The URL can be used to link to this page

Home My WebLink About06 - Slurry Seal Program — Award of Contract No. 7681-1 (Project No. 20R04)TO: FROM: CITY OF NEWPORT BEACH City Council Staff Report PREPARED BY: PHONE: TITLE: ABSTRACT: April 14, 2020 Agenda Item No. 6 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov Andy Tran, Senior Civil Engineer, atran@newportbeachca.gov 949-644-3315 Slurry Seal Program — Award of Contract No. 7681-1 (Project No. 20R04) Staff has received construction bids for the FY2019-20 Slurry Seal Program and requests City Council's approval to award the construction contract to Roy Allan Slurry Seal, Inc. This year's project covers Harbor View, Newport Ridge and Newport Coast communities and follows the annual concrete repair program that is currently in progress in these communities. RECOMMENDATIONS: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), Class 1 (maintenance of existing public facilities involving negligible or no expansion of use) of the CEQA Guidelines, because this project has no potential to have a significant effect on the environment; b) Approve the project plans and specifications; c) Award Contract No 7681-1 to Roy Allan Slurry Seal, Inc., for the total bid price of $1,082,606.20, and authorize the Mayor and City Clerk to execute the contract; d) Establish a contingency of $54,000.00 (approximately five percent of total bid) to cover the cost of unforeseen work not included in the original contract; and e) Approve Budget Amendment No. 20-042 transferring appropriations of $81,154.00 of Measure M funding from the Bison Avenue Pavement Rehabilitation Project (Account No. 12201-980000-19R21) to the Slurry Seal Program Project (Account No. 12201- 980000-20R04). FUNDING REQUIREMENTS: Upon approval of the proposed budget amendment, sufficient funding is available within the current Slurry Seal Project in the Capital Improvement Program budget for the award of this contract. The recommended Budget Amendment transfers $81,154.00 in unused Measure M funding from the Bison Avenue Pavement Rehabilitation Project (Account No. 12201-980000-19R21) to the Slurry Seal Program Project (Account No. 12201- 980000-20R04). 6-1 Slurry Seal Program — Award of Contract No. 7681-1 (Project No. 20R04) April 14, 2020 Page 2 The project sources are as follows: Account Description General Fund General Fund Measure M Fair Share Fund General Fund (19T03) Proposed uses are as follows: Vendor Roy Allan Slurry Seal, Inc. Roy Allan Slurry Seal, Inc. Geocon West, Inc. Various Account Number 01201927-980000-19R04 01201927-980000-20R04 12201-980000-20R04 01201927-980000-19T03 Total: Purpose Construction Contract Construction Contingency Material Testing Printing & Incidentals Total: $ 1,174,000.00 Amount $ 32,846.00 $ 910,000.00 $ 81,154.00 $ 150,000.00 $ 1,174,000.00 $ 1,174,000.00 Staff recommends establishing $54,000.00 (approximately five percent of total bid) for contingency purposes and unforeseen conditions associated with construction. DISCUSSION: The City uses and incorporates a Pavement Management Program to review, monitor and recommend proper and timely street pavement maintenance, rehabilitation and/or replacement in an effort to keep the overall City street pavement condition at or around an 80 Pavement Condition Index rating, as requested by City Council. As part on this pavement program, the City preforms necessary pavement patching, crack sealing and then applies an asphalt slurry seal coat to all residential and collector streets, as well as City parking lots typically every seven years (the City is divided into seven areas with one being slurry sealed each year). This annual slurry seal project is an important part of the regular pavement maintenance program and extends the life of the pavement (which in turn lowers the overall life cycle cost) as well as improves the look and rideability of the street. At 10 a.m. on March 12, 2020, the City Clerk opened and read the bids for this project: BIDDER Amount $ 1,082,606.20 $ 54,000.00 $ 35,422.00 $ 1,971.80 $ 1,174,000.00 Staff recommends establishing $54,000.00 (approximately five percent of total bid) for contingency purposes and unforeseen conditions associated with construction. DISCUSSION: The City uses and incorporates a Pavement Management Program to review, monitor and recommend proper and timely street pavement maintenance, rehabilitation and/or replacement in an effort to keep the overall City street pavement condition at or around an 80 Pavement Condition Index rating, as requested by City Council. As part on this pavement program, the City preforms necessary pavement patching, crack sealing and then applies an asphalt slurry seal coat to all residential and collector streets, as well as City parking lots typically every seven years (the City is divided into seven areas with one being slurry sealed each year). This annual slurry seal project is an important part of the regular pavement maintenance program and extends the life of the pavement (which in turn lowers the overall life cycle cost) as well as improves the look and rideability of the street. At 10 a.m. on March 12, 2020, the City Clerk opened and read the bids for this project: BIDDER TOTAL BID AMOUNT Low Roy Allan Slurry Seal, Inc. $ 1,082,606.20 2nd All American Asphalt $ 1,199,793.82 3rd American Asphalt South $ 1,221.420.00 4th Pavement Coatings Co. $ 1,349,720.00 The City received four bids for this project. The low bidder, Roy Allan Slurry Seal, Inc., possesses a California State Contractor's License Classification "A", as required by the project specifications. A review of references for Roy Allan Slurry Seal, Inc. shows satisfactory completion of similar contracts for the City and other municipalities. 6-2 Slurry Seal Program — Award of Contract No. 7681-1 (Project No. 20R04) April 14, 2020 Page 3 The low bid was 7% above the revised Engineer's Estimate of $1,010,0001. A review of all the bids shows that the low bid is a fair market price for this contract. The proposed project includes distributing construction notices to affected residents and businesses; clearing existing pavement of debris, soils and other loose materials; removing existing traffic striping, pavement markings, and raised pavement markers; weed removal and crack sealing; edge grinding; placing asphalt slurry seal; placing asphalt 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 Harbor View, Newport Ridge and Newport Coast communities. The project also includes slurry seal coating and striping two large city -owned parking lots; the Police Station and the Central Library/Civic Center. Pursuant to the Contract Specifications, the Contractor will have 40 consecutive working days to complete the work. Since slurry seal material tends to cure more favorably during warmer weather, construction is tentatively scheduled to start in June. However, staff will coordinate with the contractor to start the seal coating and pavement striping of the parking lots in late April in order to complete this work while the parking lots are not in use and prior to summer. Additionally, staff will wait to issue the notice to proceed to start the residential street portion of this project work until after the "Stay at Home" order is lifted so as to reduce conflicts associated with higher than normal daytime residential parking demands associated with the current Global Pandemic. Note'— The published Engineers Estimate in the project bid package was shown as $910,000; however, staff determined after bidding that a portion of the pavement slurry and striping cost was inadvertently excluded from this estimate. The revised Engineer's Estimate is $1,010,000. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), Class 1, (maintenance of existing public facilities involving negligible or no expansion of use),of the CEQA Guidelines, because this project 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 6-3 ATTACHMENT A JOHN WAYNE AIRPORT NOT TO SCALE SLURRY SEAL PROGRAM LOCATION MAP CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-7681-1 1 4/14/2020 0 �EWPoRT ATTACHMENT B City of Newport Beach BUDGET AMENDMENT C"o FOR, 2019-20 BA#. 20-042 Department: PW - General Services ONE TIME: ❑ Yes ❑ No Requestor: Angela Crespi Approvals Prepared by: Walid H ❑ CITY MANAGER'S APPROVAL ONLY (/ Finance Direct Date COUNCIL APPROVAL REQUIRED City Clerk: Date EXPLANATION FOR REQUEST: To transfer expenditure appropriations within the Measure M Fund from the Bison Avenue Pavement El from existing budget appropriations Rehabilitation Project (191321) to the Slurry Seal Program Project. ❑ from additional estimated revenues ❑ from unappropriated fund balance REVENUES Fund # Ora Ohiect Proiect Descrintion Increase or (Decrease) $ Fund # F 1 Project_ Increase or -- t -r-- I -- 4-1 — - 19R21 - 1120R04 _ — _Tescription -__ -__ _ - _l Measure M CIP_ CIP Expenditures For GL — - ($81,154.00)! MCIP Expenditures For GL $81,154.00 - Subtotall $ J Fund # Project_ Increase or (Decrease) $ �Or�_TObject____ X122 112201 ;980000 1122 12201 1980000 - 19R21 - 1120R04 _ — _Tescription -__ -__ _ - _l Measure M CIP_ CIP Expenditures For GL — - ($81,154.00)! MCIP Expenditures For GL $81,154.00 - - -_ _Measure -CIP - - -----rt I 1 -------------- Subtotal $ - 6-5