February 11, 2025
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, Principal Civil Engineer - 949-644-3315, [email protected] TITLE:
Slurry Seal Program (Fiscal Year 2022-23 and Fiscal Year 2023-24) – Notice of Completion for Contract No. 9380-1 (24R04) ABSTRACT:
On February 13, 2024, the City Council awarded Contract No. 9380-1 for the annual Slurry Seal Program (FY 2022-23 and FY 2023-24) to Roy Allan Slurry Seal, Inc. The project slurry sealed and seal coated various streets, trails and parking lots in the Beacon Bay, Irvine Terrace, Corona del Mar (south of East Coast Highway), Shore Cliffs, Cameo Shores, Mariners, Dover Shores, Bay Knolls and Newport Heights neighborhoods. The work is now complete and staff requests City Council acceptance and close out of the contract.
RECOMMENDATION:
a) Accept the completed work and authorize the City Clerk to file a Notice of Completion for the project.
DISCUSSION:
Overall Contract Cost/Time Summary
Awarded Contract Amount
Final Total Contract Amount
Total Contract Change Amount
Percent Contract Cost Change
$2,529,419.00
$2,492,684.74
-$36,734.26
-1.45%
Allowed Contract Time + Approved Extensions (Days) =
80 Actual Time Used (Days)
75 The Slurry Seal Program (FY 2023-23 and FY 2023-24) included distributing construction notices to affected residents and businesses, clearing existing pavement of debris, removing existing traffic striping and pavement markers, sealing cracks, grinding pavement edges, placing asphalt slurry seal and seal coat, and installing new traffic striping and markers on streets, trails and parking lots in the Beacon Bay, Irvine Terrace, Corona del Mar (south of East Coast Highway), Shore Cliffs, Cameo Shores, Mariners, Dover Shores, Bay Knolls and Newport Heights neighborhoods.
The contracted work has been completed to the satisfaction of the Public Works Department. A summary of the construction cost is as follows:
Original Bid Amount:
$
2,529,419.00
Actual Cost of Bid Items Constructed:
$
2,462,310.05
Total Change Orders:
$
30,374.69
Final Contract Cost:
$
2,492,684.74
The final total contract amount was $2,492,684.74, which was approximately 1.45% lower than the original bid amount. This minor cost decrease was primarily due to the over-estimation of slurry seal and edge grinding quantities needed for the project.
A summary of the project schedule milestones is as follows:
Estimated Start of Construction per Annual Baseline Schedule March 11, 2024
Actual Start of Construction Per Notice to Proceed
March 11, 2024
Estimated Completion per Annual Baseline Schedule
December 27, 2024
Substantial Completion Date Inclusive of Extra Work
November 15, 2024
The contractor was allowed 80 working days to complete the work. Due to separate ongoing construction activities in the Shore Cliffs and Newport Heights neighborhoods, which needed to be completed prior to slurry sealing, the contractor temporarily demobilized in June 2024. The remaining work in the Shore Cliffs and Newport Heights neighborhoods was later completed in November 2024. Roy Allan Slurry Seal, Inc. worked efficiently to complete the contract in 75 working days.
FISCAL IMPACT:
The Slurry Seal Program (FY 2022-23 and FY 2023-24) was included within the FY 2023-24 Capital Improvement Program (CIP) Budget. Funds for the construction contract were expended from the following accounts:
Account Description
Account Number
Amount
General Fund CIP
01201927-980000-22R04
$
78,970.01
General Fund CIP
01201927-980000-23R04
$
1,275,000.00
Gas Tax
12101-980000-23R04
$
127,000.00
Gas Tax
12101-980000-24R04
$
1,002,693.23
City of Costa Mesa Contribution
13501-980000-24R04
$
9,021.50
Total:
$
2,492,684.74
Gas Tax revenue is received through State-imposed taxes on fuel and motor vehicle registration dedicated to transportation purposes. The City of Costa Mesa contribution was for slurry sealing streets within the City of Costa Mesa along the city boundary.
Staff collaborated with the City of Costa Mesa Public Works Department to include streets along the city boundary to minimize public impacts and to achieve aesthetic consistency.
ENVIRONMENTAL REVIEW:
On February 13, 2024, the City Council found 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 it 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
5-3
5-1
Slurry Seal Program (Fiscal Year 2022-23 and Fiscal Year 2023-24) – Notice of Completion for Contract No. 9380-1 (24R04)
February 11, 2025
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