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CITY OF
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`q44:09 City Council Staff Report
February 13, 2024
Agenda Item No. 5
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311, [email protected]
PREPARED BY: Andy Tran, Senior Civil Engineer - 949-644-3315, [email protected]
TITLE: Slurry Seal Program (FY 2022-23 and FY 2023-24) — Award of Contract No. 9380-1 (24R04)
The City of Newport Beach received construction bids for the Slurry Seal Program (FY 2022-23 and FY 2023-24) and requests City Council approval to award the construction contract to Roy Allan Slurry Seal, Inc. of Santa Fe Springs. This year's project covers the Beacon Bay, Irvine Terrace, Corona Del Mar (south of East Coast Highway), Shorecliffs, Cameo Shores, Mariners, Dover Shores, and Bay Knolls communities, as well as the Newport Pier parking lot. This program follows the annual concrete repair and pavement repair programs that are currently in progress.
RECOMMENDATIONS:
a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), Class 1 (maintenance of existing public facilities involving negligible or no expansion of use) of the CEQA Guidelines, because this project has no potential to have a significant effect on the environment; b) Approve the project plans and specifications;
c) Award Contract No. 9380-1 to Roy Allan Slurry Seal, Inc. for the total bid price of $2,529,419 for the Slurry Seal Program (FY 2022-23 and FY 2023-24), and authorize the Mayor and City Clerk to execute the contract; and
d) Establish a contingency of $253,000 (approximately 10% of total bid) to cover the cost of unforeseen work not included in the original contract.
DISCUSSION:
The City maintains a Pavement Management Program to review, monitor and recommend street pavement maintenance, rehabilitation and/or replacement projects in an effort to keep the overall City street pavement condition at a Pavement Condition Index rating of 80 or higher, as requested by City Council.
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Slurry Seal Program (FY 2022-23 and FY 2023-24) - Award of Contract No. 9380-1 February 13, 2024
As part of this Pavement Management Program, the City performs necessary pavement patching and crack sealing, and then applies an asphalt slurry seal to all residential and collector streets, as well as a seal coat to City parking lots, generally every seven years.
Residential and collector streets are divided into seven areas; one area is slurry sealed each year. Due to construction scheduling conflicts with multiple Capital Improvement Projects in the same vicinity, the FY 2022-23 Slurry Seal Program was postponed last year and is now added to the FY 2023-24 Slurry Seal Program. This annual slurry seal program is an important part of the regular preventative street maintenance and extends the life of the pavement, which in turn lowers the overall life cycle cost, as well as improves the aesthetics and rideability of the city streets.
At 10 a.m. on January 18, 2024, the City Clerk opened and read the bids for this project:
BIDDER
TOTAL BID AMOUNT
Low
Roy Allan Slurry Seal, Inc.
$ 2,529,419.00
2nd
American Asphalt South, Inc.
$ 2,914,960.25
3rd
All American Asphalt
$ 3,171,900.00
4th
Pavement Coatings
$ 3,487,950.00
The City received four bids for this project. The low bidder, Roy Allan Slurry Seal, Inc., possesses a California State Contractor's License Classification "A", as required by the project specifications. A review of references for Roy Allan Slurry Seal, Inc. shows satisfactory completion of similar contracts for the City and other municipalities. Roy Allan Slurry Seal, Inc. successfully completed the FY 2019-20 Slurry Seal Program for the City.
The low bid was 11 % below the Engineer's Estimate of $2,840,200. Bid prices for mobilization, slurry sealing, seal coating, and edge grinding were lower than the Engineer's Estimate, while bid prices for traffic control and signing and striping were higher than the Engineer's Estimate.
The proposed project includes distributing construction notices to affected residents and businesses. Construction will include clearing existing pavement of debris, soil and other loose materials; removing existing traffic striping, pavement markings, and raised pavement markers; weed removal and crack sealing; edge grinding; placing asphalt slurry seal; placing asphalt seal coat; installing new traffic striping, pavement markings and raised pavement markers; and other incidental items of work necessary to complete the work. The limits of the work include Beacon Bay, Irvine Terrace, Corona Del Mar (south of East Coast Highway), Shorecliffs, Cameo Shores, Mariners, Dover Shores, and Bay Knolls communities. The project also includes slurry sealing various bike trails and seal coating City -owned parking lots.
A portion of Tustin Avenue within the project limits is located in the City of Costa Mesa.
The city boundary line along Tustin Avenue shifts from the center of the street to the back of the sidewalk. Staff coordinated with the City of Costa Mesa to include slurry sealing its portion of Tustin Avenue with this contract to minimize public inconvenience and to improve the aesthetics of this street. Upon completion, the City of Costa Mesa will reimburse the City for its share of the work.
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Slurry Seal Program (FY 2022-23 and FY 2023-24) - Award of Contract No. 9380-1 February 13, 2024
Pursuant to the Contract Specifications, the Contractor will have 80 working days to complete the work. Work is scheduled to start in March 2024.
The project plans and specifications will be available for review at the February 13, 2024 City Council meeting or upon request.
FISCAL IMPACT:
There is sufficient funding available from the Capital Improvement Program budget for the award of this contract.
The following funds will be expended:
Account Description
General Fund (FY22-23)
Gas Tax (FY22-23)
Gas Tax (FY23-24)
City of Costa Mesa Contribution
Proposed fund uses are as follows:
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Roy Allan Slurry Seal, Inc.
Roy Allan Slurry Seal, Inc.
Harrington Geotechnical
Engineering, Inc.
Various
Account Number Amount
01201927-980000-23R04 $ 1,275,000
12101-980000-23R04 $ 127,000
12101-980000-24R04 $ 1,485,000
13501-980000-24R04 $ 5,000
Total: $ 2,892,000
Purpose Amount
Construction Contract $ 2,529,419
Construction Contingency $ 253,000
Materials Testing $ 105,200
Printing & Incidentals $ 4,381
Total: $ 2,892,000
Gas Tax revenue is received through State imposed taxes on fuel and motor vehicle registration dedicated to transportation purposes.
Staff recommends establishing $253,000 (approximately 10% of total bid) for contingency purposes and unforeseen conditions associated with construction.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), Class 1, (maintenance of existing public facilities involving negligible or no expansion of use) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because this project has no potential to have a significant effect on the environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Location Map
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ATTACHMENT A
JOHN WAYNE
AIRPORT
NOT TO SCALE
SLURRY SEAL PROGRAM
(FY2022-23 AND FY2023-24)
LOCATION MAP
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
C-9380-1 1 02/13/2024
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