March 4, 2025, Item #3AG EN DA REPORT City of Poway DATE: TO: FROM: CONTACT: March 4, 2025 Honorable Mayor and Members of the City Council Julie Procopio, Director of Development Servicesq Douglas Nguyen, Assistant Engineer pl'/ (858) 668-4605 or [email protected] CITY COUNCIL SUBJECT: Acceptance of the FY 2024-25 Street Maintenance Project with American Asphalt South, Inc., as Complete Summary: On June 21, 2022, the FY 2022-23 Street Maintenance project was awarded to American Asphalt South, Inc., Bid No. 22-013. The contract documents include a provision that allows for the contract to be extended. On June 4, 2024, the City Council extended the contract for the FY 2024-25 Street Maintenance project in the amount of $1,436,071.77. This was the second of two allowable extensions. This action will accept the project as complete. Recommended Action: It is recommended the City Council: 1) Accept the FY 2024-25 Street Maintenance project as complete; 2) Authorize the City Clerk to file and record the Notice of Completion; 3) Authorize the release of the retention in the amount of $71,803.59, if unencumbered, 45 days after City Council acceptance; 4) Release the Everest Reinsurance Company Bond for Material and Labor in the amount of $1,436,071.77 after the release of retention; and 5) Retain the Everest Reinsurance Bonding Company Bond for Faithful Performance for a period of one (1) year. Discussion: This project is a part of the City's annual street maintenance program which repairs, rehabilitates and reconstructs the arterial and residential streets throughout the City. The City is divided into eight maintenance zones. Annually, the City completes maintenance within a zone for an eight year rotational street maintenance program. This program maintains the condition of the City's public street system at a high level and extends the useful life of the public streets. The scope of the FY 2024-25 project included street maintenance treatments on public streets within Street Maintenance Zone 7, consisting of placement of Type II emulsion aggregate slurry on streets along with raising water, sewer, and monument lids flush to grade. Street Maintenance Zone 7 is located within the Poway 1 of 2
March 4, 2025, Item #3Business Park. The work also included street maintenance treatments at the Crosthwaite Maintenance Yard and Glenoak Road in front of Abraxas High School. This project has been coordinated with the FY 2023-24 Street Overlay Project and the FY 2024-25 Citywide Striping Project. This action accepts the FY 2024-25 Street Maintenance project as complete. The project included two change orders, totaling $41,459.98. The first change order addressed the replacement of 34 inductive traffic signal loops along Scripps Poway Parkway. The second change order accounted for the net difference between the estimated and actual material quantities used in project delivery. The final contract amount is $1,477,531.75. Environmental Review: The action of acceptance of public improvements that have been completed, which was the subject of a prior environmental determination, is not considered a Project as defined under Section 15378 of the California Environmental Quality Act (CEQA) State Guidelines; therefore, pursuant to the CEQA State Guidelines Section 15378(b)(5) no environmental review is required. Fiscal Impact: Sufficient funds are available in the project account (ST029) for the release of retention. The City proactively planned for this project as part of the annual budget process. Public Notification: None. Attachments: None. Reviewed/Approved By: Assistant City Manager 2 of 2 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch~ City Manager