HomeMy WebLinkAboutCC 2025-04-08_09h 2024 Street Repair Testing and InspectionItem 9.h.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Director of Public Works
BY: Shannon Sweeney, City Engineer
SUBJECT: 2024 Street Repair Testing and Inspection Contract Amendment
DATE: April 8, 2025
RECOMMENDATION:
Authorize the City Manager to execute an amendment to the existing special testing and
inspection Purchase Order (Purchase Order No. 2025112) with Pavement Engineering,
Inc.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The original Purchase Order with Pavement Engineering, Inc. (PEI) totaled $95,195. An
increase in compensation of $10,000 results in a total contract price of $105,195.
$150,000 was budgeted in Fiscal Year 2024-25 for testing associated with the 2024 Street
Repairs Project. Sufficient funds are available for this amendment.
BACKGROUND:
On September 10, 2024, staff issued a request for scope and fee proposals to the five
companies listed on the City’s on-call list for firms that offer material testing and
evaluation, to provide special inspection and testing for the 2024 Streets Repairs Project.
Proposals were received from two firms, ranging from $95,195 to $154,673. Staff issued
a purchase order in the amount of $95,195 to the low bid, PEI, on December 4, 2024.
ANALYSIS OF ISSUES:
During the course of the project and through the asphalt materials testing process, it was
necessary for PEI to perform supplemental testing to confirm satisfactory compaction
requirements and specifications, including quality, durability, and performance. This is a
common occurrence due to variation in the asphalt plant batch processing.
In addition, the City added two locations to be paved as part of this project using project
contingency funding. Plata Road was added to the project due to its close proximity to
other street repair work and poor conditions as compared to adjacent streets. Fair Oaks
Avenue between Valley Road and California Street was added to accommodate the traffic
Page 75 of 220
Item 9.h.
City Council
2024 Street Repair Testing and Inspection Contract Amendment
April 8, 2025
Page 2
circle to be installed in front of Arroyo Grande High School in April, which is connected to
a traffic calming plan for the Traffic Way Bridge Replacement Project. PEI’s services are
required for special testing and inspection at these additional locations.
This additional work is estimated to cost $10,000. City staff have determined that this
additional expense is necessary and reasonable.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve amendment;
2. Reject amendment; or
3. Provide other direction to staff.
ADVANTAGES:
Approving this project budget amendment provides for continued special inspection for
repairs on streets that have been added to the 2024 Street Repairs Project, including
Plata Road and Fair Oaks Avenue between Valley Road and California Street. This
special inspection has been critical in ensuring that the contractor provides adequate
compaction of material for long-term structural integrity of the street.
DISADVANTAGES:
None identified.
ENVIRONMENTAL REVIEW:
Approving this amendment is not a project subject to the California Environmental Quality
Act (“CEQA”) because it has no potential to result in either a direct, or reasonably
foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§
15060, subd. (c)(2)-(3), 15378.)
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
ATTACHMENTS:
1. Proposed Amendment 1
2. PEI Purchase Order
Page 76 of 220
ATTACHMENT 1
AMENDMENT NO.1 TO PAVEMENT ENGINEERING PURCHASE ORDER
This Amendment 1 ("Amendment") to the Purchase Order by and between PAVEMENT
ENGINEERING, INC. ("Consultant") and the CITY OF ARROYO GRANDE, a Municipal
Corporation ("City"), dated December 4, 2024 (“Purchase order,” Purchase Order No.
2025112) is made and entered into this 8th day of April, 2025.
WHEREAS, On September 10, 2024 staff issued a request for scope and fee proposals
to the five companies listed on the City’s on-call list for firms that offer material testing and
evaluation, to provide special inspection and testing for the 2024 Streets Repairs Project ;
and
WHEREAS, Proposals were received from two firms, ranging from $95,195 to $154,673 ;
and
WHEREAS, the City issued a Purchase Order to the Consultant for special inspection and
testing services for the 2024 Street Repairs Project ("Contract") in the amount of $95,195;
and
WHEREAS, additional materials testing was performed to address poor compaction
results, which identified some materials that did not meet project specifications; and
WHEREAS, City staff increased project scope by adding two additional locations to the
project; and
WHEREAS, the consultant submitted a revised cost proposal (Attachment 1) for an
additional $10,000 to accommodate the extra testing and added project scope ; and
WHEREAS, the parties desire to amend PEI’s Purchase Order as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. The above recitals are true, correct and are incorporated herein by reference.
2. Amend the Purchase Order to increase the total not-to-exceed amount from $95,195
by $10,000 for a new total not-to-exceed amount of $105,195.
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ATTACHMENT 1
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Amendment the
day and year first above written.
CITY OF ARROYO GRANDE: CONSULTANT:
___________________ ______
MATTHEW DOWNING, CITY MANAGER JOE RIRIE
joer@pavementengineering.com
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO FORM:
__________________ _______
ISAAC ROSEN, CITY ATTORNEY
Page 78 of 220
ATTACHMENT 1
Attachment 1
Revised Cost Proposal
Page 79 of 220
March 20, 2025 MP25-203
Shannon Sweeney
City Engineer
City of Arroyo Grande
300 E. Branch Street
Arroyo Grande, CA 93420
Subject: Additional Services – Quality Assurance Services for the 2024 Street
Repairs Project, PW 2024-01
Dear Shannon:
We appreciate the confidence you have in our services and look forward to continuing to
work with you on the subject project. This proposal outlines our additional services and
fees.
Description of Services
Pavement Engineering Inc. (PEI) is already under contract to provide quality assurance
services to the City as outlined in our proposal (MP24-524).
As discussed, it has become necessary to increase the material testing and inspection
hours to properly monitor the contractor and verify that the product being placed will
provide the anticipated design life. Additionally, we have been requested to provide
inspection and material testing for the overlay being placed on Fair Oaks Avenue in front
of the High School to facilitate the placement of the traffic circle. We anticipate eight (8)
additional HMA Mix Tests and fourteen (14) additional inspection hours. For the work on
Fair Oaks Avenue, we are assuming a 14 hour paving day with overtime. The following
provides a fee breakdown:
Additional Quality Assurance Services Rate Hours Total
HMA Mix Tests $675 8 $5,400
HMA Inspector $155 8 $1,240
HMA Inspector (Overtime) $190 4 $ 760
HMA Inspector (Double Time) $220 2 $ 440
Equipment / Vehicle Usage $180 1 $ 180
Project Management/Engineering Oversite $270 2 $ 540
QA Manager/Engineer $180 8 $1,440
Estimated Fee for Task 2: $10,000
"Attachment 1"
Page 80 of 220
Shannon Sweeney, P.E.
MP25-203
March 20, 2025
Page 2
Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-203\MP25-203.docx
Please feel free to contact myself at (805) 781-2265 with any questions or comments.
Very truly yours,
PAVEMENT ENGINEERING INC.
Joseph L. Ririe, P.E.
Senior Principal Engineer
Attachments: Proposal Conditions
pc: 240405
C File
M File
Page 81 of 220
Shannon Sweeney, P.E.
MP25-203
March 20, 2025
Page 3
Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals2025\MP25-203\MP25-203.docx
PROPOSAL CONDITIONS
1. Proposal is valid for thirty days from the date of the proposal.
2. All work shall be performed utilizing common methods and practices of the civil
engineering profession. Reports and construction documents will be signed by a
registered civil engineer.
3. Fees for Lump Sum or Unit Price Proposals will be charged at the quoted price.
The quoted prices include all laboratory testing costs. Fees for Engineering and
Technical Services on a Time and Materials Basis will be charged at the
applicable hourly rates of the current PEI Fee Schedule.
4. The proposal is based upon providing liability insurance with limits up to
$2,000,000.
5. One copy of an Engineering Report or Plans and Specifications will be provided
to the Owner of a project. Additional copies are $35 each.
6. Payment: Invoices will be submitted at the completion of the work for
Engineering Reports. Inspection fees will be invoiced monthly. All invoices are
due upon receipt. Interest of 1-1/2% per month (but not exceeding the maximum
rate allowable by law) will be payable on any amounts not paid within 30 days,
payment thereafter to be applied first to accrued interest and then to the principal
unpaid amount. Attorney’s fees or other costs incurred in collecting any
delinquent amount shall be paid by the client.
Page 82 of 220
Vendor
Bill To
Fiscal Year
Department
Purchase Order Date
Purchase Order Number
Payment Terms
Ship To
VENDOR PHONE NUMBER REQUISITION NUMBERVENDOR NUMBERVENDOR EMAIL DELIVERY REFERENCEREQUISITIONER NAME
NOTES
ITEM # DESCRIPTION QUANTITY UOM UNIT PRICE EXTENDED PRICE
GL #:
Purchase Order
111410
PAVEMENT ENGINEERING INC
3485 SACRAMENTO DR, STE A
SAN LUIS OBISPO, CA 93401-7156
CITY OF ARROYO GRANDE
ACCOUNTS PAYABLE
300 EAST BRANCH STREET
ARROYO GRANDE, CA 93420
(805) 473-5436
AP
02025112
PUBLIC WORKS
12/04/2024
THIS NUMBER MUST APPEAR ON ALL INVOICES,
PACKAGES, AND SHIPPING PAPERS.
30 Days
Page 1 of 12025
CITY OF ARROYO GRANDE
CORPORATION YARD
1375 ASH STREET
ARROYO GRANDE, CA 93420
CY
CITY OF ARROYO GRANDE
300 E. BRANCH STREET
ARROYO GRANDE, CA 93420
Shannon Sweeney250124111410
1.0000 EACH $95,195.0000 $95,195.00PW 2024-01 Streets special inspection/testing1
350.50.5638.7401.$95,195.00
Purchase Order Total
Total Ext. Price $95,195.00
$95,195.00
Purchasing Copy
ATTACHMENT 2
Page 83 of 220