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08.l. 2012 Street Resurfacing ProjectMEMORANDUM TO: CIN COUNCIL FROM: w TERESA McCLISH, COMMUNIN DEVELOPMENT DIRECTOR BY: MIKE LINN, ASSISTANT CIN ENGINEER SUBJECT: CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT SOUTH, INC. FOR CONSTRUCTION OF THE 2012 STREET RESURFACING PROJECT, PW 201 2-05 DATE: JUNE 12,2012 RECOMMENDATION: It is recommended the City Council: 1. Award a contract for the 2012 Street Resurfacing Project to American Asphalt South, Inc. in the amount of $689,712; 2. Authorize the City Manager to approve change orders up to $25,000, for unanticipated costs duriqg the construction phase of the project (total construction costs = $689,712 + $25,000 = $714,712); and 3. Appropriate an additional $30,000 for the project from the Local Sales Tax balance. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: After funding appropriated for the digout project and other preparatory costs are deducted, there is currently $468,000 in the pavement management capital improvement program (CIP) budget for FY 2012-13, based upon the revised Local Sales Tax 5-Year Plan approved by City Council at the April 10, 2012 meeting. This includes $398,000 from Local Sales Tax funds and $70,000 from Urban State Highway Account (USHA) funds. There was originally an additional $1 30,000 in Transportation Fund revenues anticipated from being designated as a Federal urbanized area, which was included in the CIP budget. However, staff has determined this funding source will not become available until FY 201 3-14. Due to this reduction and bids well above estimates, a number of adjustments are necessary to both the list of projects and revenues. After recommended streets are deleted from the project, it will leave a remaining shortfall of approximately $240,000. It is recommended that the following adjustments to Local Sales Tax Fund appropriations be approved to address this shortfall: Agenda Item 8.l. Page 1 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT SOUTH, INC. FOR CONS'rRUCTION OF THE 2012 STREET RESURFACING PROJECT AND APPROPRIATE FUNDS FOR SHORT STREET IMPROVEMENTS JUNE 12,2012 PAGE 2 Reduce costs for digouts by eliminating streets where slurry seal will be delayed $30,000 Delay and transfer funds for the FY 201 1-12 study on the Paulding Wall project $40,000 Transfer FY 201 1-12 funds for future property acquisition for Le Point St parking lot $60,000 Transfer FY 201 1-12 funds budgeted for miscellaneous engineering studies $5,000 Transfer excess FY 201 1-1 2 funds remaining from tree inventory project $40,000 Transfer from FY 2012-1 3 Street Maintenance due to projected savings $35,000 Appropriate funds from Local Sales Tax fund balance (will remain above 15%) $30,000 Total $240,000 The project requires significant staff time, but is a top priority in the City's Critical Needs Action Plan. Funding is included in the project budget for construction management services. BACKGROUND: The scope of work involves the application of a surface membrane; a Type II slurry seal for residential streets and Type II microsurfacing on arterial and collector streets. Since the membrane applications completely cover the roadway, striping and pavement markings will also be performed. Staff developed the project scope of work to correspond to the recommendations of the Pavement Management Master Plan, adopted by Council in September 2010. ANALYSIS OF ISSUES: On May 8, 2012, six bids were opened for the 2012 Street Resurfacing Project. The lowest bid, from American Asphalt South, Inc. was in the amount of $888,980. Since the bid prices were higher than originally intended (mostly due to the striping scope of work), staff recommends awarding Schedules A, a portion of Schedule B (El Camino Real to West Branch Street), D through L, and a portion of Schedule N (Mason Street and Station Way) and delaying the performance of a portion of schedule B (E. Grand Avenue to El Camino Real), Schedules C, M, a portion of Schedule N (Allen Street and Cherry Avenue), 0, P and Q to future resurfacing projects. 'The revised scope of work is as follows: Street From Schedule A - Microsurfacing Ash Street South Elm Street Ash Street South Elm Street Elm Street (South) City Limit Elm Street (South) Farroll Ave Elm Street (South) The Pike Schedule B - Microsurfacing Brisco Road El Camino Real Schedule D - Microsurfacing Camino Mercado West Branch Street Oak Park Boulevard Farroll Ave Walnut Street Alder Street The Pike Ash Street Farroll Ave West Branch Street Rancho Parkway City Limit Agenda Item 8.l. Page 2 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT SOUTH, INC. FOR CONSTRUC'I'ION OF THE 2012 STREET RESURFACING PROJECT AND APPROPRIATE FUNDS FOR SHORT STREET IMPROVEMENTS JUNE 12,2012 PAGE 3 Schedule E - Microsurfacing Huasna Road La Cresta Drive Huasna Road Branch Street (East) Huasna Road Stagecoach Road Rosewood Lane Huasna Road Schedule F - Microsurfacing Mason Street (North) E. Branch Street Tally Ho Road James Way Tally Ho Road Le Point Street Schedule G - Slurry Seal Branch Street (East) Mason Street Schedule H - Slurry Seal Chilton Street Oak Park Blvd Hillcrest Drive Montego Street Hillcrest Drive Sierra Drive Montego Street Newport Avenue Robles Place Sierra Drive Robles Road El Camino Real Sierra Drive Oak Park Blvd Schedule I - Slurry Seal Bakeman Lane Farroll Ave Bakeman NE Farroll Ave Bakeman NW Farroll Ave Carmella Drive Carol Place Del Sol Street The Pike Dixson Street Oak Park Blvd Golden West Place Farroll Ave La Vista Court The Pike Lancaster Drive The Pike Noel Street End of Cul-de-sac Paul Place The Pike Russ Court Paul Place Rice Court Bakeman Lane Tierra Street The Pike Wilson Court Bakeman Lane Schedule J - Slurry Seal Alder Street Cameron Court Alder Street Farroll Ave Beech Street Farroll Ave Cameron Court Alder Street Diana Place End of Cul-de-sac Garfield Place The Pike Gaynfair Terrace The Pike Magnolia Drive Sycamore Drive Mulberry Lane Magnolia Drive Pacific Pointe Way Elm Street (South) Palm Court End of Cul-de-sac Pecan Street Farroll Ave Rogers Court End of Cul-de-sac City Limit Stagecoach Road La Cresta Drive End of Cul-de-Sac Le Point Street Route 227 James Way Huasna Road Robles Road El Camino Real Montego Street End of Cul-de-Sac End End of Street Hillcrest Drive Farroll Ave Bakeman NW Bakeman NE Farroll Ave End of Cul-de-Sac End of Cul-de-Sac End of Cul-de-Sac End of Cul-de-Sac Elm Street (South) Oak Park Blvd Elm Street (South) End of Cul-de-Sac End of Cul-de-Sac End of Street End of Cul-de-Sac Farroll Ave Fair Oaks Ave Fair Oaks Ave Halcyon (South) Farroll Ave End of Cul-de-Sac Farroll Ave End of Cul-de-Sac Sycamore Drive Elm Street (South) Walnut Street Fair Oaks Ave Victoria Way Agenda Item 8.l. Page 3 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT SOUTH, INC. FOR CONSTRUCTION OF THE 2012 STREET RESURFACING PROJECT AND APPROPRIATE FUNDS FOR SHORT STREET IMPROVEMENTS JUNE 12,2012 PAGE 4 Sandalwood Ave Alder Street Sycamore Court End of Cul-de-sac Sycamore Drive Gaynfair Terrace Sycamore Drive Magnolia Drive Verde Place The Pike Victoria Way Rogers Court Schedule K - Slurry Seal Alder Street Fair Oaks Ave Dodson Way Alder Street Maple Street Elm Street (South) Maple Street Walnut Street Pecan Place Fair Oaks Avenue Pine Street Maple Street Sunset Drive Elm Street (South) Walnut Street Ash Street Walnut Street Farroll Ave Wallace Place Maple Street Wood Place Dodson Way Schedule L - Slurry Seal Crown Hill East Branch Street Crown Terrace Crown Hill Harrison Street McKinley Street Le Point Terrace Crown Hill Le Point Terrace Crown Hill May Street Crown Terrace McKinley Street Crown Hill Paseo Street May Street Schedule N - Microsurfacing Mason Street (South) E. Branch Street Mason Street (South) Nelson Street Station Way Fair Oaks Ave Halcyon Road (South) Sycamore Drive Halcyon Road (South) Gaynfair Terrace End of Cul-de-Sac Garfield Place East Grand Ave Halcyon Road Walnut Street Alder Street End End of Cul-de-Sac Alder Street End of Street Ash Street End End of Cul-de-Sac Corbett Canyon Road Le Point Street End of Cul-de-Sac End East Branch Street McKinley Street May Street Route 227 Nelson Street Allen Street Traffic Way The following streets are eliminated from the scope of work and will be deferred to future projects: Street Schedule B - Microsurfacing Brisco Road East Grand Avenue Brisco Road Linda Drive Schedule C - Microsurfacing Farroll Avenue City Limit Farroll Avenue Elm Street (South) Farroll Avenue Pecan Street Farroll Avenue Halcyon Road (South) Schedule I - Slurry Seal Glenbrook Bakeman NE Schedule M - Slurry Seal Bridge Street Branch Street (East) Garden Street Allen Street Linda Drive El Camino Real Elm Street (South) Pecan Street Halcyon Road (South) End of Cul-de-Sac Bakeman NW Traffic Way Ide Street Agenda Item 8.l. Page 4 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT SOUTH, INC. FOR CONSTRUCTION OF THE 2012 STREET RESURFACING PROJECT AND APPROPRIATE FUNDS FOR SHORT STREET IMPROVEMENTS JUNE 12,2012 PAGE 5 Garden Street Allen Street Nelson Street Traffic Way Nelson Street Mason Street (South) Noguera Place Myrtle Street PC Railway Allen Street PC Railway East Cherry Ave Poole Street Traffic Way Short Street Allen Street Short Street Nelson Street Trinity Ave Traffic Way Village Court Trinity Ave Whiteley Street Poole Street Whiteley Street End of Street Schedule N - Microsurfacing Allen Street Traffic Way Cherry Avenue (East) PC Railway Cherry Avenue (East) Traffic Way Schedule 0 - Slurry Seal Brighton Avenue Oak Park Blvd. Schedule P - Slurry Seal White Court Ridegeview Way Ridegeview Way White Court Schedule Q - Microsurfacing Corbett Canyon Road Route 227 East Cherry Street Mason Street (South) End of Cul-de-sac End of Cul-de-sac End of Street Allen Street Mason Street (South) Nelson Street End of Street (creek) End of Street End of Cul-de-sac Nelson Street Poole Street Garden Street Branch Mill Road PC Railway Courtland Street End of Cul-de-sac Tally Ho Road City Limit Staff has determined the bid to be responsive and recommends the award of a construction contract to American Asphalt South, Inc. in the revised amount of $705,094. Please note that the deletion of schedules does not affect the order of the bidders and American Asphalt South, Inc. remains the lowest responsive bid for the revised scope of work. The contract time is 30 calendar days. Work is expected to begin in early August and complete in September. It is important to emphasize again the general pavement management strategy that the City has been pursuing since the Local Sales Tax measure was approved. It includes an effort to concurrently improve some of the worst streets each year, while also providing maintenance to those streets that are in good condition. This sometimes results in confusion by the public when they see streets improved, while there are others in worse condition. However, since street reconstruction work is so expensive, the City would fall further behind each year if all the funds were invested in those projects. Under the current strategy, more streets are brought up to good condition each year, while preventative maintenance is provided to those in good condition to avoid more expensive treatments in the future. Agenda Item 8.l. Page 5 CITY COUNCIL CONSIDERATION OF AN AWARD OF CONTRACT TO AMERICAN ASPHALT SOUTH, INC. FOR CONSTRUCTION OF THE 2012 STREET RESURFACING PROJECT AND APPROPRIATE FUNDS FOR SHORT STREET IMPROVEMENTS JUNE 12,2012 PAGE 6 ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Approve staffs recommendations to award a construction contract to the lowest responsive bidder for the 201 2 Street Resurfacing Project; 2. Do not award a construction contract for the project; or 3. Provide direction to staff. ADVANTAGES: The consistent application of slurry seals and microsurfacing is part of a yearly maintenance program essential to ensure the integrity of the City's roadway network. The program is designed to apply maintenance treatments to every street in the City on an ongoing seven year period. DISADVANTAGES: There is a slight inconvenience to the traveling public as vehicles are rerouted when the surface treatments are applied. ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Section 15301 (c). PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted on Thursday, June 7, 2012. The agenda and staff report was posted on the City's website on Friday, June 8, 2012. No public comments were received as of the time of preparation of this report. Attachment: 1. Bid Tabulations Agenda Item 8.l. Page 6 Attachment 1 BID OPENING LOG SHEET CITY OF ARROYO GRANDE SUBMllTED BY: Graham Contractors, Inc. San Jose, CA DEADLINE: MAY 8, 2012, 2:00 PM 2012 STREET RESURFACING PROJECT Roy Allan Slurry Seal, Inc. Santa Fe Springs, CA Valley Slurry Seal Co. Sacramento, CA TOTAL $1,038.142.95 California Pavement Maintenance Co., Inc. $1,012,005.87 Sacramento, CA American Asphalt South, Inc. ' Fontana, CA Asphalt Maintenance Company of California $1,146,979.06 Visalia, CA . 4A ~ittyhJo#n, Deputy City Clerk c: Director of Community Development Assistant City Engineer City Manager Agenda Item 8.l. Page 7 THIS PAGE INTENTIO NALLY LEFT BLANK Agenda Item 8.l. Page 8