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HomeMy WebLinkAbout08/20/1991, C-5 - AWARD OF 1991 STREET CHIP SEAL COAT PROJECT, CITY PLAN NO. R-04A MEEnN IIIN�INIIIUIIIIIII��� gl�plrSanAuffu DATE: CiQ SLuis QB�SpQ Au st 20 1991 Enema COUNCIL AGENDA REPORT NUMBER: FROM: David F. Romero Public Works Director ( Prepared by: Dennis E. Cox, Streets Manage George Bradley, Streets Projects Coordinator SUBJECT: Award of 1991 Street Chip Seal Coat Project, City Plan No. R-04A RECOMMENDATION: Award a contract in the amount of $169 , 000. 00 (based on reduced materials and quantities) , to Harold D. Peterson of Atascadero, California, for the 1991 Street Chip Seal Coat Project, City Plan No. R-04A. Background: On June 18, 1991, City Council approved plans and specifications for the 1991 Street Chip Seal Coat Project and authorized the CAO to award a contract if the lowest responsible bid is within the Engineer' s cost estimate. On July 18, 1991, bids were opened and three contractors submitted bids. Harold D. Peterson submitted the low bid. This bid is $11,700 (6. 9 %) over the engineer's estimate of $170, 000. 00. The increased cost is due to recent increases in rock and a low engineers estimate for thermoplastic striping. Discussion: The Scope of the original project was 10. 9 miles. The goal of the Pavement Maintenance Policy to chip seal 10 miles of streets every year. This has been reduced to 9.9 miles in order to match the funds available. The Streets Pavements Operating Budget includes $164 , 000 for the chip seal project and $7 , 000 for the testing of materials used on the contract. The specifications provide that unit priced bid items may be reduced or increased by 25% without an adjustment of the unit price. The options that were considered by staff to make an award included: A. Award a contract in the amount of $181, 700 for the full scope of 10.9 miles. Funds could come from 1) The General Fund Balance 2) The Streets Division Operating Budgets, or the 3) Pavement Rehabilitation Capital Budget B. A combination of additional funding and scope reduction. C. Fund the project at a reduced scope that is within the available funding. This can be done by eliminating some streets from the program thus reducing materials costs. Cs-/ city of san i.Uls OBlspo T Nii% COUNCIL. AGENDA REPORT Page 2 Fund the complete project and chip seal 10. 9 miles. I General Fund Balance -Funding from this source may bring the fund balance for the General Fund below the goal of 200 (page B-20) i Streets Division Operating Budget - The Streets Pavement Operating Budget has $5, 000 that can be made available by reducing the testing of materials that the contractor furnishes on this project. Samples will be tested at the beginning of the project. Samples will be taken throughout the project but will not be tested unless the chip seal does not perform adequately. i - The Streets General Operating Budget includes $22 , 500 for striping streets. this amount provides for one painting of the lane lines by contract while the City crews paint the lines half a year later. This practice was instituted during the last two year budget in response to the more rapid deterioration of paint that meets today's air quality standard. Use of these funds would eliminate the second painting and decrease the visibility of lines during the winter as the City crews paint the lines in the summer when temporary personnel are added to the crew. - The Streets General Program also has $60, 000 for sidewalk replacement and $20, 000 for cleaning the downtown sidewalks. The $60, 000 in only sufficient to operate the minimum program and the $20, 000 is a new funding for a program that has been transferred from the BIA to the Streets Division. Street Pavement Reconstruction and Resurfacing CIP (page E-8) j - The Pavement Management Policies adopted with the Pavement Management Plan call for the elimination of the backlog of pavement rehabilitation work within 10 years. The funding for Reconstruction and Resurfacing is only sufficient to accomplish this goal. It is I true that Maintenance is the most cost effective use of money for the preservation and rehabilitation of pavements. If it were a question of either or, the chip seal should take precedence over rehabilitation. However, if the capitol program is reduced, the time to eliminate the backlog will be increased beyond 10 years. The $12 , 500 is. not a significant amount. However, care should be taken that a precedence is not set for the transfer of capital funds in the operating budget. Award a project for $164, 000 by reducing the scope of the project to 9.2 miles. I The Policy of Pavement Maintenance calls for to miles of streets to be chip sealed every year. In order to reduce the project to a $164, 000 contract the scope of work would have to be reduced from 10. 9 miles to 9 . 2 miles because the only significant unit price bid items are oil and rock which account for 65% of the total contract. This could be done because the specifications provide that unit -�' '������I±iiili�►' ij�Ill city of san Luis oBIspo COUNCIL AGENDA REPORT Page 3 priced bid items may be reduced or increased by 25% without an adjustment of the unit price. Combination of scope reduction and fund adjustment. (Recommendation) I Each option for making an award requires a deviation from at least one policy goal. In order to stay as close to 10 miles as possibly staff recommends to use the $164, 000 budgeted for Chip Seal„ and $5, 000 of the $7, 000 budgeted for materials testing for a total of $169, 000. Reduce the scope of the project to 9 .9 miles to match the $169, 000 in the Operating Budget. Purchasing Procedure: i The provisions of Purchasing Control Manual Section PC-401-3 apply. i Fiscal Impact: Engineer 's estimate $170, 000. 00 Contingencies $ 5, 000. 00 i The FY 1991-92 budget provides $164 , 000 in the Streets Pavement Operating Budget (pg. D-47) for this project. Attachments: Bid sheet summary Revised bid sheet summary Revised map Contract available for review in Council Office. I i i I j I chip seal\geo se\ R-04ACAO.%-p r g g g g gg g 0 0 o c o o o O W � U a rr 8 $ 8 $ 8 8 8 8 ¢y m W oo vi c o 0 CY CL CCL at uj L ; O 0 � It1 N t0 U a Q w W g ZpQg8 p$p $ $ $ $ C U i+f N cc 0 Lu U 7 a m mLo ul c Q8Q 5Q8� 58� aU z 25 25 LS 0 2S o 0 C to �f t0 W N y CLtoCL 8 8 8 8 8 8 zCL g s g g s s s $ 0 s 0 s d CDCY co W ¢ W CL Ui 88j g �Q$j �QSj g m p r V i7S 3 di w 8 8 8 8 8 8 $ Z v 2:10 � m U fay a y w zlap It= 8 8 8 8 8 8 a. E I I Oi I ? 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