allowing Transportation to request proposals from the contractors for each surface treatment project as needed. Proposals from all three contractors will ensure Transportation:
1) Obtains the best price for the surface treatment requested; and/or
2) Secures the company with the resources available to complete the requested treatment work within the needed time frame.
Transportation's Request for Proposal #4 closed on February 5, 2025. The lowest responsive bidder of the two (2) responsive bidders was VSS International, Inc. (VSS). The current contract with VSS, expiring July 31, 2025, requires the term be extended three (3) months to ensure the upcoming surface treatment work during the summer of 2025 is able to be completed. The projects are located in South Lake Tahoe, Camino, Somerset, Pilot Hill, and El Dorado Hills and are anticipated to begin after July 1, 2025 and conclude prior to October 31, 2025.
ALTERNATIVES
The Board could choose not to approve Contract Change Order 1 for Agreement #6631; however, countywide surface treatments for the Summer of 2025 would be placed on hold or only partially completed through the current term ending July 31, 2025. Transportation staff would consider the Board's recommendations and return at a later date for approval.
PRIOR BOARD ACTION
July 26, 2022, Legistar file 22-0916, the Board approved Agreement for Construction Services
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for the projects have been included in Transportation's Fiscal Year 2025-26 budget and will be funded by SB1 Funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on Contract Change Order 1 to Agreement #6631 for VSS International, Inc.
2) The Clerk of the Board will return one (1) signed Contract Change Order 1 to Agreement #6631 to the Department of Transportation, attention Ashley Johnson for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation