CITY COUNCIL STAFF REPORT
Meeting Date: August 07, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-23 ACCEPTING THE 2022 STREET RESURFACING PROJECT NO. PSC-01-22 AS COMPLETE AND
AUTHORIZING THE PUBLIC WORKS MANAGER TO ISSUE AND
RECORD A NOTICE OF COMPLETION
SYNOPSIS
The 2022 Street Resurfacing Project No. PSC-01-22 provided for a pavement resurface treatment on selected streets within three residential neighborhoods and two major collectors (Grayson Road and Chilpancingo Parkway) in the City. The contractor, MCK Services, Inc. has completed all the work to the City’s satisfaction. The purpose of this item is to consider the acceptance of the 2022 Street Resurfacing Project No. PSC-01-22 as complete and to authorize the issuance of a Notice of Completion.
DISCUSSION
Background
On September 12, 2022, City Council adopted Resolution No. 81-22, which awarded the 2022 Street Resurfacing Project’s construction contract to the low bidder, MCK Services, Inc. in the base bid amount of $4,437,305. Additionally, on October 3, 2022, City Council adopted Resolution No. 86-22, authorizing the allocation of $205,000 of available Measure K funds for needed pedestrian and bicycle upgrades on the project streets.
The 2022 Street Resurfacing Project No. PSC-01-22 was part of the annual Street Resurfacing Program (SRP) identified in the approved FY 2022-2027 Capital Improvement Plan (CIP). The project was divided into two phases. Phase I consisted of preparing the streets by repairing pavement failures (potholes), crack sealing, installing new ADA curb ramps and limited concrete curb, gutter and sidewalk repairs. Once this work was completed in October 2022, the contractor moved forward with Phase II, which provided a final pavement resurface treatment on project streets: Option 1: Full Depth Reclamation (FDR) followed by a Hot Mix Asphalt Overlay on the two collector streets or Option 2: Wedge grind followed by a Hot Mix Asphalt (HMA) Overlay on all residential streets. The surface treatment was followed by new thermoplastic striping of all project streets per the City’s draft Bicycle and Pedestrian Master Plan. This work on the collector streets was completed in November 2022. Construction stopped early in December 2022, due to inclement weather, and restarted early March 2023. Remaining project work at that time included the resurfacing of residential streets in Poet’s Corner.
The contract documents originally identified 43 streets in two Residential Zones (RZ7 and RZ20) and two collector streets to receive a new surface treatment. The Budget Committee, at its November 30, 2022 meeting, directed staff to identify approved, unfunded projects that could utilize a portion of the FY21/22 unassigned Measure K fund balance. On February 27, 2023, in an effort to utilize these Measure K funds, City Council adopted Resolution No. 12-23, approving the resurfacing of an additional 19 residential streets in RZ17, with the same wedge grind/HMA overlay surface treatment utilized as part of the 2022 Street Resurfacing Project. The Council also approved $100,000 of the available Measure K funds for pothole repairs on the City’s arterial and collector streets. A change order was issued to MCK Services, Inc., and the work was completed in May 2023.
In an effort to increase pedestrian and bicyclist safety, additional thermoplastic striping, markings and signage upgrades were added to the project scope at five intersections within the City per the City’s draft Bicycle and Pedestrian Master Plan.
Project highlights included:
29,525 square yards of Full Depth Reclamation (recycled asphalt) 19,975 tons of Hot Mix Asphalt overlay on 57 residential and two collector street 7,835 square feet of 3” pothole repair of arterial and collector streets Installed 14 new ADA compliant curb ramps on residential streets Repaired 375 linear feet of curb and gutter
Updated/refreshed thermoplastic pavement markings, reflectors, striping and signage on 10.36 miles of residential and collector streets
Updated/refreshed thermoplastic pavement markings, reflectors, striping and signage at 5 intersections within the City of Pleasant Hill
Re-established 38 iron pipe survey monuments
Adjusted 198 Central Contra Costa Sanitary District (CCCSD) facilities Adjusted 143 Contra Costa Water District (CCWD) water valves Adjusted 101 East Bay Municipal Utility District (EBMUD) water valves Adjusted 36 Diablo Vista Water System water valves
As part of the Street Monumentation Program and in accordance with State law (protect existing monuments and re-establish monumentation), 38 iron pipe monuments in the project streets were re-established and set into monument casings. LCC Engineering and Surveying, Inc., a licensed surveyor, provided the professional surveying services necessary to perform the work.
Upon City Council acceptance, all project streets will be under a five-year street pavement moratorium to manage the pavement degradation from the effects of utility cuts and extend their useful life. This five-year street pavement moratorium will protect the City’s capital investment in streets, the street pavement integrity, ride quality and appearances of new street surfaces.
Analysis
The project is now complete and the work conforms to the construction plans and specifications.
The project began on October 10, 2022, and was substantially completed at the end of May 2023, within the allotted contract time. The contract initially allotted 35 working days to complete the work and project completion date was November 23, 2022. The inclement winter weather resulted in a project shut down for 75 working days. The contractor was then awarded an additional 45 working days to complete all remaining contract and change order utility, paving and thermoplastic striping work. Acceptance of this project was delayed until the contractor completed all punch list items, and submitted all the necessary project closeout paperwork required by the contract documents.
The total cost of construction, including change orders, is $5,226,079.84, which is 8.9 percent below the approved contract amount of $5,742,305. Change order work included:
Resurfacing and thermoplastic striping on 16 residential streets in RZ17 Pothole repair on the City’s arterials and collectors Thermoplastic striping, markings and signage upgrades at Lucille Lane, Wendell Lane at Oak Park Boulevard, Kiki Drive, Paso Nogal Road and Monument Boulevard at Buskirk Avenue
Installation of buffered bike lanes on Chilpancingo Parkway and Grayson Road Installation of thermoplastic “sharrows” on residential streets The City is retaining approximately five percent of the total construction cost ($261,303.99) from MCK Services, Inc. to ensure that all subcontractors and suppliers have been paid. The procedure for releasing these monies is the City Council’s formal acceptance of the work with authorization to issue and record a Notice of Completion. If there are no claims filed within 35 days of recording the notice, final payment of the retained amount can be made to the contractor. After acceptance of the project, the City will have a one year maintenance period to address any problems that occur in that time frame.
FISCAL IMPACT
The project is funded by $2,804,450 in Measure K funds, $1,403,050 in SB1 funds, and $1,018,579.84 in Gas Tax Funds, totaling $5,226,079.84.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt Resolution.
ALTERNATIVES TO RECOMMENDED ACTION
None Recommended.
ATTACHMENT(S):
Proposed Resolution
Project List of Streets
Prepared by: Ann James, Public Works Manager
Approved by: Ethan Bindernagel, City Manager