CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
3/27/2023
1 SUBJECT:
FY 2023-24 Pavement Resurfacing Project
RECOMMENDED ACTION:
Adopt a Resolution entitled "A Resolution of the City Council of the City of Pacifica Approving the Construction Contract with Pavement Coatings Co. in an amount not to exceed $1,568,829.20 and a Master Services Agreement and Task Order No. 1 with CSG Consultants, Inc. in an amount not to exceed $149,360.00; Authorize a budget authority in the amount of $1,975,917.00, which includes contingencies in an amount not to exceed fifteen percent (15%) of the Construction Contract amounts; Authorize staff to Execute Future Change Orders and Task Orders not to exceed the contingency amount; and Authorize the Designated Personnel to Sign Contract Documents related to the FY 2023-24 Pavement Resurfacing Project.” STAFF CONTACT:
Raymund Donguines, P.E., Senior Civil Engineer
(650) 738-3768
[email protected]
Roland Yip, P.E., DPW Deputy Director
(650) 738-3771
[email protected]
Lisa Petersen, P.E., DPW Director
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
On October 12, 2020, the City Council accepted the City’s 5-year Street Maintenance Program for FY 2020-21 through FY 2024-25. As noted during the October 2020 Council meeting, the main goal of the City’s five-year pavement maintenance program is to both keep good streets in good condition and use a stop gap measure to prevent poor condition streets from falling into expensive reconstructions. A slurry seal (mixture of asphalt oil, water, and coarse sand) is used on good streets to keep them that way. This is the most cost-effective form of street maintenance. Cape seals (asphalt oil and small aggregate covered with a slurry seal) can be used as an inexpensive stop gap measure to keep poor streets from dropping into worse condition with targeted spot pavement repairs.
The FY 2023-24 Pavement Resurfacing Project will resurface approximately 7.72 miles (28 street sections) of City pavement and follows the Council approved 5-year Street Maintenance Program. The type of treatments used generally follow the 5-year pavement program with the exception of value engineering changes made by the pavement consultant to allow for project cost savings. These value engineering changes will allow the City to treat all the streets identified under the City’s FY 2023-24 pavement program. These changes include using two Pacifica City Council 2
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coats of slurry seal in place of a cape seal on appropriate streets and using a spot treatment called microsurfacing (similar to a thick slurry seal) to address areas of pavement distress. The overall project scope will include roadway cape seals, double slurry seals, slurry seals, asphalt concrete grinding and paving, microsurfacing base repairs, pavement striping and markings and other miscellaneous related work. The project will be funded by money the City receives from SB 1, Measure W and Measure A (Fund 09).
On September 26, 2022, the City Council approved Task Order No. 1 between the City of Pacifica and NCE for Design and Engineering Services related to the FY 2023-24 Pavement Resurfacing Project. The project will resurface streets generally in the Manor District and northern part of Pacifica (see Attachment “C” - Project Plans and Street List). A portion of Manor Drive and Monterey Road will receive a 2-inch asphalt overlay. Sections of Conchita Ct., Cragmont Ct., Del Mar Ave., Fremont Ave., Glasgow Dr., Glencourt Way, Hacienda Ct., Heathcliff Dr., Hibbert Ct., Inverness Dr., Johnson Ave., Lorry Ln., Manor Dr., Milagra Dr., Miller Ave., Monterey Rd., Nelson Ave., Norfolk Dr., Perry Ave, Vista Mar Ave. will receive a cape seal with base repair. Arroyo Dr., Avalon Dr., Edgemar Ave., Lewis Ln., Manor Dr., Nelson Ave. will receive a slurry seal. The project plans are also available to view on the City's website at:
<https://www.cityofpacifica.org/departments/public-works/engineering/capital-improvementprojects>. NCE has been working in the Bay Area since 1990 and is highly regarded for their expertise in pavement design and rehabilitation and for their work with the pavement research branch of the Federal Highways Administration.
The Project was advertised on February 8, 2023, and February 15, 2023, in accordance with the formal bid process. Twenty-six (26) companies requested plans and specifications and five (5) companies submitted bids. On March 9, 2023, the bid opening was held via Zoom by the City Clerk and the result is as follows:
Company Base Bid
Pavement Coatings Co. $1,568,829.20
Doolittle Construction LLC $1,598,598.00
VSS International, Inc. $1,660,120.00
DRYCO Construction, Inc. $1,709,960.77
O'Grady Paving Inc. $1,713,272.60
The apparent low bidder is Pavement Coatings Co. with a base bid amount of $1,568,829.20.
This is approximately 20% over the Engineer’s Estimate, which is related to the recent and ongoing fluctuation and uncertainty in oil prices that directly impacts pavement oils used for resurfacing. All required documentation was submitted with their bid. Pavement Coatings Co. has performed several of the City’s projects in the past and their work has been satisfactory. As there are sufficient project funds from SB1, Measure W and Measure A/Fund 09, the City Manager recommends the award of contract (Attachment "A") to the apparent low bidder, Pavement Coatings Co. In addition, a 15% contingency is recommended to allow enough funding to handle any additional improvements that are identified during construction. Staff recommends authorizing a budget authority for construction in the amount of $1,804,153.00, which includes contingencies in an amount not to exceed fifteen percent (15%) of the Construction Services Agreement amount for any unforeseen conditions and/or additional street work required.
CSG Consultants, Inc., is a full-service engineering firm that specialize in local agency staff augmentation work including, construction management and inspection work. Not only do they have the expertise in construction inspection and management for this type of project but are Pacifica City Council 3
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also familiar with City standards. Therefore, staff recommends approval of the Master Agreement and Task Order No. 1 between the City of Pacifica and CSG Consultants, Inc. (Attachment "B"), for construction management, inspections, and material testing in the amount not to exceed $171,764, which includes contingencies in the amount not to exceed ten percent (15%) of Task Order No. 1 for any unforeseen conditions and/or additional street work required or requested by the City.
ALTERNATIVE ACTION:
Council may choose not to adopt the resolution and not approve the construction contract.
However, this will result in project delays and possible increase in construction cost. Staff does not recommend this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the construction contract is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. This construction project will improve existing City streets and roads.
FISCAL IMPACT:
The following is the source and use of funds for the project:
Total Project Source and Use of Funds
SB1 $956,000.00
Measure W $234,340.00
Measure A / Fund 09 $1,000,000.00
Total Source of Funds $2,190,340.00
FY 2023-24 Pavement Resurfacing Project $1,975,917.00
Design and Engineering $161,700.00
Total Use of Funds $2,137,617.00
Project End Balance $52,723.00
The remaining funds will go back to Street Construction Fund 09 to fund future pavement resurfacing projects.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment "A" - Construction Contract with Pavement Coatings Co. (PDF) Pacifica City Council 4
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Attachment "B" – Master Agreement and Task Order No. 1 between City of Pacifica and CSG Consultants, Inc. (PDF)
Attachment "C" - Project Plans and Street List (PDF)
Pacifica City Council 5
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RESOLUTION NO. __-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE CONSTRUCTION CONTRACT WITH PAVEMENT COATINGS CO. IN AN AMOUNT NOT TO EXCEED $1,568,829.20 AND A MASTER SERVICES AGREEMENT AND TASK ORDER NO. 1 WITH CSG CONSULTANTS, INC. IN AN AMOUNT NOT TO EXCEED $149,360.00; AUTHORIZE A BUDGET AUTHORITY IN THE AMOUNT OF $1,975,917.00, WHICH INCLUDES CONTINGENCIES IN AN AMOUNT NOT TO EXCEED FIFTEEN PERCENT (15%) OF THE CONSTRUCTION CONTRACT AMOUNTS; AUTHORIZE STAFF TO EXECUTE
FUTURE CHANGE ORDERS AND TASK ORDERS NOT TO EXCEED THE CONTINGENCY AMOUNT; AND AUTHORIZE THE DESIGNATED PERSONNEL TO SIGN CONTRACT DOCUMENTS RELATED TO THE FY 2023-24 PAVEMENT RESURFACING PROJECT.
WHEREAS, consistent with the City of Pacifica’s Bidding Procedures for Public Projects (Municipal Code Title 3 Chapter 15) the City of Pacifica advertised the Request for Bids for FY 2023-24 Pavement Resurfacing Project on February 8, 2023, and February 15, 2023; and WHEREAS, the low bidder was Pavement Coatings Co.; and
WHEREAS, the City requested proposals from Engineering companies on the City’s OnCall List for the Construction Management, Inspection and Testing services; and WHEREAS, the City evaluated CSG Consultants, Inc. proposal, and is satisfied they can successfully complete the work and has been satisfied with their services on past City projects.
NOW, THEREFORE BE IT RESOLVED that the Governing Board of the City of Pacifica authorizes entering into the construction contract and agreement for the FY 2023-24 Pavement Resurfacing Project and that the person/s who are listed below are authorized to sign the project contract documents for the Governing Board.
NAME TITLE SIGNATURE
Kevin Woodhouse City Manager _______________________
Lisa Petersen Director of Public Works _______________________ Roland Yip Deputy Director of Public Works _______________________ Pacifica City Council 6
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• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 27th day of March, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney