HomeMy WebLinkAbout07/15/2008, C5 - MICROSURFACING 2007-08 PROJECT, SPECIFICATION NO. 90809 council "July 15,2008
j Agenda Report �mH C5
C I T Y OF SAN LU I S O B I S P O
FROM: Jay D. Walter, Public Works DirectoroAll�l
Prepared by: Manuel Guzman, Engineer I
SUBJECT: MICROSURFACING 2007-08 PROJECT,SPECIFICATION NO.
90809
CAO RECOMMENDATION:
1. Award a contract to Valley Slurry Seal Company in the amount of$747,077 for the
Microsurfacing 2007-08 Project, Specification No. 90809.
2. Approve the fund transfer amounts of$781,977 from the Street Reconstruction, Resurfacing
and Sealing Master Account, $7,600 from the New Sidewalk installations Account, $10,000
from the Bicycle Facility Improvements Account and$25,000 from the Minor Storm Drain
Facilities Account to the Microsurfacing 2007-08 Project Account.
DISCUSSION
On May 6, 2008, the City Council authorized the invitation for bids for the Microsurfacing Project
Specification Number 90809. The City received two bids which were opened on June 12, 2008.
Roy Allan Slurry Seal Incorporated was the apparent lowest bidder at $684,614. However after
reviewing Roy Allan Slurry Seal bid, an arithmetic error was discovered which increased the bid
amount more than $200,000. The actual lowest bid was received from Valley Slurry Seal Company
in the amount of$747,077.
Both bids received for this project were greater than the Engineer's estimate of$653,000. This
increase in costs is likely due to the rising price of asphalt based products. Because of the volatile
climate for oil prices, staff is recommending awarding this contract to Valley Slurry Seal Company,
the lowest responsible bidder.
In order to try and minimize the impact to Area 1 residents, staff has combined some small
improvements with the microsurfacing work into one project rather than four separate projects.
Minor sidewalk improvements, storm drain modifications, and bicycle improvements that were
already planned for Area 1 are being incorporated with this project, which gets them done sooner
and helps the City by resulting in a lower construction cost when they are part of a larger contract.
No work is being deferred as a result of these fund transfers.
FISCAL IMPACT
The 2007-09 Financial Plan, Appendix B pages 3-178 through 3-182, has identified $1,814,000
available in the 2007-08 FY and $2,428,400 in 2008-09 FY in support of all street reconstruction,
resurfacing and sealing projects. Also available in the 2007-08 fiscal year to support this project
CS-1.
Council Agenda Report—2008 Microsurfacing Project, Specification No.90809
Page 2
are $25,000 for New Sidewalk Installations and $25,000 for the Minor Storm Drain Facilities
project and an additional $10,000 from the Bicycle Facility Improvements project.
Project Cost by Funding Source(2007-08 Fiscal Year)
Street Reconstruction
&Resurfacing Master Bicycle.Facility Total Project
Account New Sidewalk Improv. Storm Drain Costs
Construction: $708,477 $6,600 $7,000 $25,000 $747,077
Contengencies(10%): $71,000 $1,000 $3,000 $75,000
Material Testing: $1,500 $1,500
Printing: $1,000 $1,000
Total Project Budget: $781,977 $7,600 $10,000 $25,000 $824,577
Available Funding: $831,920 525,000 872,100 $15,000
There is currently $1,347,800 in the Street Reconstruction and Resurfacing Master Account;
however $516,000 will be transferred for use by another Street Reconstruction Project, leaving
$831,920 available in the Master Account to support this project. There are sufficient balances
in these accounts to support this request.
Based on the large CIP workload for City inspection staff and the suitability of this project for
contract construction management, staff will utilize the current on-call contract for construction
management and plans to hire Wallace Group, Inc. for this purpose. Because it is an on-call
contract, a purchase order can be processed through the Finance Department for payment.
ALTERNATIVES
Council could choose to defer this work to a later time. If Council were to select this
alternative, it is certain to cost more when it is re bid. Construction prices involving asphalt
products have been rising, and show no sign of leveling off. During the Measure Y campaign,
citizens clearly articulated that a high priority for the added sales tax revenue was street repairs,
and reactivating the neighborhood paving program. This project is the second of two scheduled
to go to construction this summer for Area 1. Extensive discussions are likely to occur about
which projects should be deferred, but awarding this project now makes sense because the design
is complete, we have a bid price within the project budget, and this work was deemed a high
priority for the community.
ATTACHMENTS
1. Bid Summary
2. Council Agenda Report Authorizing Advertising, May 6, 2008
3. Contract Agreement,Valley Slurry Seal Inc.
\\disme'_\PublicWorks\Staff-ReponsAgenda Mi"m\_CARI?00MCM90809 Mimwrfacing 2007-08\90809 Award CAR.doc
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ATTACHMENT 2 PG1
CoUnaL Ms-'-May 6,2008
j aGEnaa Repom 1.Nobe.
CITY OF SAN LU I S OBI S PO
FROM: Jay D. Walter,Public Works Director
Prepared by. Manuel Guzman,Engineer I
SUBJECT: MICROSURFACING 2007-08 PROJECT, SPECIFICATION NO. 90809
CAO RECOMMENDATION:
1. Approve Plans and Special Provisions for the Microsurfacing 2007-08 Project, Specification No.
90809.
2. Authorize staff to advertise for bids and authorize the CAO to award the contract if the lowest
responsible bid is less than or equal to the Engineer's Estimate of$653,000.
3. Approve the transfer of$98,000 from CIP reserve to fund constriction management.
DISCUSSION
Background
The City's Pavement Maintenance Plan (PMP) was adopted by the City Council on April 14, 1998.
The key elements of the PMP include establishment of eight pavement maintenance areas within the
City and a maintenance plan in which each of these eight areas will receive maintenance over an eight-
year period.
With the budget cutbacks of the past few years, the above-mentioned pavement area rotation schedule
was put on hold in 2005. With the passage of Measure Y in November 2006, staff has prepared this
project along with the Street Reconstruction project for bid this summer in response to City Council
and resident's priorities for some of the additional revenues.
The objective of this project is to apply a pavement microsurfacing to all those streets in
Pavement Area 1 that will not be reconstructed or receive an overlay this year as part of the Street
Reconstruction project. In the past, shiny seal has been used by the City in maintaining streets, and
has found to be an effective approach in pavement preservation. This project will use
microsurfacing, a product very similar to slurry seal. One big difference between microsurfacing
and slurry seal is the required curing time. Microsurfacing is a polymer modified cold-mix paving
system that uses a quick set emulsion and can be ready to support traffic much faster than a typical
slurry seal.
In anticipation of this microsurfacing project, the City's Street Maintenance Staff have performed
isolated pavement repairs and crack sealing on the streets included within the scope of this project.
This preparatory work is now complete and will increase the long-tern effectiveness of the
microsurfacing application.
This project also includes the upgrading of three catch basins to the current City standards. Two of
these catch basins are at the intersection of California and Monterey, and the third is near the
CS - �
ATTACHMENT 2 PG2
Council Agenda Report-2008 Microsurfacing Project, Specification No. 90809
Page 2
intersection of California and San Luis Drive. All three catch basins will be sized appropriately for
current drainage requirements and will reduce roadway obstacles to the bicycling community.
Also included with this project is the installation of new sidewalk in front of 1831 Fixlini. Currently a
gap exists between two existing sections of sidewalks. The elimination of this gap and the connection
of the existing sidewalks will allow safer and more convenient pedestrian access.
Construction Contract Management & Inspection
Consistent with the strategy approved by the Council during the 2007-08 mid-year budget review,
we recommend contracting for the construction management for this project. As discussed with
the Council, and largely due to the implementation of Measure Y priorities, the quantity of
scheduled CIP projects in the 2007-09 Financial Plan has increased almost two-fold from previous
years. The 2007-09 Financial Plan addressed this increased workload by providing additional
funding for contract design and contract management resources. While the amount funded for
contract design is adequate, the mid-year budget revealed an underestimation in the amount
needed for contract inspection.
Accordingly, the Council adopted a two-prong strategy in responding to the need for additional
construction management: adding a contract employee for the balance of 2007-09 and assessing
the need for supplemental funding for consultant construction management on a case-by-case
basis as projects are brought forward for approval of plans and specifications.
Based on current City inspection staff workload and the suitability of this project for contracted
construction management, staff is recommending transferring $98,000 from the CIP reserve
account for this purpose. This amount is based on current market rates for contract construction
management at 15% of total project construction costs.
CONCURRENCES
A Notice of Exemption has been filed through the Community Development Department.
FISCAL IMPACT
The 2007-09 Financial Plan identifies $1,814,000 to support all of the 2007-08 Street
Reconstruction, Resurfacing and Resealing projects, $25,000 for New Sidewalk Installations, and
$25,000 for the Minor Storm Drain Facilities project. An additional $10,000 is also available
from the Bicycle Facility Improvements project to fund this project.
Construction management will cost an additional $98,000. Staff is recommending that this work
be funded out of the CIP reserve account, which currently contains a balance of$816,000.
CS - 5
ATTACHMENT 2 PG3
Council Agenda Report-2008 Microsurfacing Project, Specification No. 90809
Page 3
Estimated Project Cost
Construction: $653,000
Construction Contingencies: $69,500
Construction Management: $98,000
Materials Testing: $1,500
Printing: $1,000
Total Cost of Project $823,000
Estimated Project Cost by
Funding Sources
Street
Reconstruction Bicycle
&Resurfacing CIP New Facility
Account Reserve Sidewalk Improv. Storm Drain Total
Engineer's Estimate: $599,500 $98,000 $22,000 $10,000 $21,500 $751,000
Contingencies: $63,000 $3,000 $3,500 $69,500
Material Testing: $1,500 $1,500
Printing: $1,000 $1,000
Total for Construction: $665,000 $98,000 $25,000 $25,000 $823,000
Funds Available: ** $639,000 $816,000 $25,000 $25,000 $25,000
** There is currently $1,370,000 in the Street Reconstruction and Resurfacing Account; however
an estimated $731,000 will be used for the Street Reconstruction Project, leaving an estimated
$639,000 available to support this project. The exact funds available for this project depend upon
the bid prices for the Street Reconstruction project. If additional funds are needed for this project
due to high bids on the Street Reconstruction project, staff is recommending using funds from
year two of the Street Reconstruction and Resurfacing Account to support this project. A budget
transfer of the bid amount plus contingency and testing money will be processed after the bid
opening. This will create a project budget specific to this Microsurfacing project.
ATTACHMENT
Location Map
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
Plans and Specifications
G:\Statf-Repom-Agmd=-Minutes\_CARV008\C[P\90809 Mia wfacing 2007-08\90809-Microsurfacing 2007-08.doc
C5 -cam
ATTACHMENT 3 PG1
CITY OF SAN LUIS OBISPO
CALIFORNIA
AGREEMENT
THIS AGREEMENT,made on this day of ,2008,by and between the City of San Luis Obispo,
a municipal corporation and charter city,San Luis Obispo County,California(hereinafter called the Owner)and
VALLEY SLURRY SEAL COMPANY (hereinafter called the Contractor).
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be performed, shall
provide and fumish all of the labor, materials, necessary tools, expendable equipment, and all utility and
transportation services required to complete all the work of construction of
MICROSURFACING 2007-08,SPEC NO.90809
in strict accordance with the plans and specifications therefor,including any and all Addenda,adopted by the Owner,in
strict compliance with the Contract Documents hereinafter enumerated.
It is agreed that said labor, materials,tools, equipment, and services shall be fumished and said work performed and
completed under the direction and supervision and subject to the approval of the Owner or its authorized
representatives.
ARTICLE Ill, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration for the faithful
performance of this Contract, subject to any additions or deductions as provided in the Contract Documents, the
contract prices as follows:
Item Item Unit of Estimated Item Price Total
No. Measure Quantity (in figures) (in figures)
ROADWAY
1. Microsurfacing Type II TON 1,600 392.77 628,432.00
2. Bike Lane Surface Grind LF 3,500 1.50 5.250.00
3. Blue Reflectorized Raised Pavement EA 74 5.25 388.50
Markers
THERMOPLASTIC TRAFFIC STRIPING-WHITE
4. Pavement Markings(Arrows,Bike SQFT 3,500 2.36 8,260.00
Lane Symbol,etc.)
5. 12"White Crosswalk Line LF 4,380 1.98 8,672.40
6. Parking Tee(Mid and End) EA 205 9.45 1,937.25
7. Detail LF 3,700 0.36 1,332.00
8. Detail 27B LF 5,600 0.31 1,736.00
9. Detail 37B LF 450 0.73 328.50
10. Detail 38 LF 2,400 0.73 1,752.00
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C 5-�
ATTACHMENT 3 PG2
Item Item Unit of Estimated Item Price Total
No. Measure Quantity (in figures) (in figures)
11. Detail 38A LF 1,200 0.83 996.00
12. Detail 38B LF 110 0.83 91.30
13. Detail 39 LF 8,900 0.42 3,738.00
14. Detail 39A LF 2,000 0.42 840.00
15. 4"White Line LF 500 0.42 210.00
THERMOPLASTIC TRAFFIC STRIPING-YELLOW
16. 12"Yellow Cross Line LF 1,000 1.99 1,990.00
17. Detail LF 5,500 0.37 2,035.00
18. Detail 21 LF 600 0.83 498.00
19. Detail 22 LF 3,800 0.89 3,382.00
20. Detail 24 LF 500 0.42 210.00
21. Detai125 LF 1,350 0.42 567.00
22. Detai129 LF 850 1.57 1,334.50
23. Detail 31 LF 2,400 1.57 3,768.00
24. 4"Yellow Line LF 3,300 0.31 1,023.00
25. Remove(E)Drain Inlet and Install EA 1 9,166.00 9,166.00
(N)Catch Basin per Eng.Std.3355
(4'Opening)-California at
Monterey NW Comer
26. Remove(E)Drain Inlet and Install EA 1 9,166.00 9,166.00
(N)Catch Basin per Eng.Std.3355
(4'Opening)-California at San
Luis Dr.NW Corner
27. Remove(E)Drain Inlet and Install EA 1 11,450.00 11,450.00
(N)Catch Basin per Eng.Std.3355
(5'Opening)-California at
Monterey NE Comer
28.. New Sidewalk SQFT 550 12.00 6,600.00
29. AC Curb LF 32 1 872.60 27,923.20
30. Comply with Caltrans LS 1 2,000.00 2,000.00
Encroachment Permit
31. Comply with OSHA Permit LS 1 2,000.00 2,000.00
BID TOTAL: $747,076.65
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ATTACHMENT 3 FG3
Payments are to be made to the Contractor in accordance with and subject to the provisions embodied in the documents
made a part of this Contract.
Should any dispute arise respecting the true value of any work omitted,or of any extra work which the Contractor may
be required to do,or respecting the size of any payment to the Contractor,during the performance of this Contract,said
dispute shall be decided by the Owner and its decision shall be final,and conclusive.
ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the following
documents,all of which are as fully a part thereof as if herein set out in fiill,and if not attached,as if hereto attached:
1. Notice to Bidders and information for bidders.
2. Standard.Specifications,Engineering Standards and Special Provisions.
2. Accepted Proposal.
4. Public Contract code Section 10285.1 Statement and 10162 Questionnaire.
5. Noncollusion Declaration.
6. Plans.
7. List of Subcontractors.
8. Agreement and Bonds.
9. Insurance Requirements and Forms.
ARTICLE IV. It is further expressly agreed by and between the parties hereto that should there be any conflict
between the terms of this instrument and the bid or proposal of said Contractor,then this instrument shall control and
nothing herein shall be considered as an acceptance of the said terms of said proposal conflicting herewith.
IN WITNESS WHEREOF,the parties to these presents have hereunto set their hands this year and date first above
written.
ATTEST: CITY OF SAN LUIS OBISPO
By:
City Clerk Mayor David F. Romero
APPROVED AS TO FORM: CONTRACTOR
By:
City Attorney VALLEY SLURRY SEAL COMPANY
Type/print name and title
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CS-9