HomeMy WebLinkAbout04 - Slurry Seal ProgramTO:
FROM:
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NEWPORT BEACH
City Council Staff Report
April 24, 2018
Agenda Item No. 4
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Ben Davis, Associate Civil Engineer
bdavis@newportbeachca.gov
PHONE: 949-644-3317
TITLE: Slurry Seal Program - Award of Contract No. 7169-1 (18R04)
ABSTRACT:
Construction bids have been received for this year's Slurry Seal Program. Staff requests
City Council approve awarding the construction contract to American Asphalt South, Inc.
This year's project covers the Port Streets and Spyglass Hill communities and follows the
concrete repair work that is currently in progress in these communities.
RECOMMENDATION:
a) Find this project exempt from the California Environmental Quality Act (CEQA)
pursuant to Section 15302(c) Class 2, (reconstruction of existing facility involving
negligible or no expansion of capacity) of the CEQA Guidelines, because it has no
potential to have a significant effect on the environment;
b) Approve the project specifications;
c) Award Contract No. 7169-1 to American Asphalt South, Inc. for the total bid amount
of $770,400.00, and authorize the Mayor and City Clerk to execute the contract;
d) Establish a contingency of $77,000.00 (approximately 10% of total bid) to cover the
cost of unforeseen work not included in the original contract; and
e) Approve Budget Amendment No. 18BA-035 appropriating $260,000.00 from the
General Fund Capital Projects unappropriated fund balance (cost savings from
completed CIP projects) to Account No. 01201927-980000-18R04.
FUNDING REQUIREMENTS:
Upon approval of the proposed budget amendment, sufficient funding is available for the
award of this contract. The following funds will be expensed:
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Slurry Seal Program - Award of Contract No. 7169-1 (18R04)
April 24, 2018
Page 2
Account Description Account Number Amount
General Fund 01201927-980000-18R04 $ 877,000.00
Total: $ 877,000.00
Staff recommends establishing approximately ten (10) percent for contingency purposes
for unforeseen conditions associated with construction.
Proposed fund uses are as follows:
Vendor
American Asphalt South, Inc.
American Asphalt South, Inc.
Geocon West, Inc.
Various
DISCUSSION:
Purpose
Construction Contract $
Construction Contingency $
Materials Testing $
Printing & Incidentals $
Total: $
Amount
770,400.00
77,000.00
27, 615.00
1,985.00
877,000.00
The Slurry Seal Program is an essential part of the City's preventative pavement
maintenance plan to correct minor deficiencies, prevent deterioration and prolong the life
of pavement in residential areas. This annual program covers the entire city in over a
seven-year cycle. This year's program includes the Port Streets and Spyglass Hill
communities.
At 10 a.m. on April 5, 2018, the City Clerk opened and read the bids for this project:
The City received multiple bids for this project. The low bid was 10 percent above the
Engineer's Estimate of $700,000.00. This increase above the engineer's estimate is
representative within a few of the bid items (i.e. grinding, striping) and appears to be
related to the current tight labor and high demand construction markets. The low bidder,
American Asphalt South, Inc., possesses a California State Contractors License
Classification "A" as required by the project specifications. American Asphalt South was
awarded the past three slurry seal contracts (lowest responsible bidder) which have all
been successfully completed.
The work consists of distributing construction notices to affected residents and
businesses, clearing existing pavement of debris, soils and other loose materials,
removing existing traffic striping, pavement marking, and raised pavement markers, crack
sealing, edge grinding, placing emulsion aggregate slurry seal, placing seal coat,
installing new traffic striping, pavement markings, and raised pavement markers, and
other incidental items of work necessary to complete the work within the Port Streets and
Spyglass Hill communities. The Contractor will have forty (40) working days to complete
4-2
BIDDER
TOTAL BID AMOUNT
Low
American Asphalt South, Inc.
$
770,400.00
2nd
Roy Allen Slurry Seal, Inc.
$
853,120.00
3rd
All American Asphalt, Inc.
$
867,470.00
4th
Doug Martin Contracting Company, Inc.
$
930,400.00
The City received multiple bids for this project. The low bid was 10 percent above the
Engineer's Estimate of $700,000.00. This increase above the engineer's estimate is
representative within a few of the bid items (i.e. grinding, striping) and appears to be
related to the current tight labor and high demand construction markets. The low bidder,
American Asphalt South, Inc., possesses a California State Contractors License
Classification "A" as required by the project specifications. American Asphalt South was
awarded the past three slurry seal contracts (lowest responsible bidder) which have all
been successfully completed.
The work consists of distributing construction notices to affected residents and
businesses, clearing existing pavement of debris, soils and other loose materials,
removing existing traffic striping, pavement marking, and raised pavement markers, crack
sealing, edge grinding, placing emulsion aggregate slurry seal, placing seal coat,
installing new traffic striping, pavement markings, and raised pavement markers, and
other incidental items of work necessary to complete the work within the Port Streets and
Spyglass Hill communities. The Contractor will have forty (40) working days to complete
4-2
Slurry Seal Program - Award of Contract No. 7169-1 (18R04)
April 24, 2018
Page 3
the work. Public notices and construction work is expected to begin early June as the
weather warms.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California
Environmental Quality Act (CEQA) pursuant to Section 15302(c) Class 2, (reconstruction
of existing facility involving negligible or no expansion of capacity) of the CEQA
Guidelines, because it has no potential to have a significant effect on the environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Location Map
Attachment B — Budget Amendment
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ATTACHMENT A
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VICINITY MAP
NOT TO SCALE
SLURRY SEAL
PROGRAM
LOCATION MAP
CITY OF
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UNIVERSITY
PROJECT LOCATION
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CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
C-7169-1 1 4/24/18
City of Newport Beach
BUDGET AMENDMENT
2017-18
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
ATTACHMENT B
NO. BA- 18BA-035
AMOUNT: 1 $260,000.00
This budget amendment is requested to provide for the following:
To appropriate $260,000.00 from the General Fund Capital Projects unappropriated fund balance to Project 181304 for the
Slurry Seal Prooram.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object
012 300000
REVENUE ESTIMATES
Org Object Project
EXPENDITURE APPROPRIATIONS
Org Obiect Project
01201927 980000 18R04
Signed
�T
Signed
Signed
Finantlial Approval: Finance
Adminiltcative Approval: City Ma
City Council Approval: City Clerk
Description
GENERAL FUND - CIP FUND
Descri
Description
SLURRY SEAL PROGRAM
18 R04 -Con struct-012-unassigned
Amount
Debit Credit
$260,000.00 *
* Automatic
$260,000.00
y - II- (
Date
Date
Date
L'�
Increase in Budgetary Fund Balance
AND X
Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
ONE-TIME?
B
Yes
No
This budget amendment is requested to provide for the following:
To appropriate $260,000.00 from the General Fund Capital Projects unappropriated fund balance to Project 181304 for the
Slurry Seal Prooram.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object
012 300000
REVENUE ESTIMATES
Org Object Project
EXPENDITURE APPROPRIATIONS
Org Obiect Project
01201927 980000 18R04
Signed
�T
Signed
Signed
Finantlial Approval: Finance
Adminiltcative Approval: City Ma
City Council Approval: City Clerk
Description
GENERAL FUND - CIP FUND
Descri
Description
SLURRY SEAL PROGRAM
18 R04 -Con struct-012-unassigned
Amount
Debit Credit
$260,000.00 *
* Automatic
$260,000.00
y - II- (
Date
Date
Date
L'�