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HomeMy WebLinkAboutItem 12k - Accept Pavement Rehabilitation Project as Complete DATE: October 15, 2019 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Eddie Chan, P.E., Principal Civil Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY ALL AMERICAN ASPHALT FOR THE FISCAL YEAR 2018-19 PAVEMENT REHABILITATION PROJECT AS COMPLETE Recommendation: Approve SUMMARY On March 5, 2019, the City Council approved a contract with All American Asphalt in the amount of $2,517,700 for the Fiscal Year 2018-19 Pavement Rehabilitation Project. The terms and conditions of this project have been complied with and the work has been performed to the satisfaction of the Project Manager for a total project cost of $2,404,575.57. This amount reflects the original contract amount of $2,517,700, minus quantity changes totaling $113,124.43, or 4.5% less than the original contract amount. It is recommended that the City Council accept all work performed by All American Asphalt for the Fiscal Year 2018-19 Pavement Rehabilitation Project as complete, and authorize the final payment to be made in accordance with the contract documents, subject to retention of $120,228.78. BACKGROUND The Public Works Services Department (“PWSD”) is responsible for the maintenance and repair of approximately 147 miles of paved streets within the City. As part of the City’s Pavement Management Program, the conditions of all City streets were inspected and rated on a scale of 0-100, with scores below 40 generally being considered a street which has failed. Scores between 40 and 60 are poor/fair in nature. This rating is called the Pavement Condition Index (“PCI”) and is used to help determine which streets require asphalt pavement rehabilitation. According to the Pavement Management Program and City staff inspections, the following street segments were included in this year’s project: Accept 2018-19 Pavement Rehabilitation Project October 15, 2019 Page 2 of 4 • Fallen Leaf Avenue from Hampton Road to Glencoe Drive -- PCI of 44 • Rodeo Road from Foothill Boulevard to Hacienda Drive -- PCI of 39 • Las Flores Avenue from Holly Avenue to El Monte Avenue -- PCI of 37 • Las Flores Avenue from El Monte Avenue to Santa Anita Avenue -- PCI of 39 • Camino Real Avenue from Santa Anita Avenue to Sixth Avenue -- PCI of 32 It should be noted that PCIs alone do not determine which streets should be rehabilitated; for instance, the City also takes into consideration the streets that have high traffic volume. Furthermore, it is more cost efficient to rehabilitate streets prior to the PCI lowering to poor or very poor condition; once a street falls into these lower scoring ranges, it is more cost effective to wait longer and fully reconstruct the street segment. DISCUSSION On March 5, 2019, the City Council approved a contract with All American Asphalt for the Fiscal Year 2018-19 Pavement Rehabilitation Project. The work performed included repairing localized potholes and failed pavement, grinding the edges of the pavement adjacent to the gutters to transition the new pavement to the existing gutter, replacing broken curb and gutter as necessary, and installing new ADA-compliant curb ramps at the intersections. The new pavement surface utilized recycled rubber in the pavement mix to help reduce future cracking and to add strength to the asphalt pavement. The rubber in the pavement mixture also reduces road noise. Following the repairs, the condition of all relevant street sections was raised to a PCI of 100. During the course of work, additional work was identified as needed, including the removal and replacement of a deteriorated corrugated metal storm drain pipe on Fallen Leaf Road that was installed in the 1950’s. After the excavation of material on Fallen Leaf Road, staff discovered that the subgrade’s moisture content was over saturated, and needed to be treated prior to receiving backfill material. The Contractor had to remove additional material, let it air dry, and backfill with more crushed aggregate base material. Macadam base material was also discovered on Camino Real Avenue and Fallen Leaf Road. Macadam material cannot be recycled and must be transported to a special dumpsite, and additional asphalt material had to be placed due to additional removal. Additionally, various quantities of items of work were deducted or added to the project. A full list of change orders are listed below. CCO Description Amount 1. Additional (972 SF) – Construct 10-Inch Cold Mill Grind (Fallen Leaf Rd) $1,506.60 2. Additional (716.02 TONS) – Construct 6-inch thick Crushed Aggregate Base (Fallen Leaf Rd) $21,480.60 3. Additional (8.01 TONS) – Furnish and Construct 2-Inch thick Conventional Overlay Leveling $593.27 Accept 2018-19 Pavement Rehabilitation Project October 15, 2019 Page 3 of 4 4. Deleted (1,597.12 TONS) – Furnish and Construct 2-Inch thick ARHM Overlay Leveling ($137,352.32) 5. Deleted (14,013 SF) – Remove and Replace PCC Sidewalk ($117,049.00) 6. Deleted (843 LF) - Remove and Replace PCC Curb and Gutter ($27,951.00) 7. Deleted (2,063 SF) - Remove and Replace PCC Cross Gutter/Spandrel ($38,623.00) 8. Deleted (1270 SF) - Remove and Replace PCC Driveway Approach ($39,118.00) 9. Deleted (3 EA) – Adjust to Grade Sewer Manhole Frame and Cover ($1,200.00) 10. Deleted (837 SF) - Construct 2-Inch Cold Mill Grind ($227.36) 11. Deleted (4 EA) - Furnish and Installation of Traffic Control Signal Loops (W/B Camino Real Ave; east Santa Anita Ave) ($2,000.00) 12. Deleted (2 EA) - Remove and Replace PCC ADA Curb Ramps ($8,800.00) 13. Additional (9,368.5 SF) - Remove and Replace 4-Inch thick AC Deep Patch $112,497.00 14. Deleted (140 LF) - Remove and Replace PCC Curb Only (Misc. Locations) ($7,420.00) 15. Additional (1 LS) – Disposal of Macadam $90,000.00 16. Additional (1 LS) – Remove and Replace Corrugated metal Pipe (Fallen Leaf Rd) $11,025.00 17. Additional (1 LS) – Remove and Replace Unstable Material (Camino Real Ave and Fallen Leaf Rd) $29,513.78 Total ($113,124.43) The terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. All American Asphalt completed the work as defined in the project plans and specifications in an efficient and timely manner. FISCAL IMPACT Funds in the amount of $2,452,800 have been budgeted in the Fiscal Year 2018-19 Capital Improvement Program (“CIP”) for the Pavement Rehabilitation Project, and an additional $200,000 was earmarked for concrete repairs in the Fiscal Year 2018-19 CIP as part of the Annual Slurry Seal Program. Therefore, a total amount of $2,652,800 was available for this project. The total cost of the Pavement Rehabilitation Project is $2,404,575.57. This amount reflects the original contract amount of $2,517,700 minus quantity changes totaling $113,124.43, or 4.5% less than the original contract amount. Accept 2018-19 Pavement Rehabilitation Project October 15, 2019 Page 4 of 4 RECOMMENDATION It is recommended that the City Council accept all work performed by All American Asphalt for the Fiscal Year 2018-19 Pavement Rehabilitation Project as complete and authorize the final payment to be made in accordance with the contract documents, subject to retention of $120,228.78.