Agenda Report
Fullerton City Council
MEETING DATE: JULY 18, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: RAUL GODINEZ, INTERIM public works director PREPARED BY: david grantham, principal civil engineer
SUBJECT: RESIDENTIAL SLURRY SEAL – BURNING TREE ROAD PROJECT
SUMMARY
Award $101,094.90 construction contract to Petrochem Materials Innovation, LLC for the Residential Slurry Seal – Burning Tree Road Project.
RECOMMENDATION
Approve plans and specifications for the Residential Slurry Seal – Burning Tree Road Project.
Accept $43,000 donation from Westbluff HOA and appropriate to Project 44698 Residential Slurry Seal – Burning Tree Road Project (Fund 74).
Approve $80,000 budget transfer of American Rescue Plan Act (ARPA) Revenue Replacement Funds (Fund 74) from Project 44589 Residential Street Program to Project 44698 Residential Slurry Seal – Burning Tree Road Project (Fund 74).
Award $101,094.90 construction contract for the Residential Slurry Seal – Burning Tree Road Project to Petrochem Materials Innovation, LLC and authorize City Manager, or designee, to execute the contract, in a form approved by the City Attorney.
Authorize Public Works Director, or designee, to approve any future change orders for construction and professional engineering construction support services within the approved project budget.
CITY MANAGER REMARKS
The City Manager recommends approval of award of construction contract to Petrochem Materials Innovation, LLC.
The Westbluff HOA reached out to the City to inquire if the City could pave an area controlled by HOA at the same time as the City project. We were able to work out an agreement where the Westbluff HOA paid $43,000 toward the slurry seal project to cover their share of the cost.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Infrastructure and City Assets.
FISCAL IMPACT
The Fiscal Year 2023-24 Capital Improvement Program Budget has sufficient funding to support the City’s portion of project costs from ARPA Revenue Replacement Funds. Staff recommends a $80,000 budget transfer from Project 44589 Residential Street Program (Fund 74) to Project 44698 Residential Slurry Seal – Burning Tree Road Project (Fund 74). The Westbluff HOA agreed to donate $43,000 towards the Burning Tree Road slurry seal project.
Staff has attached a Budget Data Sheet and the Contractor Quote for City Council reference (Attachment 1 and 2)
DISCUSSION
Background
Westbluff HOA is a residential community located adjacent to Burning Tree Road, north of Malvern Area, which includes privately maintained roads bisected by the City- maintained Burning Tree Road. The HOA Board approached the City to partner in a project to slurry seal the City-maintained Burning Tree Road as part of the HOA’s regularly scheduled pavement treatment operations on their private streets. Discussions with the HOA and considering the complexity of City requirements and associated prevailing wage needs resulted in a preferred approach for the HOA to provide a donation and the City to design the improvements, contract the contractor and manage the construction. Westbluff HOA has agreed to this partnership approach.
The donation amount reflects the cost for Westbluff HOA to completely slurry seal Burning Tree Road directly adjacent to their property using a private contractor and non-prevailing wage rates. Staff agrees with this methodology and the donation amount.
Pavement Treatment
Staff proposes to use the same pavement treatment approved by City Council at the May 2, 2023 meeting for treatment of Hillcrest Drive, Hillcrest Lane and Lincoln Avenue, in an effort to continue investigating cost-effective paving alternatives. The pavement treatment, known as Central Mix Rubberized Emulsion Aggregate Seal (CM REAS), blends asphalt emulsion, California recycled tire rubber, aggregate, polymers and stabilizers and performance additives produced by Petrochem Materials Innovation, LLC (PMI). This product is higher quality as it requires approximately double the modified binder content, resulting in thick film of binder and long service life. The product is mixed at a controlled location, rather than on site, providing a higher quality solution.
Staff proposes this product as a potentially cost-effective method to address City street pavement conditions, but determining its viability requires installation on multiple streets with varying pavement conditions. Installing the product on Burning Tree Road would provide staff with additional means to evaluate for future use.
This section of Burning Tree Road is a residential collector with current Pavement Condition Index (PCI) scores ranging from 45 to 62. The pavement treatment would involve CM REAS Type II slurry seal which will use an 1/4” aggregate, help seal cracks and provide a smooth surface for alligatored and distressed streets. PMI provides a seven-year warranty on the CM REAS Type II product.
Contract Award
Staff recommends awarding this contract through piggybacking off the multi-year contract (Contract # ARC 40 59680 16) between PMI and the City of Los Angeles (Attachment 4). This contract allows piggyback pricing to other agencies. The Purchasing Manager may contract for goods or services and ‘piggyback’ contractual agreements of other governmental agencies that have formally bid for a given project pursuant to the City Purchasing Policy, Policy No. 4.1.2 Section IV (F) Exceptions to the Bid Process. This piggyback contracting enables the City to take advantage of pricing from the larger economies-of-scale that a larger agency like the City of Los Angeles can achieve.
Staff has reviewed the terms and conditions of the multi-year contract between PMI and the City of Los Angeles and found contract and pricing terms acceptable.
Staff requested additional materials and services not included in the City of Los Angeles’ Agreement in PMI’s proposal to the City, priced at market value and projected not to exceed $15,000. Staff requests approval of the PMI project bid to the City, which includes both the piggyback provisions as well as pricing and approval of additional materials and services not in the original City of Los Angeles Agreement.
Staff has tentatively scheduled construction for late summer 2023.
Staff has prepared an environmental assessment in accordance with the California Environmental Quality Act guidelines and determined that the project is categorically exempt.
Attachments:
Attachment 1 – Budget Data Sheet
Attachment 2 – Petrochem Materials Innovation, LLC Quote Attachment 3 – Project Location Map
Attachment 4 – City of Los Angeles Contract #ARC 40 59680 16 cc: City Manager Eric J. Levitt
Residential Slurry Seal – Burning Tree Road Project
July 18, 2023 - Page 2