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HomeMy WebLinkAboutItem 3f: Accept Work by Roy Allan Slurry Seal for Annual Slurry Seal Project3uam'Paua AuPuat 5, 1903 STAFF REPORT Public Works Services Department DATE: September 15, 2009 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager/Public Works Services Director / Prepared by: Lubomir Tomaier, Principal Civil Engineer Mark Rynkiewicz, Associate Civil Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY ROY ALLAN SLURRY SEAL, INC. FOR THE 2008-2009 ANNUAL SLURRY SEAL PROJECT AS COMPLETE AND AUTHORIZE THE FINAL PAYMENT TO BE MADE IN ACCORDANCE WITH THE CONTRACT DOCUMENTS Recommendation: Approve SUMMARY On May 5, 2009, the City Council awarded a contract to Roy Allan Slurry Seal, Inc. in the amount of $370,514 for the construction of the 2008-2009 Annual Slurry Seal Project, plus a 10% contingency for a total project cost of $407,565. The terms and conditions of this project have been complied with and the work has been performed to staff's satisfaction for a total project cost of $399,496. This amount reflects the original contract amount of $370,514 plus changes totaling $28,983 or 7.8% above the original contract amount. Staff recommends that the City Council accept all work performed by Roy Allan Slurry Seal, Inc. as complete and authorize the final payment to be made in accordance with the contract documents. DISCUSSION The Public Works Services Department is responsible for the maintenance and repair of approximately 147 miles of pavement within the community. In 1999, as part of the Pavement Management Program, staff prioritized the condition of all City streets and established an eight (8) year slurry seal program to efficiently prolong the life of City streets. The 2007/2008 Capital Improvement Program includes the Annual Asphalt and Concrete Program for this work. The Department is scheduled to slurry seal approximately 18.5 miles of City residential streets per year. The attachment is a map of the area where the work was performed for FY 2008-2009. Page 1 of 3 Mayor and City Council September 15, 2009 An asphalt slurry seal is a mixture of well-graded fine aggregate, emulsified asphalt and water applied to the street pavement as a surface treatment. It is designed for both preventive and corrective maintenance to older pavement surfaces where surface cracks and loss of surface material are evident. This process makes the pavement impermeable to air, water and improves skid resistance. To reduce the need for more costly maintenance or construction work in the future, this application is repeated once every eight years. The Slurry Seal Project is awarded on an amount based on the engineer's estimate of quantities and the low bidder's unit bid prices. The final contract amount is based on actual installed quantities based on specific field conditions; such as, pavement surface texture, undulations, and indentations; therefore, the awarded contract amount and final contract amounts vary. The difference between the contract amount as bid and the actual material cost is identified in Table 1 below as Contract Savings. In addition to the work originally covered by the contract, and contract savings, two (2) Contract Change Orders (CCO) were written. CCO#1, for the amount of 36,594.10, was issued to the contractor for additional streets affected by the Sanitation Districts of Los Angeles County Sewer Relief Project. The work of this change was pre approved by City Council on May 5, 2009. CCO#2, for the amount of $20,050 was issued for the slurry of Orange Grove Avenue within the City of Sierra Madre. The cost of the work performed in Sierra Madre was added at the request of the City of Sierra Madre . The cost for this work will be reimbursed to the City of Arcadia by the City of Sierra Madre at the close of the project. Table 1 Original Contract Amount $ 370,514 Contract Savings $ (27,662) CCO#1 LA County Sewer Relief Repair $ 36,594 CCO #2 Sierra Madre portion of Orange Grove Ave. $ 20,050 Final Contract Amount $ 399,496 The terms and conditions of this contract have been complied with and the work has been performed to staffs satisfaction. Therefore, staff recommends that the City Council accept all work performed by Roy Allan Slurry Seal, Inc. as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $39,950. The final contract amount has been determined to be $399,496. This amount reflects the original contract amount of $370,514 plus changes totaling $28,982 or 7.8% above the original contract amount. Page 2 of 3 Mayor and City Council September 15, 2009 ENVIRONMENTAL ANALYSIS This project is categorically exempt per Section 15301 (c) replacement from the requirements of the California Environmental Quality Act. FISCAL IMPACT Funds in the amount of $524,000 are budgeted in the 2008-2009 Capital Improvement Program. $20,050 will be reimbursed by the City of Sierra Madre for work within their city. $98,992 has been spent on concrete repairs leaving a balance of $445,058 for this portion of the project. The remaining project balance will be returned to the Gas Tax fund balance. RECOMMENDATION 1. Accept all work performed by Roy Allan Slurry Seal, Inc. for the 2008-2009 Annual Slurry Seal Project as complete. 2. Authorize final payment to be made in accordance with the contract documents, subject to a retention of $39,950. Approved by: -D,'X Donald Penman, City Manager PM:LT:MR Attachment Page 3 of 3 2008/2009 ANNUAL SLURRY SEAL PROJECT