HomeMy WebLinkAbout2012/12/11 Item 13~~ ~ CITY COUNCIL
AGENDA STATEMENT
~~~ CIIY OF
~-~ CHUTAVISTA
12/11/12, Item
ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ESTABLISHING NEW CIP PROJECT STL393,
REDUCE THE STL383 BUDGET BY $747,467 AND
APPROPRIATE THE EQUIVALENT AMOUNT TO STL393;
REDUCE THE STL373 BUDGET BY $99,884 AND
APPROPRIATE THE EQUIVALENT AMOUNT TO STL393;
ACCEPTING BIDS, AWARDING A CONTRACT FOR THE
"PAVEMENT REHABILITATION PROP 42 FY12/13
TERMINAL BLEND CHIP SEAL (STL393)" PROJECT TO
INTERMOUNTAIN SLURRY SEAL IN THE AMOUNT OF
$651,808.75, WAIVING CITY COUNCIL POLICY 574-01, AND
AUTHORIZING THE EXPENDITURE OF ALL AVAILABLE
CONTINGENCY FUNDS UP TO $97,77
SUBMITTED BY: DIRECTOR OF PUBLIC WORKS t~
ASSISTANT DIRECTO OF ENG EERING V~
REVIEWED BY: CITY MANAG
ASSISTANT CITY ANAGER
4/STHS VOTE: YES ® NO
SUMMARY
On December 5, 2012, the Director of Public Works received four (4) sealed bids for the
"Pavement Rehabilitation Prop 42 FY12/13 Terminal Blend Chip Seal (STL393)" project. The
project consists of the removal and replacement of failed asphalt concrete pavement (dig-outs)
and the application of Terminal Blend Seal Coat (Chip Seal) on various streets in the city. The
proposed resolution, if approved, would establish new CIP Project STL393, Approval of the
proposed resolution would: (a) establish new CIP Project STL393; (b) transfer $747,467 in
TransNet funds from Project STL383 and $99,884 in remaining State grant funds from Project
STL373 into STL393; (c) accept bids; (d) award a contract in the amount of $651,808.75 to
Intermountain Slurry Seal; (e) waive City Council Policy 574-01 regarding change orders; and,
(f) authorize the expenditure of all available funds up to $749,580.
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12/11/12, Item f,~~
Page 2 of 4
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed project for compliance with
the California Environmental Quality Act (CEQA) and has determined that the project qualifies
for a Class 1(c) categorical exemption pursuant to Section 15301, Existing Facilities, of the State
CEQA Guidelines because the project consists of maintenance or repair work to existing public
street facilities involving negligible or no expansion of an existing use. Thus, no further
environmental review is necessary.
RECOMMENDATION
Council adopt the resolution.
BOARDS/COMMISSION RECOMMENDATION
Not applicable.
DISCUSSION
The Public Works Department, through the implementation of the Pavement Management
System (PMS), has developed a program and a priority list of streets to rehabilitate and preserve
deteriorating pavement throughout the city. The PMS program is designed to extend the
roadway life and serviceability through the removal and replacement of deteriorated sections of
pavement (dig-outs) and the application of various types of surface treatments. The application
of the asphalt rubber chip seal surface treatment will complete the overall maintenance strategy
on the street segments shown in Attachment 1.
In May 2011, the City received approval to utilize the Rubberized Asphalt Concrete (RAC)
Grant Program for the application of asphalt rubber chip seals using 100% California-generated
waste tires. The Department of Resources Recycling and Recovery (CalRecycle) encourages the
re-use of recyclable used tires to save valuable landfill space and to preserve natural resources.
The approved grant has a maximum reimbursable amount of up to $250,000 towards the
application of asphalt rubber chip seals.
On June 12, 2012, the City Council awarded a public works contract to Copp Contracting,
Incorporated for the "Pavement Rehabilitation Prop 42 FY10/11 and FY11/12 Asphalt Rubber
Chip Seal (STL373 and STL383)" project. The STL373/STL383 project has been completed
and staff anticipates receiving a grant reimbursement from this work of $150,116, based upon the
application of 150,116 square yards of chip seal, thereby leaving $99,884 in grant funds
available for additional rubberized asphalt chip seals.
In order to utilize the full grant from CalRecycle, a new project, "Pavement Rehabilitation Prop
42 FY12/13 Terminal Blend Chip Seal (STL393)," was created. STL393 includes 103,100
square yards of asphalt rubber chip seal, which would be eligible for up to $103,100 in grant
reimbursement, which would completely utilize the remaining grant funding of $99,884. The
chip seal must be completed and all applications for grant reimbursement must be submitted by
the original project deadline of April 1, 2013.
In addition to applying the terminal blend chip seal, the work includes dig-out and repair of
asphalt pavement, weed removal and treatment with herbicide, crack filling, pavement striping
and marking, replacement of damaged traffic signal loop detectors, traffic control, protection and
restoration of existing improvements and other miscellaneous work necessary to successfully
complete the project.
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12/11/12, Item
Page 3 of 4
On December 5, 2012, the Director of Public Works received four (4) bids for the "Pavement
Rehabilitation Prop 42 FY12/13 Terminal Blend Chip Seal (STL393)" project. The following
bids were received:
CONTRACTOR SUBMITTAL RESULTS TOTAL
SUBMITTED
1 Intermountain Slurry Seal All requirements met $651,808.75
French Camp, CA
2 Copp Contracting, Inc.. All requirements met
Error in Total. Corrected total is
$699,675.80
Buena Park, CA shown in the next column.
3 Pavement Coatings Co. All requirements met $816,656.80
Mira Loma, CA
4 KCEI Construction ,Inc. All requirements met $857,777.70
EI Cajon, CA
The bid submitted by Intermountain Slurry Seal is below the Engineer's estimate of $748,449.75
by $96,641.00 (or approximately 12.91% ). Although the contractor has not done work for the
City in the past as a Prime Contractor, staff has tracked their satisfactory performance of
construction projects of similar scope for other Cities or agencies in the past. The Contractor's
License No. 462443 is current and active. Staff reviewed their bid and determined that the bid
package is complete, with no errors or omissions. Therefore, staff recommends awarding a
contract in the amount of $651,808.75 to Intermountain Slurry Seal.
It is anticipated that approximately $847,351 will be needed to complete the streets listed within
the project, including staff time. Therefore, if approved, the resolution would transfer $747,467
from the TransNet portion of STL383 to STL393. For this project's portion of the CalRecycle
grant, $99,884 will be transferred from STL373 into STL393. There are sufficient available
funds for these transfers.
The proposed resolution would also authorize the Director of Public Works to approve change
orders over and above existing policy limits. Under City Council Policy No. 574-01, if an
individual change order causes the cumulative increase in change orders to exceed the Director's
authority ("Maximum Aggregate Increase in Change Orders"), then City Council approval is
required. The corresponding maximum aggregate contract increase that may be approved by the
Director of Public Works under Policy No. 574-01 is $48,626.61, which is based upon the base
contract amount. Approval of the proposed resolution would increase the Director of Public
Works' authority to approve change orders, as necessary, up to the contingency amount of
$97,771, which is an increase of $49,144.70 over Policy No. 574-01. Increasing the contingency
funds will allow staff to continue the project without delay should unforeseen circumstances
resulting in increased project costs arise during the course of construction, as well as make
adjustments to bid item quantities. Unforeseen conditions include such items as utility conflicts,
hazardous materials, unexpected underground conflicts, etc. If the contingency funds are not
used, then they will be returned to the project fund balance.
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12/11/12, Item l>
Page 4 of 4
Disclosure Statement
Attachment 2 is a copy of the Contractor's Disclosure Statement.
Wage Statement
The source of funding for this project is the Traffic Congestion Relief Fund. Contractors bidding
this project are not required to pay prevailing wages to persons employed by them for the work
under this project. Disadvantaged businesses were encouraged to bid in the Notice to
Contractors for various trade publications.
DECISION MAKER CONFLICT
Staff has reviewed the property holdings of the City Council and has found no property holdings
within 500 feet of the boundaries of the properties which are the subject of this action.
CURRENT YEAR FISCAL IMPACT
The following is a summary of anticipated project costs:
FUNDS REQUIRED FOR CONSTRUCTION
A. Contract Amount $651,809
B. Contingencies (Approx. 15%) $97,771
C. Staff Time, Material Testing and other Costs (Approx. 15%) $97,771
CONSTRUCTION TOTAL $847,351
It is estimated that the City will be reimbursed $99,884 from the CalRecycle grant after
construction. There will be sufficient funds available in the CIP project account STL393 after the
proposed transfers are made to complete the work. There is no direct impact to the General Fund
for this project.
ONGOING FISCAL IMPACT
Upon completion of the project, th
maintenance. Since the improvements
a positive fiscal impact is anticipated.
ATTACHMENTS
e improvements will require only routine City street
are anticipated to increase the life of the streets included,
1. List of streets included in project
2. Contractor's Disclosure Statement
Prepared by: Roberto Juan, Associate Engineer, Public Works Department
Elizabeth M Chopp, Project Manager, Public Works Department
S:\Engineer\AGENDA\CAS2012\12-11-12\STL393 A113 Report rev.doc
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J
~/.7
D
Z
PAVEMENT REHABILITATION PROP42 FY12l13 (ASPHALT RUBBER CHIP SEAL)
STL393
Ciry• of Chula Vista, CA
1 I/19A? Contract Spccincorion
CITY OF CHUI.A VISTA DISCLOS[1RE STATEMENT
Pursuant to Council Policy 101-O1, prior to any action upon maners that will require discretionary action
by the Council, Planning Conmtission and all outer official bodies of the City, a statement of disclosure of
certain ownership or financial interests, payments, or campaign contributions for a City of Chula Vista
election must be filed. The following information must be disclosed:
Lis[ the names of all persons having a financial interest in the property that is the subject of the
application or the contract, e.g., owner, applicant, contractor, subcontractor, material supplier.
"SEE APPENDIX A1...
2. If any person'" identified pursuant to (1) above is a corporation or partnership, list [he names of all
individuals with a $2000 investment in the business (corporation/paztnership) entity.
- N/A -
3. If any person"' identified pursuant to (1) above is anon-profit organization or trust, list the names
of any person serving as director of the non-profit organization or as trustee or beneficiary or
ttvstor of the trust.
- NIA -
A. Please identify every person, including mry agents, employees, consultants, or independent
contractors you have assigned to represent you before the City in this matter.
-N/A-
i. Has any personT associated with this contract bad any financial dealings with an official`k"' of the
City of Chula Vista as it relates to tlus contract within the past 12 months? Yes_ No X
,~
I'ncnncnt Rchn6ililation Prop -03 Fl' R/13
Asplwh Rubber Chip Sml (STL393)
Iniermountaln Slurry Seal, Inc.
13-6
Ciq~ of Chula Vista, CA
11119!12 Commd Specification
If Yes, briefly describe the nature of the financial interest the official*'~ may have in this contract.
- N1A -
6. Have you made a contribution of more than 5?50 within die past hvehe (12) months to a current
member of the Cltula Vista City Council? No X Yes _ Zf yes, which Council member?
Have you provided more than 5340 (or an item of equivalent value) to an officia]'~'* of dte City of
Chula Vista in the past hvelve (I2) months? (This includes being a source of income, money to
retire a legal debt, gifr, loan, etc.) Yes _ No X
If Yes, e•hich official*'~ and what was the nature of item provided?
12/512012
Signature o Contractor/Appj~cant
Kathleen Schreckengost, Vice President
Print or type name of ContractodApplicat+.t
Person is defined as: any individual, firm, co-partnership, joint venture, associauott, social club,
fraternal or=anization, corporation, estate, trust, receiver, syndicate, any oilier courtly, cit}',
municipality, district, or Diller political subdivision, -or any other group or combination acdn~ as
a uttit.
,ra Official includes, but is not ]inured to: Mayor, Council member, Planning Convtrissioner,
D4ember of a board, conmtissiat, or colnnvttee of the City, employee, or staff members.
3s
Paecmem Rdnbiliution Prap 42 Fl' I?113
Asphalt Robber Chip Seal (STL393)
Intermountain Slurry Seal, Inc.
13-7
RESOLUTION NO.2012-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ESTABLISHING NEW CIP PROJECT STL-
393; REDUCING THE STL383 BUDGET BY $747,467 AND
APPROPRIATING THE EQUIVALENT AMOUNT TO
STL393; REDUCING THE STL373 BUDGET BY $99,884
AND APPROPRIATING THE EQUIVALENT AMOUNT TO
STL393; ACCEPTING BIDS AND AWARDING A
CONTRACT FOR THE "PAVEMENT REHABILITATION
PROP 42 FY12/13 TERMINAL BLEND CHIP SEAL (STL393)"
PROJECT TO INTERMOUNTAIN SLURRY SEAL IN THE
AMOUNT OF $651,808.75; WAIVING CITY COUNCIL
POLICY 574-01; AND AUTHORIZING THE EXPENDITURE
OF ALL AVAILABLE CONTINGENCY FUNDS UP TO
$97,771
WHEREAS, "Pavement Rehabilitation Prop 42 FY10/11 and 11/12" (STL373 and
STL383) were constructed partly to use the CalRecycle chip seal grant for $250,000. However,
only $150,116 can be used based on the roadway square footage. Staff recommends using the
entire grant amount; and
WHEREAS, City staff prepared specifications for the "Pavement Rehabilitation Prop 42
FY12/13 Terminal Blend Chip Seal (STL393)" and advertised the project on November 16,
2012; and
WHEREAS, on December 5, 2012, the Director of Public Works Engineering received
four (4) sealed bids for the "Pavement Rehabilitation Prop 42 FY12/13 Terminal Blend Chip
Seal (STL393)" project; and
WHEREAS, the bids received were as indicated in the following chart:
CONTRACTOR SUBMITTAL RESULTS TOTAL
SUBMITTED
1 Intermountain Slurry Seal All requirements met $651,808.75
French Camp, CA
2 Copp Contracting, Inc.. All requirements met
Error in Total Corrected total is
$699,675.80
Buena Park, CA shown in the next colunm.
3 Pavement Coatings Co. All requirements met $816,656.80
Mira Loma, CA
4 KCEI Construction ,Inc. All requirements met $857,777.70
El Cajon, CA
13-8
WHEREAS, the bid submitted by Intermountain Slurry Seal in the amount of
$651,808.75 is below the Engineer's estimate of $748,449.75 by $96,641.00 (or approximately
12.91 % ); and
WHEREAS, the total "Pavement Rehabilitation Prop 42 FY12/13 Terminal Blend Chip
Seal (STL393)" project is anticipated to cost $847,351.38, including $195,542.63 for
contingencies, staff time, material testing and other costs; and
WHEREAS, there is sufficient TransNet funding remaining in STL-383 and STL373 to
cover the total project cost; and
WHEREAS, though the contractor has not done work for the City in the past as a Prime
Contractor, staff has confirmed their satisfactory performance of construction projects of similar
scope for other Cities or agencies in the past; and
WHEREAS, staff recommends awarding the contract for "Pavement Rehabilitation Prop
42 FY12/13 Terminal Blend Chip Seal (STL393)" project to Intermountain Slurry Seal; and
WHEREAS, under Council Policy No. 574-01, the Director of Public Works may
approve a contract increase up to $48,626.61, based upon the base contract amount. It is
recommended that the Director of Public Works be authorized to approve change orders, as
necessary, up to the contingency amount of $97,771 in order to allow staff to continue the project
without delay.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby establish new CIP Project STL393; reduce the STL383 budget by $747,467
and appropriate the equivalent amount to STL393; reduce the STL373 budget by $99,884 and
appropriate the equivalent amount to STL393; accept bids and award the contract for the
"Pavement Rehabilitation Prop 42 FY12/13 Terminal Blend Chip Seal (STL393)" Project to
Intermountain Slurry Seal in the amount of $651,808.75; waive City Council Policy 574-01; and
authorize the expenditure of all available contingency funds up to $97,771.
Presented by:
Richard A. Hopkins
Director of Public Works
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