Administrative
Report
H.3., File # 23-7166 Meeting Date: 11/14/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
ACCEPT AS COMPLETE THE CITYWIDE SLURRY SEAL PROJECT, PHASE 3, JOB NO. 41140,
AND AUTHORIZE THE CITY ENGINEER TO FILE A NOTICE OF COMPLETION FOR THE
PROJECT WITH THE LOS ANGELES COUNTY RECORDER AND RELEASE THE FINAL RETENTION PAYMENT OF $35,659 TO ALL AMERICAN ASPHALT, UPON EXPIRATION OF THE 35-DAY LIEN PERIOD AFTER SAID RECORDATION AND NO CLAIMS BEING FILED UPON THE
PROJECT
EXECUTIVE SUMMARY
On December 6, 2022, the City Council awarded All American Asphalt a public works contract for $635,601 for construction of the Citywide Slurry Seal Project, Phase 3, Job No. 41140 (Project).
During construction of the project, staff issued one change order, totaling $77,575, bringing the final contract amount to $713,177. The change order reconciled final bid item quantities and addressed unforeseen conditions affecting drainage and parking and driveway accessibility, and is within the authorization limit of the City Engineer as memorialized in the City’s Administrative Policies and Procedures (APP 14.1).
The project is now complete and ready for closeout.
BACKGROUND
The Citywide Slurry Seal Program is an on-going Capital Improvement Program that applies crack seal, slurry seals, and refreshed striping and pavement markings to the City’s streets. The program increases the life of the existing pavement and reduces the frequency of more expensive rehabilitation methods. The Project supports the City’s Strategic Plan goal to invest in the City’s infrastructure.
On October 4, 2022, the City Council approved plans and specifications for the Project and authorized the City Clerk to advertise the project for competitive bids. The project was advertised on October 13, 2022, and 4 bids were received and publicly opened on November 10, 2022. After reviewing the bids, All American Asphalt, with a bid of $635,601, was found to be the lowest responsible bidder. Construction began on June 26, 2023. On September 29, 2023, the project was reviewed and determined to be substantially complete. At this time, staff recommends that the City Council accept the Project as complete and authorize the release of the final retention amount of $35,659 to the contractor upon expiration of the 35-day lien period and there being no claims filed.
H.3., File # 23-7166 Meeting Date: 11/14/2023
COORDINATION
The Project was coordinated within the Public Works Department.
FISCAL IMPACT
The cost to complete the Citywide Slurry Seal Project, Phase 3, including construction management, inspection services, and contingency was $731,881. Funds for the project were included in the Fiscal Year 2022-23 CIP Budget as follows:
Funding: Expenditures:
Measure R $ 336,280 Construction Contract $ 713,177
Capital Funds $ 395,601 CM & Inspection $ 18,704
Total $ 731,881 Total $ 731,881
APPROVED BY:
Mike Witzansky, City Manager