HomeMy WebLinkAboutStaff Report 3.E 02/25/2019DATE:
TO:
FROM:
SUBJECT:
February 25, 2019
Honorable Mayor and Members of the City Council through City Manager
Dan St. John, F.ASCE — Director, Public Works & Utilities
Jeff Stutsman, P.E. — Senior Civil Engineer, Public Works & Utilities
Resolution Accepting Completion of a Contract for the Airport Preventive
Maintenance Ramp Crack Seal, City Project No. C61501705
RECOMMENDATION
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It is recommended that the City Council approve the Resolution Accepting Completion of a
Contract for the Airport Preventive Maintenance Ramp Crack Seal, City Project No. C61501705.
BACKGROUND
The Airport Pavement Management Program identified a section of the paved airport ramp area
that required pavement crack sealing to extend the remaining life of the asset. The identified area
of the ramp had developed cracks of various sizes due to expansive soil conditions. It was
estimated that 3,000 linear feet of cracks were 2 inches or wider and were leading to failure of
the tarmac asphalt.
Bids for the subject project were opened on August 10, 2017, and on September 18, 2017, the
City Council authorized the award of the construction to American Asphalt Repair and
Resurfacing Company, Inc. of Hayward in the amount of $84,400. Construction began in April
2018 and was completed in September 2018.
DISCUSSION
The project addressed approximately 225,000 square feet of pavement at the western end of the
aircraft parking apron. The work also included re -striping the taxiway markings on the pavement
for the western section. The contract was bid with the intent to fill the smaller cracks with a
rubberized sealing compound while the larger cracks were to be ground out and repaved with 4 -
inch thick hot mix asphalt. However, during construction, the contractor proposed to fill all
cracks with Type I micro -surfacing material and micro -surface the entire tarmac area within the
project limits. The City accepted the proposal because it was a no -cost change and it provided
additional benefits for the entire tarmac. During the project, the contractor rescheduled the work
to accommodate Cal -Fire's use of the airport for wildfire support activities.
The final project amount is $123,429, which includes two change orders. Change order #1 for
$3,000 completed pavement repair work adjacent to the project limits within the airport. Change
order #2 for $15,829 completed crack sealing and micro -surfacing of 9,147 square yards of
hangar area, which was not part of original contract scope. The project was managed and
inspected by Public Works and Utilities engineering staff. There are no outstanding claims or
issues and the contractor performed satisfactorily.
The proposed action meets Council Goals: "Plan for and implement priority capital projects as
funding permits."
FINANCIAL IMPACTS
Council approved the CIP project for $99,400 in the FY 18/19 budget to be funded by the
Airport Enterprise Fund. Actual project costs, summarized below, show an additional $24,029
expended from the Airport Fund. The Airport Qnterprise fund has sufficient fund balance to
cover this increase and therefore it is recommended that this amount be transferred to the CIP
account as part of the year-end budget adjustments.
Phase
Approved Project Budget
Actual Project Budget
Design
$ 3,000
$ 2,200
Legal Services
$ 1,000
-
Administration
$ 1,000
-
Construction Contract
$ 84,400
$ 103,229
Construction Management
$ 4,000
$ 17,000
Contingency
$ 5,000
-
CIP Overheads
$ 1,000
$ 1,000
TOTAL:
$ 99,400
$123,429
SOURCES
Air ort Operating Fund
$ 99,400
$ 99,400
Budget Adjustment
(proposed)
$ 24,029
TOTAL:
$123,429
ATTACHMENTS
1. Resolution
2. Location Map
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Attachment 1
RESOLUTION ACCEPTING COMPLETION OF CONTRACT FOR THE
AIRPORT PREVENTIVE MAINTENANCE RAMP CRACK SEAL,
CITY PROJECT NO. C61501705
WHEREAS, in accordance with 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 Project; and
WHEREAS, the project was advertised on August 3, 2017 and again on August 10,
2017, three (3) bids were received and opened on August 17, 2017 in accordance with applicable
law; and
WHEREAS, the lowest responsible bid for the Project was submitted by American
Asphalt Repair & Resurfacing Co., Inc. from Petaluma, CA for $84,400; and
WHEREAS, by Resolution No. 2017-147, adopted on September 18, 2017, the City
Council found the bid of $84,400 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 $84,400
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 following contract change order (CCO) affecting the project amount
have been approved:
Change Oder Number Description Amount
CC0#1 Pavement Repair $ 3,000.00
CCO#2 Hangar Area Micro -surfacing $15,829.00; and
WHEREAS, the final contract amount, as amended, including all change orders, and
reconciliation of final bid item quantities is $103,229; and
WHEREAS, the project has been inspected and determined to be complete in accordance
with the contract requirements, and the Contractor's continuing warranty and other obligations
pursuant to the contract; and
WHEREAS, based on the foregoing, it is recommended that Council accept the project
on behalf of the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
The contract titled Airport Preventive Maintenance Ramp Crack Seal Project, with
the final contract amount of $103,229, 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.
4. Directs the City Manager to bring a budget adjustment forward with all other budget
adjustments conducted at year-end, adding $24,029 in funding to the CIP project
account from the Airport Enterprise Fund.
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Attachment 2
AIRPORT.
EVENTIVE
MAINTENANCE RAMP CRACK SEAL,
601 SKY RANCH DRIVE
PROJECT NO. C61501705
LOCATION MAP
PROJECTDate :FEBRUARY 25, 201
I City of Petaluma
�)Public••Utilities
'i
Department
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