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Home My WebLink About04/21/2009, C5 - STREET RECONSTRUCTION 2008-09 PROJECT, SPECIFICATION NO. 90892 i council April 21,2009 j ac,Enaa REpoin 1�N.mb� �s CITY OF SAN LUIS OBISPO FROM: Jay D. Walter, Director of Public Works 9D Prepared By: Manuel Guzman, Engineer II SUBJECT: STREET RECONSTRUCTION 2008-09 PROJECT, SPECIFICATION NO. 90892 RECOMMENDATION I. Approve plans and specifications for the Street Reconstruction 2008-09 Project; Specification No. 90892. 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 $1,220,524 ($1,117,324 General Paving Fund, $61,600 Water System Improvements and $41,600 Collection System Improvements). 3. Approve the use of Capital Improvement Project Reserve Account funds in an amount not to exceed $62,000 to fund construction management and inspection services. DISCUSSION The City's Pavement Maintenance Plan (PMP) was adopted by the City Council on April 14, 1998. Two key elements of the PMP are the establishment of nine principal areas within the City, and a plan in which each of these areas will receive maintenance every eight years through a rotating schedule, with the ninth area, the downtown, being handled on a coordinated basis with other work in the same area, rather than on a fixed schedule. Beginning in 1998-99 pavement maintenance work began in Pavement Area 1 and was performed annually through 2005 in each of the eight outlying areas. This is a revolving schedule, meaning that once work was completed in Pavement Area 8, work could then resume the following year in Area 1. Last year, Applied Research Associates, Inc. (ARA), a private consulting firm specializing in pavement design and deflection testing, was awarded.a contract for pavement engineering services. ARA performed testing of streets in Pavement Areas 1 and 2 that had already been selected for rehabilitation based on the City's PMP. ARA conducted testing using the Falling Weight Deflectometer (FWD) method, a nondestructive testing method of determining a street's structural integrity. ARA issued its findings in a report which presented the test results and design recommendations. This information is used by staff to make decisions on what type of maintenance treatment is applied to each street. Appling the correct maintenance treatment is the most cost effective way to increase street service life. The Public Works Department uses a computer program called MicroPaver to assist in pavement management. One of the features of MicroPaver is the ability to generate a work plan showing how CS Council Agenda Report-Street Reconstruction 2008-09 Project, Specifications No.90892 Page 2 to spend pavement maintenancedollars in the most effective manner. Recommendations by MicroPaver are based on the existing pavement materials, maintenance history and condition information provided by the pavement testing work, such as that completed by ARA. MicroPaver calculates the Pavement Condition Index (PCI.) The PCI is a numeric value ranging from 0400. A high PCI indicates a road in good to excellent condition, while a low PCI indicates a road in poor condition. This information assists staff in making final decisions on project scope: The Street Reconstruction and the Microsurfacing projects of this year which are being administered in two separate contracts will eventually overlay or microsurface most of the streets in Pavement Area 2. See Attachment. The objective of this year's Street Reconstruction Project is to overlay with new asphalt selected streets in Pavement Area 2. Water and Sewer funds will contribute a portion to the paving projects to raise water valve wells and sewer manholes to the new finished street surface. This project also includes the localized repair of curb and gutter in front of 1435 Tanglewood Drive and 3632 Lawnwood Court. In both locations trees have lifted the curb and gutter resulting in poor street drainage. The driveway ramp at 1375 Oakwood Court will also be repaired. The settlement of the curb and gutter at 1375 Oakwood Court has lead to the partial collapse of the driveway ramp. Neglecting repairs of the curb and gutter and the driveway ramp could result in water ponding and could significantly reduce the service life of the new paving surface. Americans with Disability Act (ADA) assessable curb ramps required by law for street reconstruction work are already underway in Pavement Area 2 under separate contract, so as to be completed prior to the street reconstruction project. Timing and Coordination To minimize the impact of construction staff has worked with the Post Office on Dalidio Drive and San Luis Obispo High School to determine the least disruptive approach to completing this project. The project has been prepared to complete all work items on streets adjacent to the San Luis Obispo High School when school is out of session. Work hours on Dalidio Drive have also been restricted. Work on Dalidio will occur on Sunday's from 10 a.m. to 7 p.m. This would allow the contractor to work a 9-hour workday with fewer interruptions since on Sunday's the Post Office is closed to the public. It is critical that this work occurs in the summer season when the San Luis Obispo High School is out of session, to reduce impacts to the facility. Also, weather is most suitable for this type of work during summer. Temperature requirements for the placing of asphalt require that the ambient temperature be at least 50°F and rising. CS��— I i Council Agenda Report—Street Reconstruction 2008-09 Project, Specifications No. 90892 Page CONCURRENCES A notice of exemption has been filed through the Community Development Department. FISCAL IMPACT There is currently $1,995,900 in the Street Reconstruction & Resurfacing Master Account to support this request for$1;220,524. However, staff anticipates that $775,300 will be used for the Microsurfacing project within the 2009-10 fiscal year, leaving an estimated $1,220,600 available to support this project. The exact funds available for this project depend upon the bid prices for the Microsurfacing project, expected to open bids in early May. A budget transfer will be processed after the bid opening to create a project budget specific to this Street Reconstruction project. 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 Financial Plan is completed, the need for contract construction management should be reduced as workloads return to prior year levels, which can be largely managed by regular staffing resources. The current estimates for this street reconstruction project and the upcoming microsurfacing project combined is near the available balance of the Street Reconstruction &Resurfacing Master Account. Given the current competitive bidding environment, it is likely that bids may be received totaling less than the estimate. Staff recommends that should the lowest responsible bid be below 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 Capital Improvement Project (CIP) Reserve account for this purpose, up to $62,000. Currently the CIP Reserve account contains a balance of$239,600. The construction management estimate is 5% of the project's estimated construction costs and less than the typically budgeted 15%. A recently retired City staff person is currently under contract to complete construction inspection and management. Staff anticipates use of this resource will likely result in a 10% cost savings to the City over the use of traditional consultant services. There will be additional benefit in that regular staff will not be needed for oversight or general paperwork processing due to this person's experience with the City. Gs'-3 I Council Agenda_Report—Street Reconstruction 2008-09 Project, Specifications No. 90892 Page 4 Estimated Project Cost Construction: $1,220,524 Construction Contingencies: $122,052 Materials Testing: $3;000 Printing: $750 Total Cost of Project $1,346,326 Estimated Project Cost by Funding Sources Street R&R Master CIP Reserve* Water Fund Sewer Fund Account(90346) (90215) Dist. (90227) Dist._(90239)_ Total Engineer's Estimate: $1,117,324 $0 $61,600 $41,600 $1,220,524 Contingencies: $111,732 $0 $6,160 $4,160 $122,052 Construction.Management: $0 $62,000 $0 $0 $62,000 Material Testing: $3,000 $0 $0 $0 $3,000 Printing: $750 $0 $0 _ ,$0 $750 Total for Construction: $1,232,806 $62,000 $67,'760 $45,760 $1,408,326 Funds Available: $2,001,100 $239,000 $774,581 $1,121,479 * 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$62,000. ALTERNATIVE Reduced Construction Management Council may choose to reduce or not approve funding for the construction management of this project regardless of the bid results. This alternative is not recommended because limited staff resources and anticipated workloads during this period, would require the microsurfacing project, street reconstruction project or some other CIP project to be deferred so that sufficient staff resources were available for inspection. ATTACHMENT Location Map AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE Plans and Specifications G:`StaR-Reports-Ag®da Minuts\_CAR2009�C[P\90892 Street Reconstruction 2008-09\90892 CAR Advertise.doc AWTON c R 9 I n TEIR F; 0 8 SAMA BARBARAOp� O a� 6y m A I � r cqi MILY a i !GP r CAIL Ay =o ° ¢f H !Dl ONLEVAR = \" J GARIBALDI i a DEL CAMPO �O MCAIILLAN C L � j \j Yo\'l, a ay'�� m%ryOq tis ' a°) o� e LRr "y w J2�2� �) A O 2 \ ) O \/ LAYINI,O 'Efiy No R/c 0oa GqF a CER IT v ' g SpR S a SYCAMORE cuu, I - I m G) 56 33z fA� T O n yN rl. S � °D �y2y i P - D Of n city o f 2008-09 STREET RECONSTRUCTION & San lues oBispo MICROSURFACING PROJECTS z san luis obispo counhj, califmia (PAVING AREA 2)