HomeMy WebLinkAbout04/20/2010, C10 - LOS OSOS VALLEY ROAD PAVEMENT REPAIR, SPECIFICATION NO. 91004. council Finiiuy Dam 4/20/10
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CITY O F SAN LUIS O B I S P O
FROM: Jay D. Walter, Director of Public Works 7014�
Prepared By- Matt Horn, Supervising Civil Engineer
SUBJECT: LOS OSOS VALLEY ROAD PAVEMENT REPAIR, SPECIFICATION
NO.91004.
RECOMMENDATION
1. Award a contract and authorize the City Manager to execute an agreement with R. Burke
Corporation in the amount of$195,291.50 for construction of the "Los Osos Valley Road
Pavement Repair, Specification Number 91001
2. Authorize the transfer of $100,370 from the Street Reconstruction and Resurfacing
(R&R) Master account to this project's construction account.
DISCUSSION
Background
Recent rains have aggravated road conditions in some areas of the City. The most noticed of
these is the stretch of Los Osos Valley Road (LOVR) between the Highway 101 northbound and
southbound on and off-ramps. While the bridge structure and maintenance is the responsibility of
Caltrans, the pavement on top of the bridge and on the approaches is the responsibility of the
City, per the maintenance agreement in place with Caltrans. Maintenance of the pavement
surface on Caltrans structures by local agencies is a common practice.
The worst areas on LOVR are in the immediate vicinity of both the north and southbound ramps.
This, coupled with the narrowness of the bridge crossing has made repairs difficult. The
condition of the pavement is such that holes are continuing to grow as the pavement overlay
delaminates. Staff has attempted on numerous occasions to place temporary patch material in the
large holes that have developed, but the material has not stayed in place. Traffic volumes have
made any attempts to patch difficult, especially during flagging operations, resulting in danger to
drivers, cyclists, and City maintenance staff.
On March 2, 2010 Staff brought this forward to Council for authorization to advertise a roadway
maintenance project for bid and a project budget was established. Staff worked in conjunction
with a consultant that is currently working on the LOVR interchange project to prepare project
plans, specifications and to obtain the necessary Caltrans encroachment permit for this short turn-
around project. On March 27, 2010 the project was.._publically advertised for bids. On April 6,
2010 the Caltrans Encroachment Permit was approved and bids were opened. All bids were in
excess of the previously approved project budget.
(fl/o -
Los Osos Valley Road Pavement Repair,Specification No.91004 Page 2
Design, Bid and Award
Once Council authorized this project work, staff and consultants began preparing project plans
and scoping the project based on the roadway's needs. Project limits and treatments were
defined and plans were developed. The project is comprised of both a 2" asphalt overlay in areas
near Highway 101 and microsurfacing near South Higuera Street. Staff and consultants believe
that this is the best combination of treatments to maintain the roadway until the LOVR
Interchange projects is built.
Shortly after the bids were opened project quantity issues were discovered. Typically, roadway
projects are bid by the ton of asphalt installed or the square yard of microsurfacing placed and
contractors furnish the City a unit price for that work. Specifically for this project two project
quantity errors were discovered. The project was bid with a quantity of asphalt concrete as 952
tons and 2,452 square yards of microsurfacing placed. These quantities were determined after
bids were opened to more closely be 1,150 tons of asphalt concrete and 7,360 square yards of
microsurfacing. This error most likely occurred due to the speed in which the project plans and
specification were prepared. Typically projects are. reviewed by other engineering design and
construction staff to avoid these types of errors. Time constraints and activities on two other
emergency projects abbreviated the normal review.
Staff is requesting funding to allow the installation of the 1,150 tons of asphalt concrete and
some flexibility to work with the contractor on the microsurfacing portion of the project. After
the contract is awarded, staff will have the ability to negotiate this item in detail with the
contractor and determine if the square yard unit price furnished during bid time for the
microsurfacing will reduce significantly With an increased quantity, or not. Since the
microsurfacing portion of the contract will be completed by a subcontractor, it is possible that the
subcontractor based their.bid on the projectIplans and furnished that information directly to the
prime contractor. If that is correct, that would bring the microsurfacing costs closer to what was
expected. If staff and the contractor are not able to come to resolution on this item, this portion
of the work could be removed from the project and completed with this summer upcoming
microsurfacing work. The project would still move forward to restore the significantly damaged
area of pavement around the interchange.
With the exclusion of the microsurfacing item price, the low bid contractor's unit costs are
appropriate for the type of construction, nighttime working hours and level of traffic control that
will be needed. Staff is recommending award of the contract to R. Burke Corporation, the lowest
bid contractor. R. Burke Corporation would still have been the lowest bid even had the quantities
been correct. Staff has not received any bid protests at this time, nor do they foresee grounds for
a protest.
CONCURRENCE
Community Development has issued a Notice-of-Exemption for this project. A Caltrans
Encroachment Permit has been received for this work. Caltrans has requested that this work be
completed during the night. Engineering staff will work with the Community Development
Department on obtaining approval for night work.
L°/Q X02
Los Osos Valley Road Pavement Repair,Specification No.91004 Page 3
FISCAL IMPACT
The 2009-11 Financial Plan, Appendix B, pages 3-143 through 3-145, identifies $1,825,000 in
the 2009-10 fiscal year for Street R&R construction projects. This amount, in addition to
previous year carry-over funding, brings the current total available in the master account to
$2,319,230. There is sufficient funding in the master account to support this project request.
As part of the March 2, 2010 Council action for this item project funding was established at
$151,500. An additional $100,370 will be required to fully fund this work. Staff recommends
transferring$100,370 from the Street R&R Main account into the project's construction account.
LOVR Pavement Re p. (91004) Budget,
lConstruction: 1 $195,7231
.
Construction Contingencies__ $19,577 j
Additional Contract Quntities: $20,070
Total for Construction: $235,3701
Design& Permitting Assistance: $15,000
Printing. $500
Materials Testing: _ $1,000
Total for other costs: ' $16,500
Total Cost of Project _ $2519870
Available Project Budget — $151,500
Project Budget Shortfall $1003,370
Master Street R&R Account Available Funding (90346)
( $ 2,319,23030
1
ALTERNATIVES
Delay the project. Rehabilitation of this section of roadway could be delayed and the work
completed with other paving work planned to occur this summer. This could reduce the cost by
bidding the work as a part of a larger project. This would result in continued pavement
deterioration and complaints until repairs were made. Maintenance staff has attempted repairs in
the past and cannot rely on the patch material to stay in place.
Reduce Project Scope. Council could award the project to R. Burke Corporation and direct staff
to reduce the project scope to more closely align with the project budget. This level of scope
reduction would include elimination of the microsurfacing and less area of reconstruction. Scope
reduction on this large a scale is not recommended due to the condition and usage of the
roadway. LOVR is a heavily traveled arterial roadway with an asphalt concrete surface that is in
0-lo -3
Los Osos Valley Road Pavement Repair, Specification No.91004 Page 4
poor condition. A reduced sized project will have the same inconvenience factor for the
traveling public, but with a reduced satisfaction level after project completion.
ATTACHMENTS
1. Location Map
2. Bid Summary
3. Contract Agreement. R. Burke Corporation
T:\Council Agenda Reports\Public Works CAR\2010\CIP\91004 LOVR Ovrlay\91004 LOVR Award.doc
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ATTACHMENT
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�— Attachment 3
CITY OF SAN LUIS OBISPO
CALIFORNIA
FORM OF AGREEMENT
THIS AGREEMENT, made on this 20"' day of Aoril , 2010, 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 R. Burke Corporation (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 famish all of the labor, materials, necessary tools,
expendable equipment, and all utility and transportation services required to complete all
the work of construction of
LOS OSOS VALLEY ROAD OVERLAY PROJECT, SPECIFICATION NO. 91004
in strict accordance with the plans and specifications therefore, 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 II, 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)
1. Base Repairs SQFT 2,000 $0.55 $19,500.00
2. Grinding SOYD 9,150 $0.55 $5,032.50
3. 2"AC Overlay Ton 952 $90.00 $85,680.00
4. AC Dike LF 456 $11.00 $5,016.00
5. Microsurfacing SQYD 2,452 $10.00 $24,520.00
6. Striping LS 1 $12,210.00 $12,210.00
7. Hydrant Reflectors EA 3 $11.00 $33.00
8. Utility Adjustments LS 1 $440.00 $440.00
9. Signal Detection LS 1 $16,060.00 $16,060.00
10. Caltrans Permit 8 Traffic Control LS 1 $26,800.00 $26,800.00
BID TOTAL: $ 195,291.50
�.
Attachment 3
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 111, 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 full, 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.
CITY OF SAN LUIS OBISPO,
A Municipal Corporation
Katie Lichtig, City Manager
APPROVED AS TO FORM: CONTRACTOR
C ristine Dietrick Joanne A. Burke
"City Attorney R. Bunce Corporation