HomeMy WebLinkAboutStaff Report 3.D 01/07/2019VZW
DATE: January 7, 2019
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: D - hn ASCE —Director, Public Works &Utilities
�Jeff , P.E. — Senior Civil Engineer
SUBJECT: Resolution Accepting Completion of the Pavement Restoration 17/18 Project by
American Asphalt Repair and Resurfacing Company, Inc.
RECOMMENDATION
It is recommended that the City Council approve the Resolution Accepting Completion of the
Pavement Restoration 17/18 Project by American Asphalt Repair and Resurfacing Company,
Inc.
BACKGROUND
The Street SaverTM pavement management system was used to evaluate road conditions in the
City and prioritize maintenance and rehabilitation priorities under a regional Metropolitan
Transportation Commission program. Priority streets are cross-referenced with the City's other
street maintenance projects, the City's pavement crack sealing program, development projects,
and proposed PG&E and outside utility work to assure that new or nearly new pavement is not
impacted by other planned projects. Streets selected for rehabilitation are clustered to improve
efficiency for the contractor resulting in more competitive pricing.
Bids for the subject project were opened on March 8, 2018, and on April 16, 2018, the City
Council authorized the award of the construction to American Asphalt Repair and Resurfacing
Company, Inc. of Hayward in the amount of $1,032,097.07. Construction began in July 2018 and
was completed in October 2018.
DISCUSSION
Pavement rehab prescription used in this project included high volume slurry seal, asphalt dig
outs, and pavement overlay methods. To reduce contract costs, many of the pavement cracks
were sealed by City crews under the preventative maintenance program prior to the contracted
paving work. The project scope included new sidewalks, curbs, and gutters, two driveways, four
truncated domes, and fourteen new curb ramps totaling $202,644.25. These improvements were
part of the separate CIP project for Downtown ADA Improvements (C1651602), and the related
contract work was accounted for in the ADA project.
The Pavement Restoration FY 17/18 project is partially funded by Senate Bill 1, known as the
Road Repair and Accountability (RMRA) Act of 2017. Funding is intended to address basic road
maintenance and rehabilitation, and critical safety needs on state, local, and regional road
systems. On October 2, 2017, Resolution 2017-156 N.C.S. approved the proposed project list for
RMRA and revised the project budget accordingly.
The project resurfaced the following streets:
Street
From
To
Paving Method
4th Street
D Street
B Street
Grind and Overlay
6th Street
Liberty Street
D Street
Grind and Overlay
Adrienne Drive
Kresky Way
Lindberg Lane
High Volume Slurry Seal
Atlantic Court
Lombardi Avenue
End
High Volume Slurry Seal
Caulfield Lane
St Francis Drive
Lakeville Street
High Volume Slurry Seal
/ Grind and Overlay
Corona Road
Hwy 101
McDowell Blvd S.
High Volume Slurry Seal
Grant Street
I Street
Mountain View Ave
High Volume Slurry Seal
I Street
Petaluma Blvd S
City Limits
High Volume Slurry Seal
Lindberg Way
Saint Francis Dr
McDowell Blvd S.
High Volume Slurry Seal
Lombardi Avenue
Saint Francis Dr
Lombardi Court
High Volume Slurry Seal
Madison Street
Arlington Drive
Lakeville Street
High Volume Slurry Seal
Olive Street
I Street
Mountain view Ave
High Volume Slurry Seal
S. McDowell
Blvd. Extension
Lakeville Hwy
Bridge
High Volume Slurry Seal
St. Francis Drive
Lindber lane
Lombardi Avenue
High Volume Slurry Seal
The final construction cost is $1,075,210.24 which includes all overruns, under runs and three
change orders totaling $ 252,265.89. The three change orders are $214,096.93 for the addition of
Caulfield Lane, $26,204.16 for improvements at the Community Center Upper Parking Lot and
$11,964.80 to upsize the width of the striping from 4" to 6". The original scope of streets was
decreased due to the removal of various streets because of current and upcoming utility projects.
These project underruns totaled to $209,152.72
The project was managed and inspected by Public Works and Utilities engineering staff with
assistance by an outside consultant for material testing. The contractor performed satisfactorily
and there are no outstanding claims. The proposed action meets Council Goal: "Plan for and
implement priority capital projects as funding permits."
FINANCIAL IMPACTS
Council approved a project budget of $1,291,124 from the Street Maintenance fund, which
includes RMRA funding. Actual project costs totaled $1,158,710.24 as summarized below:
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FY 17/18 Adopted Budget & Adjustments
CIP 16101823 Pavement Restoration
FY17/18
Uses
Approved
Project
Budget
Actual
Project
Planning and Environmental
$
1,000
$
1,000
Design (City Staff)
$
45,000
$
45,000
Legal Services
$
1,000
$
0
Administration
$
2,000
$
500
Construction Contract (low bid)
$
1,032,097
$1,0751210
Construction Management & Inspection
$
70,000
$
35,000
Contract Contingency
$
138,027
$
0
CIP Overheads
$
2,000
$
2,000
Total
$1,291,124
$1,158,710
Funding Source
Street Maintenance RMRA- SB 1)
$
341,124
$
357,087
Utility Pavement Fees Water
$
435,000
$
427,018
Utility Pavement Fees Sewer
$
315,000
$
307,019
CIP C16501602
$
200,000
$
200,000
Total
$1,291,124
$1,291,124
The funds remaining in the project account, in the amount of approximately $132,414, will be
returned to Street Fund for use on the next Pavement Restoration project.
ATTACHMENTS
Resolution
Attachment 1
RESOLUTION ACCEPTING COMPLETION OF
THE PAVEMENT RESTORATION 17/18 PROJECT TO
AMERICAN ASPHALT REPAIR AND RESURFACING COMPANY, INC.
WHEREAS, in accordance with Section 68 of Article X of the City of Petaluma Charter
and Municipal Code, California Public Contract Code Section 20162 and other applicable law,
City staff prepared construction bid documents and solicited bids for the Pavement Restoration
17/18 project (Project); and
WHEREAS, the Project was bid on January 18, 2018, and four (4) bids were received
and opened on February 8, 2018 in accordance with applicable law; and
WHEREAS, the lowest responsible bid for the Project was submitted by American
Asphalt Repair and Resurfacing Company, Inc. from Hayward, CA for $1,032,097.07; and
WHEREAS, by Resolution No. 2018-058, adopted on April 16, 2018, the City Council
found the bid of $1,032,097.07 for the Project to be the lowest responsive bid; awarded the
Project to American Asphalt Repair and Resurfacing Company, Inc.'s in the amount of
$1,032,097.07 conditioned on their timely execution of the Project contract and submittal of all
required documents, and authorized and directed the City Manager to sign the Project contract on
behalf of the City; and
WHEREAS, the initial scope was reduced by $209,152.72; and
WHEREAS, the following contract change orders (CCO) affecting the Project amount
were approved:
Change Order Number
CCO#1
CCO#2
CCO#3
Description
Addition of streets
Addition of streets
Striping Changes
Total Change Orders
Amount
$ 214,096.93
$ 26,204.16
$ 11,964.80
$ 252,265.89; and
WHEREAS, the final contract amount, as amended, including all adjustments, change
orders and bid quantity overruns and underruns, is $1,075,210.24 and is within the approved
Project budget; and
WHEREAS, the Project was inspected and determined to be complete with the contract
requirements, and the Contractor's continuing warranty and other obligations pursuant to the
contract; and
WHEREAS, based on the foregoing, staff recommends acceptance of the Project on
behalf of the City.
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NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. The contract titled Pavement Restoration 17/18 Project, with the final contract
amount of $1,075,210.24, is accepted as complete, subject to the Contractor's
continuing warranty and other obligations pursuant to the contract.
2. The City Clerk is hereby authorized and directed to file a Notice of Completion
concerning the Project with the Sonoma County Clerk's Office within 10 days of the.
date of this Resolution.
The Public Works and Utilities Director is hereby authorized and directed to release
all undisputed retention not subject to pending change orders within 60 days of the
date of this Resolution and in accordance with the terms of the Project contract,
California Public Contract Code Section 7107, and applicable law.
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