HomeMy WebLinkAbout06 - Slurry Seal Program — Award of ContractPORT CITY OF
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_ i NEWPORT BEACH
City Council Staff Report
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April 23, 2019
Agenda Item No. 6
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: 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. 7432-1 (19R04)
ABSTRACT:
Staff received construction bids for the Slurry Seal Program — FY2018/19 project and
requests City Council's approval to award the construction contract to Roy Allen Slurry
Seal, Inc. This year's project covers Eastbluff, Santa Ana Heights and Airport area
communities and follows the annual 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 this project
has no potential to have a significant effect on the environment;
b) Approve the project specifications;
c) Award Contract No 7432-1 to Roy Allen Slurry Seal, Inc. for the total bid amount of
$946,629.00;
d) Establish a contingency of $95,000.00 (approximately 10 percent of total bid) to cover
the cost of unforeseen work not included in the original contract; and
e) Approve Budget Amendment No. 19BA-043 appropriating $168,600.00 from the
General Fund Capital Projects unappropriated fund balance (cost savings from
completed CIP projects) to Account No. 0121927-980000-19R04.
FUNDING REQUIREMENTS:
The Budget Amendment proposes a $168,600.00 increase in expenditure appropriations
from General Fund Capital Projects unappropriated fund balance.
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Slurry Seal Program — Award of Contract No. 7432-1 (19R04)
April 23, 2019
Page 2
Upon approval of the proposed budget amendment, sufficient funding is available for the
award of this contract. The following fund will be expensed:
Account Description
General Fund
Proposed fund uses are as follows:
Vendor
Roy Allen Slurry Seal, Inc.
Roy Allen Slurry Seal, Inc.
Geocon West, Inc.
Various
Account Number Amount
01201927-980000-19R04 $ 1,074,000.00
Total: $ 1,074,000.00
Purpose Amount
Construction Contract $ 946,629.00
Construction Contingency $ 95,000.00
Materials Testing $ 29,422.00
Printing & Incidentals $ 2,949.00
Total: $ 1,074,000.00
Staff recommends establishing $95,000.00 (approximately ten percent of total bid) for
contingency purposes for unforeseen conditions associated with construction.
DISCUSSION:
The Slurry Seal Program is an essential part of the City's pavement preventative
maintenance plan to correct minor deficiencies, prevent deterioration and prolong the life
of the pavement in residential areas. This annual program covers the entire city over a
seven-year cycle. This year's program includes the Eastbluff and Santa Ana Heights
communities and the Airport area.
At 10 a.m. on March 26, 2019, the City Clerk opened and read the bids for this project:
The City received multiple bids for this project. The low bidder, Roy Allen Slurry Seal,
Inc., possesses a California State Contractors License Classification "A" as required by
the project specifications. A review of references for Roy Allen Slurry Seal, Inc. shows
satisfactory completion of similar contracts for public agencies.
The low bid was 14 percent above the Engineer's Estimate of $830,000.00. Staff has
reviewed the bids and understands the increased cost. The unit price for a Type 1 slurry
seal has been in the range of $0.09 to $0.13 per square foot with the estimate on this
project at $0.11 per square foot. With the recent rise in oil prices, bids are also pressing
upward. With approximately 3,800,000 square feet of slurry included in this year's project,
a $0.02 per square foot increase over the estimate was the primary reason for the higher
bid.
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BIDDER
TOTAL BID AMOUNT
Low
Roy Allen Slurry Seal, Inc.
$ 946,629.00
2nd
American Asphalt South, Inc.
$ 976,475.00
3rd
Pavement Coatings, Inc.
$ 1,253,600.00
4th
All American Asphalt, Inc.
$ 1,429,840.54
The City received multiple bids for this project. The low bidder, Roy Allen Slurry Seal,
Inc., possesses a California State Contractors License Classification "A" as required by
the project specifications. A review of references for Roy Allen Slurry Seal, Inc. shows
satisfactory completion of similar contracts for public agencies.
The low bid was 14 percent above the Engineer's Estimate of $830,000.00. Staff has
reviewed the bids and understands the increased cost. The unit price for a Type 1 slurry
seal has been in the range of $0.09 to $0.13 per square foot with the estimate on this
project at $0.11 per square foot. With the recent rise in oil prices, bids are also pressing
upward. With approximately 3,800,000 square feet of slurry included in this year's project,
a $0.02 per square foot increase over the estimate was the primary reason for the higher
bid.
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Slurry Seal Program — Award of Contract No. 7432-1 (19R04)
April 23, 2019
Page 3
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; weed
removal and crack sealing; edge grinding; placing asphalt slurry seal; installing new traffic
striping, pavement markings, and raised pavement markers; and other incidental items of
work necessary to complete the work within the Eastbluff and Santa Ana Heights
communities and the Airport area. The Contractor will have forty (40) working days to
complete the work. Public noticing 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, California Code of Regulations, Title 14, Chapter 3, 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
JOHN WAYNE
AIRPORT
NOT TO SCALE
SLURRY SEAL
PROGRAM
LOCATION MAP
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
C-7432-1 1 4/23/2019
ATTACHMENT B
City of Newport Beach
BUDGET AMENDMENT
2018-19
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:
NO. BA- 19BA-043
AMOUNT:j $168,600.00
This budget amendment is requested to provide for the following:
To increase expenditure appropriations from General Fund CIP unappropriated fund balance for the award of contract for
the Slurry Seal Program (19R04).
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object
012 350000
REVENUE ESTIMATES
Ong Object Project
EXPENDITURE APPROPRIATIONS
Org Object Project
01201927 980000 19R04
Signed
Signed:
Financial Approval: F
City Council Approval: City Clerk
Amount
Description Debit Credit
General Fund CIP Fund Balance $168,600.00 "
Description
Description
CIP Slurry Seal Program $168,600.00
* Automatic
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Date
Date
6-5
Increase in Budgetary Fund Balance
ANDX
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 increase expenditure appropriations from General Fund CIP unappropriated fund balance for the award of contract for
the Slurry Seal Program (19R04).
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object
012 350000
REVENUE ESTIMATES
Ong Object Project
EXPENDITURE APPROPRIATIONS
Org Object Project
01201927 980000 19R04
Signed
Signed:
Financial Approval: F
City Council Approval: City Clerk
Amount
Description Debit Credit
General Fund CIP Fund Balance $168,600.00 "
Description
Description
CIP Slurry Seal Program $168,600.00
* Automatic
41 _q-/�
Date
Date
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