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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award of Construction Contract for the Fiscal Year 2023 Slurry Seal and Crack Seal Program
1) Motion awarding a construction contract to Onyx Paving Company, Inc. in the amount of $3,233,000, approving a 10 percent contract contingency in the amount of $323,300, and authorizing the City Manager or a designee to execute the contract.
2) Resolution of appropriation to shift and appropriate funds in the amount of $3,556,300 for the Fiscal Year 2023 Slurry Seal and Crack Seal Program.
COUNCIL ACTION
Item Type: Consent Item
Approved for January 23, 2024 calendar
EXECUTIVE SUMMARY
The Fiscal Year 2023 Slurry Seal and Crack Seal Program will complete necessary preventive maintenance on various streets based on the recommendation of the latest Pavement Management Program. On November 1, 2023, two bids were received for the Fiscal Year 2023 Slurry Seal and Crack Seal Program, and after a thorough review, staff found Onyx Paving Company, Inc.’s bid to be a responsive bid from a responsible bidder.
The intent of this item is for the City Council to award a construction contract to Onyx Paving Company, Inc. for $3,233,000 with a 10 percent contract contingency of $323,300.
Additionally, a resolution of appropriation is needed to transfer funds from existing projects in the Gas Tax Fund and appropriate new funds from the Water Depreciation Fund to fully fund this project.
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RECOMMENDATION
Approve the motion authorizing a construction contract with Onyx Paving Company, Inc. for the Fiscal Year 2023 Slurry Seal and Crack Seal Program in the amount of $3,233,000 plus a 10 percent contract contingency of $323,300 and approve the resolution of appropriation to shift funds within the Gas Tax Fund and appropriate new funds from the Water Depreciation Fund in the amount of $3,556,300 to the Fiscal Year 2023 Slurry Seal and Crack Seal Program.
ANALYSIS
As part of the Public Works Department’s ongoing efforts to improve the condition of the city’s roadways, the plans and specification have been prepared for the Fiscal Year 2023 Slurry Seal and Crack Seal Program. This project will improve city streets in southern and northern Glendale neighborhoods.
The scope of work includes removal and replacement of deteriorated asphalt concrete pavement, and application of crack seal and slurry seal material. This will extend the service life of roadways and improve mobility and pedestrian conditions. The detailed project scope of work is outlined below.
Project Scope of Work
The project scope of work includes the following:
•Application of approximately 11.1 centerline miles of crack sealing material; •Application of approximately 6.8 centerline miles of crack sealing material and emulsion aggregate slurry (Slurry Seal) Type II with a significant focus in the Adams Hill neighborhood in South Glendale;
•Selective removal, repair, and reconstruction of approximately 2,100 linear feet of damaged curbs and gutters, and 19,500 square feet of sidewalks, driveways, cross gutters, alley aprons, and street pavement;
•Modification of approximately 56 existing curb ramps to meet current ADA standards;
•Adjustment of existing manholes and water meters to finished grade; •Removal and replacement of existing traffic striping and pavement markings; and •Planting of 94 new street trees.
Tree Plantings
A total of 94 new street trees will be planted in vacant locations to infill the street canopy and expand the urban forest as part of this project on the following streets:
•10 trees on Crescent Drive between Adams Street and Cornell Drive; •6 trees on Magnolia Avenue between Central Avenue and Brand Boulevard; •7 trees on Palmer Avenue between Marion Drive and Oberlin Drive; •4 trees on Park Avenue between Adams Street and Marion Drive; •17 trees on Romulus Drive between Tyler Street and Easterly Terminus; •9 trees on Scofield Drive between Adams Street and Yale Drive; 3{{section.number}}c
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•7 trees on Tyler Street between Acacia Avenue and Green Street, and •34 trees on Windsor Road between Chevy Chase Drive and easterly terminus.
On October 10, 2023, the City Council adopted the project plans and specifications and authorized the city clerk to advertise the project for bids. The project was advertised in the Glendale Independent, the city’s website, as well as various online platforms.
On November 1, 2023, the city received two bids from contractors as follows:
1. Onyx Paving Company, Inc. $3,233,000.00
2. All American Asphalt $3,816,665.10
Upon review of the bid documents, staff finds the bid of Onyx Paving Company, Inc. of $3,233,000 to be the lowest responsive bid from a responsible bidder. The bid of Onyx Paving Company, Inc. in the amount of $3,233,000 is approximately 7.5% below the Engineer’s Estimate of $3,500,000.
In addition, staff recommends a reserve for contingencies in the amount of $323,300 or 10 percent of the bid amount. The contingency is based on previous experience with similar projects, and is routine for projects of this scale and complexity. This will also allow staff to account for any incidental work, unforeseen field conditions that could be encountered during construction, underground utilities issues that could arise because of the nature of the project, and any resulting field modifications that may be necessary.
The State of California Contractor’s State License Board website confirms that the license of Onyx Paving Company, Inc. is current, active, and in good standing. Additionally, Staff contacted the references provided by Onyx Paving Company, Inc. and found they had satisfactorily completed their projects.
The construction of this project is anticipated to begin in April 2024 and is scheduled for completion by August 2024.
STAKEHOLDERS/OUTREACH
The project provides the following benefits to the community:
•Improved safety for all users;
•Improved accessibility and walkability throughout the project neighborhoods; •Increased walkability to improve public health;
•Reduced fuel consumption and vehicle emissions.
Approximately 12,250 notifications were sent to residents and business owners along the project limits notifying them of the community meeting that took place on March 14, 2023.
The in-person community meeting was held at the City Hall Council Chambers and was also broadcasted on the city’s YouTube channel. During the meeting, the public was informed of the project details, construction schedule, future city and contractor notifications, and the impacts of the construction work in their neighborhood. Participants 4{{section.number}}c
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also had the opportunity to phone in and provide their comments and/or ask questions regarding the project.
Furthermore, outreach on this project continues to occur through a dedicated website for the project. The website page introduces the public to the project and to the project team, explains the scope of work and project locations, and provides the public with staff contact information for questions, discussion and/or input.
FISCAL IMPACT
The construction of the Fiscal Year 2023 Slurry Seal and Crack Seal Program will cost $3,556,300, which was not included as a part of the FY 2023-24 approved budget.
Therefore, staff is requesting for a shift in appropriation of $3,459,754 within the Gas Tax fund and a new appropriation of $96,546 from the Water Surplus Fund. The appropriation requests are outlined below:
Requesting Appropriation
Amount From (Account
String) To (Account String) Funding Source
$ 1,000,000
GL: 52100-4020-PWD-
0020-P0000
PL: PWD00576AN
GL: 52100-4020-
PWD-0020-P0000
PL: PWD01123AN
State Gas Tax
Fund
$ 1,000,000
GL: 52100-4020-PWD-
0020-P0000
PL: PWD01052AN
GL: 52100-4020-
PWD-0020-P0000
PL: PWD01123AN
State Gas Tax
Fund
$ 819,754
GL: 52100-4020-PWD-
0020-P0000
PL: PWD00380AN
GL: 52100-4020-
PWD-0020-P0000
PL: PWD01123AN
State Gas Tax
Fund
$ 640,000
GL: 52100-4020-PWD-
0020-P0000
PL: PWD00678BN
GL: 52100-4020-
PWD-0020-P0000
PL: PWD01123AN
State Gas Tax
Fund
$ 96,546 GL: 27900-5910-GWP-
0000-P0000
GL:52100-5930-
GWP-0020-P0000
PL:PWD01123BN
Water Surplus
Fund -Net
Position
ENVIRONMENTAL REVIEW (CEQA/NEPA)
The Project is categorically exempt from environment review because of CEQA Guidelines §§15301.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Do not approve the motion authorizing a construction contract and resolution of appropriation for the Fiscal Year 2023 Slurry Seal and Crack Seal Program. Doing so, however, will not improve the condition of the 5{{section.number}}c
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city’s streets, and pedestrian and traffic safety will not be improved.
Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Yazdan T. Emrani, P.E., Director of Public Works
Prepared by:
Rustom Tavitian, P.E., Civil Engineer II
Armen Avazian, P.E., Principal Civil Engineer
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1: Project Location Map for the Fiscal Year 2023 Slurry Seal and Crack Seal Program