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Home My WebLink About08 - Citywide Slurry Seal ProgramCITY • - - �_ - - 1 NEWPORT BEACH � City Council St..,tt Report Agenda Item No. 8 March 26, 2013 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department David A. Webb, Public Works Director 949 - 644 -3311, dawebbta)newportbeachca.gov PREPARED BY: Alfred Castanon, Associate Civil Engineer 949- 644 -3314, acastanonOa newportbeachca.gov APPROVED:_ v0 TITLE: 2012 -2013 Citywide Slurry Seal Program — Award of Contract No. 5320 ABSTRACT: Staff has received construction bids for the 2012 -2013 Citywide Slurry Seal Program and is requesting City Council's approval to award the contract to Roy Allan Slurry Seal Inc. RECOMMENDATIONS: 1. Approve the project drawings and specifications. 2. Award Contract No. 5320 to Roy Allan Slurry Seal Inc., for the Total Bid Price of $717,720.00, and authorize the Mayor and the City Clerk to execute the contract. 3. Establish a contingency amount of $36,000.00 (5 %) to cover the cost of unforeseen work not included in the original contract. 4. Approve Budget Amendment No. 13BA- 036 transferring $173,741.00 from the Balboa Boulevard & Channel Road Pavement Reconstruction Project - Account No. 7013- C2002058 (General Fund) to Account No. 7013- C2001011 (Citywide Slurry Seal Program). 1 2012 -2013 Citywide Slurry Seal Program Award of Contract No. 5320 March 26, 2013 Page 2 FUNDING REQUIREMENTS: The FY 2012 -13 Capital Improvement Program budget included $635,000,00 for the Citywide Slurry Seal Program. Since the low bid amount exceeds the available funding, it will be necessary to supplement the funding for this project. Staff recommends approval of a Budget Amendment transferring $173,741.00 of surplus funds from the Balboa Boulevard and Channel Road Pavement Reconstruction project (Account No. 7013- C2002058) allocated from the General Fund to the Citywide Slurry Seal Program (Account No. 7013- C2001011). Upon approval of the proposed Budget Amendment, sufficient funding in the following accounts will be available for award of this contract. Account Description General Fund Proposed uses are as follows:. Vendor Roy Allan Slurry Seal Inc. Roy Allan Slurry Seal Inc. GMU Geotechnical, Inc. Various DISCUSSION: Account Number 7013- C2001011 Total: Purpose Construction Contract Construction Contingency Geotechnical Services Printing & Incidentals Tota I: Amount $ 774,570.00 $ 774,570.00 Amount $ 717,720.00 $ 36,000.00 $ 19,850.00 $ 1,000.00 $ 774,570.00 At 10:00 a.m. on March 12, 2013, the City Clerk opened and read the following bids for this project: The low total bid amount is 10 percent above the Engineer's Estimate of $645,000.00. This difference is primarily due to recent increases in the price of crude oil which is the major component of asphalt slurry seal. The bids also include an item for pavement striping and markings which was higher than the estimated amount. Staff will be adjusting future Engineer's Estimates to reflect the current price of oil based products. W BIDDER TOTAL BID AMOUNT Low Roy Allan Slurry Seal Inc. $797,720.00 2 American Asphalt South, Inc. $728,400.00 3 VSS International, Inc. $747,800.00 4 All American Asphalt $896,250.00 5 Intermountain Slurry Seal, Inc, $932,425.00 6 Pavement Coatings Company $1,003,500.00 7 Doug Martin Contracting Company, Inc. $1,084,697.00 The low total bid amount is 10 percent above the Engineer's Estimate of $645,000.00. This difference is primarily due to recent increases in the price of crude oil which is the major component of asphalt slurry seal. The bids also include an item for pavement striping and markings which was higher than the estimated amount. Staff will be adjusting future Engineer's Estimates to reflect the current price of oil based products. W 2012 -2013 Citywide Slurry Seal Program —Award of Contract No. 5320 March 26, 2013 Page 3 The low bidder, Roy Allan Slurry Seal Inc., possesses a California State Contractors License Classification "A" as required by the project specifications. A check of the contractor's references indicates satisfactory completion of similar projects for the City of Newport Beach and other public agencies. The work necessary to complete this contract consists of distributing construction notices to affected businesses and residents, clearing existing pavement surfaces of debris, soils, and other loose materials, removing existing traffic striping, pavement markings, and raised pavement markers, crack sealing, placing emulsion aggregate slurry seal and sealcoat, installing new traffic striping, pavement markings, and pavement markers, and other incidental items of work necessary to complete the work in place. Pursuant to the Contract Specifications, the Contractor will have 55 consecutive working days to complete the work. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act ( "CEQA ") pursuant to Section 15302 (replacement of existing facilities involving negligible 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). The Notice Inviting Bids was advertised in the City's official publication and in construction industry publications. Submitted by: David A. Webb Public Works Director Attachments: A. Location Map B. Budget Amendment 3 ATTACHMENT A z � JOHN ^WAYNE VICINITY MAP NOT TO SCALE O PROJECT LOCATION 11 a Po.06O- 30-013 s crm T CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT 2012 -2013 CITYWIDE SLURRY SEAL PROGRAM APPROVED SENIOR CIVIL GINEER DATE R.C.E. 70740 N.T.S. I 1 OF 21 C -5320 I R- 6034 -S City of Newport Beach BUDGET AMENDMENT 2012 -13 EFFECT ON BUDGETARY FUND BALANCE: Description Increase Revenue Estimates PX 7013 Increase Expenditure Appropriations AND Account Number Transfer Budget Appropriations SOURCE: Division Number 7013 from existing budget appropriations Account Number from additional estimated revenues Slurry Seal Program $173,741.00 from unappropriated fund balance EXPLANATION: NO. BA- 13BA -036 AMOUNT: 5173,7a1.00 Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance X No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To transfer expenditure appropriations from the Balboa Boulevard & Channel Road Pavement Reconstruction Project account to the 2012 -13 Citywide Slurry Seal Proram account. Bids were higher than projected due to recent increases in the price of crude oil, which is a major component of asphalt slurry seal. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Amount Description Debit Credit Description Division Number Account Number Division Number Account Number Automatic System Entry. Signed: ;— aD -1 (Y� Fina anal Approval: Finance Date Signed: :•`cam — . :�E_��at� ri� 7,u�t'2 Administrative Approval: City Manager l� Date Signed: City Council Approval: City Clerk Date Description Division Number 7013 Street Account Number C2002058 Balboa /Channel Pavement Reconstruction $173,741.00 Division Number 7013 Street Account Number C2001011 Slurry Seal Program $173,741.00 Division Number Account Number Division Number Account Number Automatic System Entry. Signed: ;— aD -1 (Y� Fina anal Approval: Finance Date Signed: :•`cam — . :�E_��at� ri� 7,u�t'2 Administrative Approval: City Manager l� Date Signed: City Council Approval: City Clerk Date