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Home My WebLink About04/07/2009, C6 - MICROSURFACING 2008-09 PROJECT, SPECIFICATION NO. 90893 J counat April 7;2009 j acEnba RePoRt CITY OF SAN LUIS OBISPO FROM: Jay D. Walter, Director of Public Works Jow Prepared By: Manuel Guzman, Engineer 11 SUBJECT: MICROSURFACING 2008-09 PROJECT, SPECIFICATION NO. 90893 RECOMMENDATIONS 1. Approve plans and specifications for the Microsurfacing 2008-09 Project, Specification No. 90893. 2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if the lowest responsible bid is within the Engineer's Estimate of$704,000. 3. Approve the transfer of$90,000 from the Capital Improvement Project Reserve Account to fund construction management. DISCUSSION 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. A ninth area, the downtown, is designated to receive maintenance on an annual basis. The objective of this project is to apply a pavement microsurfacing to all those streets in Pavement Area 2 that will not be reconstructed or receive an overlay this year as part of the Street Reconstruction project. In the past, slurry seal has been used by the City in maintaining streets, and has been 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. This significantly eases the traffic congestion and inconvenience associated with long road closures. In anticipation of this microsurfacing project, the City's Street Maintenance staff has 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-term effectiveness of the microsurfacing application and reduce the construction costs. This project also includes the replacement and modification'of some storm drain grates located within the project's work limits. Several grates in Pavement Area 2 were identified as roadway obstacles for the bicycling community because the open grid of the grate can catch a narrow bicycle tire.. The grates will be modified to prevent this from occurring. 2008-09 Microsurfacing Project,Spec No.90893 Page 2 Why now? This proposed project is funded from the 2007-09 Financial Plan. The project work will microsurface a majority of the streets in Pavement Area 2. Pavement Area 2 is adjacent to Sinsheimer Elementary School. It is important that this work occurs in the summer season when Sinsheimer Elementary School is out of session. 'If construction occurs during the summer the inconveniences to this facility will be reduced. Also weather is most suitable for this type of work during summer. Temperature requirements for the placing of microsurfacing require that the ambient temperature be at least 466F and rising and that no rain is expected within 24 hours after placement. In previous years, slurry seal and microsurfacing projects have been completed during the summer months. This has resulted in the contractors putting in a full workday, completing the project in less time than estimated and minimizing the overall impact to the City's residents. While the summer months are the most preferable time to complete this type of work,the City will also be constructing 21 other projects between the first of June and the end August 2009. Therefore staff is recommending that this project utilize consultant construction management support. CONCURRENCES A notice of exemption has been filed through the Community Development Department. FISCAL IMPACT There is currently $2,001,100 in the Street Reconstruction & Resurfacing Master Account to support this request for $775,300. An additional $77,000 is available from the Bicycle Facility Improvement project to fund the revisions to the inlet grates. A budget utilizing this funding source will be established following the bid opening to create a project budget specific to this microsurfacing project. The remaining funding is intended for the annual Street Reconstruction Project, also planned for summer construction. The current estimate for that work is $1,200,000. The project budget does not include funding for construction management services; however, based on the expected workload for current City inspection staff during the summer months and the suitability of this project for contracted construction management, staff is recommending adding construction management funds to the project. The work underway this summer is the product of the 2007-09 Financial Plan, which funded a very aggressive Capital Improvement Plan. As the work from the 2007-09 Plan is completed, the need for contract construction management should be reduced and workloads return to prior year levels, which are largely manageable by regular staff resources. Although the current estimates for this microsurfacing project and the upcoming street reconstruction project total close to the available $2,000,000, given the current competitive bidding environment, bids may come in less than the Engineer's Estimate. Staff recommends that if the lowest responsible bid received is lower than the Engineer's Estimate, that the construction management costs for this project be funded by the savings realized in the project account to the largest degree possible. If the bids do not allow for all the funding to come from the project budget, staff recommends the City Council authorize the transfer of funds from the CIP Reserve account for this purpose, up to $90,000. The construction management estimate is 2008-09 Microsurfacing Project, Spec No. 90893 Page 3 based on the costs for construction management of last year's microsurfacing project, which was very similar to this year's project. Currently the CIP Reserve account contains a balance of $239,600. Estimated Project Cost by Funding Sources Street R&R Master CIP Reserve* Bicycle Facility Total Account(90346) (90215) Impr. (90572) Construction Estimate: $702,250 $1,750 $704,000 Contingencies: $70,800 $200 $71,000 Construction Management: $90,000 $90,000 Material Testing: $1,500 $1,500 Printing: $750 $750 Total for Construction: $775,300 $90,000 $1,950 $867,250 Funds Available: $2,005,174 $239,000 $77,000 * As shown above, should bids not allow for full project funding of the construction management, the CIP Reserve would be used, up to a maximum of$90,000. ALTERNATIVE Reduced Construction Management. Council may choose to reduce funding for the construction management of this project regardless of the bid results. This alternative however is not recommended since based on existing staff resources and anticipated workloads during this project, either the niicrosurfacing project or street reconstruction project would have to be reduced so that sufficient staff resources were available for inspection. ATTACHMENT Location Map AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE Plans and Specifications G:\Statf-Reports-Agendas-Minutw\_CAR\2009\CIK90893 Micromrracing 2008-09\90893 CAR Advmise.doc �� 3 ATTACHMENT 9� I z AWiON A I F O q SAMA BARBARAOp� O dti� s�a9 I � GAI ( � r � m � FMILY s L y o p I P�, A H 10F O ZU, p3+ OP✓ m �yGym� P I d�J3' /SG y� q°4N � RpPc� 0111 NAR a JGARIDALDI � qi� �PiU, z MCMILLAN UNC IN ,X1 01 d dti5 e'r'So �ly'S R�� y l�§ \. °moo a cirA oq }n PC a \/ y O CERR17 ` LAWW.LDqg fNryA(giT p 4 I lit o T o o gR�NC a ., NQShHOf dYu,; a A ry° I 0 SYCAMORE I _ S£Rip �O(iNA 1 I ANCq 1 BG -- '� s Du Lr E' � n G()3Q 3 r m G) m orn- z n� 0O D Z 1 yw 2 A � \moo yi9O y opo �2 i 2y P City Of 2008-09 STREET RECONSTRUCTION $ San lU1S OBISPO MICROSURFACING PROJECTS son Luis obispo county, caliJarnia (PAVING AREA 2)