CITY OF ENCINITAS CITY COUNCIL AGENDA REPORT Meeting Date: May 15, 2013

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1 CITY OF ENCINITAS CITY COUNCIL AGENDA REPORT Meeting Date: May 15, 2013 TO: VIA: FROM: City Council Gus Vina, City Manager Glenn Pruim, Director of Engineering and Public Works Tim Nash, Director of Finance Greg Shields, PE, Deputy City Engineer Kipp Hefner, PE, Associate Civil Engineer SUBJECT: Acceptance of Public Improvements resulting from the construction contract for the Pavement Rehabilitation and Overlay Project (CS13A) by PAL General Engineering and authorization of filing for Notice of Completion. BACKGROUND: On October 24, 2012, the City Council awarded a construction contract for the Pavement Rehabilitation and Overlay Project (CS13A) to PAL General Engineering in the amount of $1,303,972, see Attachment A. The City Council also approved construction contingencies in the amount of $195,595. Engineering Services staff, utilizing the Pavement Condition Index (PCI), developed a list of roadways for inclusion in this fiscal year s Pavement Rehabilitation and Overlay Project. The PCI of the roadways included in this year s project range from 28 to 66 with an average of 38. ANALYSIS: Due to favorable bids received from the contractor, additional pavement overlays and street striping were completed as provided for in the approved contract. All public improvements have been installed to the satisfaction of the Engineering Services Department. 05/15/2013 Item #05 Page 1

2 FISCAL AND STAFF IMPACTS: The project expenditures totaled $1,405,781. All work was completed within the Councilapproved budget of $1,544,568. RECOMMENDATION: It is recommended that the Council take the following actions: 1. Accept the public improvements; and 2. Authorize the filing of a Notice of Completion (Attachment B). ATTACHMENTS: A. October 24, 2012, Agenda Report B. Notice of Completion 05/15/2013 Item #05 Page 2

3 CITY OF ENCINITAS CITY COUNCIL AGENDA REPORT Meeting Date: October 24, 2012 TO: VIA: FROM: City Council Gus Vina, City Manager Greg Shields, Interim Director of Public Works Finance Department Kipp Hefner, Associate Civil Engineer SUBJECT: Award of construction contract for the Pavement Rehabilitation and Overlay Project to PAL General Engineering in the amount of $1,303, plus 15% contingency (CS13A). BACKGROUND: The annual Pavement Rehabilitation Program for fiscal year has funding in the amount of $1,580,090. A list of the streets scheduled to receive pavement management treatment as part of this year s overlay program is attached (Attachment 1). The Pavement Management Implementation (PMI) Study, prepared by Nichols Consulting, determined a Pavement Condition Index (PCI) based on the condition of the roadways maintained by the City of Encinitas. A PCI between 0 and 25 is considered failed, 26 to 50 poor, 51 to 70 fair, and 71 to 100 good. The PCI for an individual roadway decreases as the roadway ages based on the City s pavement management software which was purchased as part of the PMI study. Engineering Services staff, utilizing the PCI, developed a list of candidate roadways for potential inclusion in this fiscal year s Pavement Rehabilitation and Overlay Project. Each candidate roadway was then field reviewed to compare actual field conditions versus the condition estimated by the PMI study. The PCI of the roadways included in this year s project range from 28 to 66 with an average of 38. ANALYSIS: On October 11, 2012, six bids were received for the construction of the proposed project. The bid schedule consisted of a base bid and four additive alternate bids. The 05/15/2013 Item #05 Page 3

4 Engineer s estimate for the summation of the base bid and the four additive alternate bids was $1,600,000. The bids were as follows: CONTRACTOR TOTAL OF BASE BID PLUS FOUR ADDITIVE ALTERNATE BIDS 1. PAL General Engineering $1,303, Angus Asphalt $1,519, SRM Contracting $1,561, TC Construction $1,576, Hazard Construction $1,604, All American Asphalt $1,750, Attachment 1 outlines the streets that are covered under the base bid and the four additive alternates. Based upon the above bids, PAL General Engineering is the lowest responsive bidder and is therefore recommended for contract award. FISCAL AND STAFF IMPACTS: TransNet funds, Highway Users Tax Act (HUTA) funds and General Funds, totaling $1,200,000 are allocated for this project in the approved Fiscal Years through Capital Improvement/Work Project Program and an additional $380,090 is available from prior years overlay projects. The total available budget for the FY overlay project is $1,580,090. To maximize the expenditure of available dollars for the rehabilitation of roadways, staff included four additive alternates in the bid document. Additive alternates provide the City with the option to include additional work if funds become available. The cost for the additive alternatives is listed as separate items in the estimated costs below. Estimated Costs PAL General Engr. Bid $ 1,303, (Base Bid plus four Additive Alt.) 15% Contingencies $ 195, Inspection Costs $ 15, Soils & Material Testing $ 30, Total estimated Costs $ 1,544, Based upon the base bid and the four additive alternate bids there are sufficient funds for the project including any contingency costs that may arise during construction. 05/15/2013 Item #05 Page 4

5 RECOMMENDATION: It is recommended that the City Council authorize the Director of Public Works to enter into a contract with PAL General Engineering in the amount of $1,303, to construct the annual FY Pavement Rehabilitation and Overlay Project and authorize overall expenditures not to exceed $1,544, ATTACHMENTS: Attachment 1 - List of streets to be paved. Attachment 2- Pavement Rehabilitation 05/15/2013 Item #05 Page 5

6 ATTACHMENT OVERLAY AND SLURRY SEAL PROJECT STREET LIST STREET FROM TO BASE BID HIGHWAY 101 NORTH COURT LA COSTA AVE 9,733 FEET WIDTH VARIES (58' to 69') 2 INCH DIG OUTS 28 TONS TRAFFIC LOOPS 36 EACH TYPE II REAS 69,213 SY ADDITIVE ALTERNATES PIRAEUS ST SKYLOFT OLYMPUS ST. 3,178 FEET WIDTH 33 FEET 1.5 INCH TYPE C1-PG64-28TR OVERLAY 970 TONS 5 INCH DIG OUTS 1,052 TONS VARIABLE COLD PLANE 250 SY ADJUST SDWD 6 INCH WATER VALVE TO GRADE 10 EACH ADJUST SDWD 12 INCH BLOW OFF TO GRADE 2 EACH ADJUST LEUCADIA WASTEWATER DIST MANHOLES TO GRA 13 EACH ADJUST SURVEY MONUMENT TO GRADE 2 EACH MOUNTAIN VISTA DR. EL CAMINO REAL GARDENDALE 3,895 FEET WIDTH 62 FEET 1.5 INCH TYPE C1-PG64-28TR OVERLAY 2,234 TONS 5 INCH DIG OUTS 1 TON VARIABLE COLD PLANE 6,115 SY ADJUST LEUCADIA WASTEWATER DIST MANHOLES TO GRA 15 EACH ADJUST OMWD 8 INCH WATER VALVE TO GRADE 18 EACH ADJUST OMWD 12 INCH BLOW OFF TO GRADE 6 EACH TRAFFIC LOOPS 10 EACH ENGINEERED PAVING MAT 26,832 SY ADJUST SURVEY MONUMENT TO GRADE 7 EACH MOUNTAIN VISTA DR. GARDENDALE GLEN ARBOR 1,967 FEET 05/15/2013 Item #05 Page 6

7 WIDTH 62 FEET 5 INCH DIG OUTS 1 TON 1.5 INCH TYPE C1-PG64-28TR OVERLAY 1,128 TONS VARIABLE COLD PLANE 3,259 SY ENGINEERED PAVING MAT 13,551 SY ADJUST OMWD 8 INCH WATER VALVE TO GRADE 9 EACH ADJUST OMWD 12 INCH BLOW OFF TO GRADE 1 EACH ADJUST LEUCADIA WASTEWATER DIST MANHOLES TO GRA 8 EACH ADJUST SURVEY MONUMENT TO GRADE 3 EACH HIGHWAY 101 ENCINITAS BLVD. NORTH COURT 3,734 FEET WIDTH VARIES (63' to 75') 5 INCH DIG OUTS 1,900 TONS TRAFFIC LOOPS 12 EACH TYPE II REAS 27,383 SY 05/15/2013 Item #05 Page 7

8 Recording Requested By: ) ) City of Encinitas ) ) When Recorded Mail To: ) City Engineer ) CITY OF ENCINITAS ) 505 South Vulcan Avenue ) SPACE ABOVE FOR Encinitas, California ) RECORDER'S USE CITY OF ENCINITAS, CALIFORNIA NOTICE OF COMPLETION To all Subcontractors, Laborers, Material Men and Every Other Person Interested: YOU WILL PLEASE TAKE NOTICE that on or about March 30, 2013, the project known as the Pavement Rehabilitation and Overlay Project (CS13A), consisting of the furnishing and installation of those public improvements street overlay paving, and other miscellaneous appurtenant work in the City of Encinitas, in which by PAL General Engineering was the contractor, and the Hanover Insurance Company was the surety, was completed. I, the undersigned, say: VERIFICATION OF CITY CLERK CITY OF ENCINITAS Greg Shields Deputy City Engineer I am the City Clerk of the City of Encinitas; the City Council of said City May 15, 2013, accepted the above described work as completed and ordered that a Notice of Completion be filed. I declare under penalty of perjury that the foregoing is true and correct. Executed on May 15, 2013, at Encinitas, California. OWNER - CITY OF ENCINITAS Kathy Hollywood City Clerk ATTACHMENT B 05/15/2013 Item #05 Page 8