TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:December 5, 2023
SUBJECT: 2024 Pavement Overlay and Resurfacing Program (CI 5594 and CI 5595) and Slurry Program (MI 2610)
RECOMMENDATION:
1. Authorize staff to advertise the 2024 Pavement Overlay and Resurfacing Project (CI 5594 and CI 5595) and Slurry Program (MI 2610) for construction bids.
2. Approve Professional Services Agreement with D. Woolley and Associates, Inc., of Tustin, CA, in the amount of $443,917 plus extra services of $44,383 to preserve survey monuments for the 2024 Pavement Overlay Program (CI 5594) Project, with a term ending June 30, 2025.
3. Authorize expenditure in the amount of $488,300 ($443,917 agreement, plus $44,383 extra services) from A/C #135-5610-631-8300 (CI 5594, 2024 Pavement Overlay Program).
4. Find that the Overlay and Resurfacing Projects are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bids. $16,518,000 is included in the Adopted FY 2023-2025 CIP Budget. The estimated cost for both projects is $17,268,000. Additional appropriations will be requested at the time of the construction contract award.
BACKGROUND:
The City is responsible for maintaining approximately 380 miles of streets, one of its largest infrastructure assets. It is critical to perform regular maintenance through pavement repairs, sealing, resurfacing, and overlay programs to preserve this asset.
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2 The City has traditionally maintained street surfaces with overlays, micro- surfacing, and slurry seals. Arterial streets have typically received overlays, while residential streets and collectors have received either overlays or slurry seals.
Slurry seal has become one of the City’s main pavement preservation strategies.
This cost-effective treatment provides uniform color and texture and is suitable for most low-volume and residential areas. Slurry seals extend pavement life by five to seven years and improve ride quality. Rubberized Emulsion-Aggregate Slurry (REAS) is an effective and high-quality slurry seal product and was utilized as part of the City’s past five resurfacing programs with favorable results. Pavement overlays are traditionally used for arterial streets with heavy traffic. The service life for this treatment is 15 to 20 years.
On June 20, 2023, City Council adopted a resolution in accordance with state requirements to be eligible to receive statewide SB1 gas tax funding. In addition, City Council awarded a Design Agreement to Pavement Engineering, Inc. in the amount of $245,000 on June 20, 2023.
DISCUSSION/ANALYSIS:
The 2024 Pavement Program proposes to resurface approximately 45.3 miles of streets citywide using a variety of surface treatments (Attachment #1). The proposed 2024 Pavement Overlay and Slurry Program preliminarily includes 8.0 miles of pavement overlay on arterial streets, 6.4 miles of overlay on collector and residential streets, 4.1 miles of micro-surfacing on collector streets, 28 miles of slurry seal primarily on residential streets, as well as the installation and modification of over 100 curb ramps to comply with Americans with Disabilities Act (ADA) requirements. An additional 7.1 miles of residential slurry seal may also be added depending on bids received.
Based on the type of pavement maintenance treatments, the overall project will be split into two different contracts: the 2024 Pavement Overlay Program (CI 5594 and CI 5595) to include overlay, micro-surfacing, curb ramps, and parking lots, and the 2024 Pavement Slurry Program (MI 2610) for applying slurry treatments. Staff will closely coordinate and manage both contracts. Pavement surface treatments at various City facilities such as Janss Park & Ride, Tara Reservoir Access Road, and Hill Canyon Treatment Plant (HCTP) will also be included as part of the 2024 Pavement Program. Budget appropriation from fund balance to cover the costs for these three facilities will be included at the time of award when the actual costs for each are determined after the bid opening.
Restriping
Whenever resurfacing streets, the City has the option of restriping the street to its previous condition or revising the striping to enhance safety for all road users (vehicles, bicycles, and pedestrians). Implementing desired striping modifications 2024 Pavement Program (CI 5594, CI 5595, and MI 2610)
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2 during roadway resurfacing projects allows the City to avoid additional costs to make changes to striping configurations as part of a different project. A detailed description of all the proposed restriping improvements as part of the 2024 Paving Program was presented to the Traffic and Transportation Advisory Commission on July 26, 2023, and again on September 27, 2023. Attached is the final list and brief descriptions of the proposed areas for restriping, which includes the overall feedback received during the outreach process (Attachment #2).
Survey Monument Preservation
There is a need to preserve survey monuments on the numerous areas where overlay treatments may damage or cover existing survey monumentation. The survey monuments are physical objects on or in the ground, which establish the location of boundary lines that are critical to the protection of defining the extents and limits of private property and public infrastructure. The City requires a professional surveying firm to provide pre-construction and post-construction survey services and the necessary documentation for monument preservation.
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a Request for Proposals/Qualifications (RFP/Q) for the 2024 Pavement Overlay and Resurfacing Monument Preservation. Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than satisfactory performance of the services solicited. The award of a Professional Services Agreement is based upon a variety of factors that demonstrate the best value to the City for the solicited scope of service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding the award of the contract.
On October 6, 2023, a formal RFP/Q was published in the Thousand Oaks Acorn newspaper and on the City’s e-procurement website for engineering surveying firms to provide the required professional services for the following tasks: pre- construction survey to include identifying the location of monuments and providing monument ties and recordation; post-construction survey to reestablish the destroyed monuments, monument ties, and recordation of reestablished monuments.
The RFP/Q was sent to over 392 vendors, and a total of 30 vendors downloaded the RFP/Q document. On November 2, 2023, the following surveying consulting firms submitted proposals:
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2 1. D. Woolley and Associates, Inc. (Tustin, CA)
2. Coast Surveying, Inc. (Tustin, CA)
3. NV5, Inc. (Ventura, CA)
4. Wagner Engineering-Surveying, Inc. (Northridge, CA)
D. Woolley and Associates, Inc. (D. Woolley) of Tustin, CA was selected following this qualification-based selection process. The firm’s experience in similar work and the quality of their work were key factors in the selection process. D. Woolley has successfully performed the same type of surveying services for the City as part of the 2016, 2018, 2020, and 2022 Pavement Programs. The fees proposed by D. Woolley have been reviewed by staff and have been determined to be reasonable.
Staff recommends that City Council approve the Professional Services Agreement with D. Woolley with a not-to-exceed amount of $443,917 plus extra services of $44,383 (Attachment #3).
Authorization to Bid
The project plans and specifications are complete and available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400. Staff recommends advertising the project for bids. Once bids are received, staff will make a recommendation at a future City Council meeting for City Council to award the construction contract.
The estimated overall program costs are as follows:
2024 Pavement Program Estimated Cost Centerline
Miles
Design Support Services $ 250,000
Monument Preservation $ 488,300
Pavement Overlay Construction $ 10,998,600 18.5
Pavement Slurry Construction $ 2,439,300 26.8
Janss Park and Ride Pavement Slurry $ 75,500
Tara Water Reservoir Access Road $ 152,000
HCTP Pavement $ 137,500
Curb Ramp Construction $ 631,800
Testing and Inspection $ 650,000
City Furnished Materials and Supplies $ 10,000 Raise Water Valve Covers to Grade $ 60,000
Raise Maintenance Hole Covers to Grade $ 325,000 Construction Contingency (7.5%) $ 1,050,000
Total Estimated Program Costs $ 17,268,000 45.3
2024 Pavement Program (CI 5594, CI 5595, and MI 2610)
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2 The total available proposed funding in the Adopted FY 2023-2025 Budget for the entire 2024 Paving Program is as follows:
1. Pavement Overlay (CI 5594) $13,418,000
2. Curb Ramps Citywide (CI 5595) $ 1,000,000
3. Slurry Program (MI 2610) $ 2,100,000
Total Available in FY 2023-25 CIP Budget $16,518,000
Estimated Appropriation at time of Contract Award:
A. Raise Water Valve Covers to Grade and Tara
Reservoir Access Road (Fund 613) $ 212,000
B. Raise Maintenance Hole Covers to Grade and HCTP
Pavement (Fund 624) $ 462,500
C. Janss Park & Ride Pavement Slurry (Fund 651) $ 75,500 Total Estimated Project Funding $17,268,000
Staff has applied for a CalRecycle Rubberized Pavement Grant in the amount of $172,000. The grant awards will be announced in December 2023 and if awarded, the grant will replace part of the City funds.
The preliminary project schedule is as follows:
PROJECT PRELIMINARY SCHEDULE
Construction Bid and Award Phase December 2023 to March 2024 Construction Phase March 2024 to October 2024
These projects are Categorically Exempt from CEQA per Section 15301(repair/maintenance of an existing facility).
Community Outreach: Staff has developed a comprehensive outreach campaign to keep residents informed and up to date. Similar to prior years, a complete branding plan that includes a project logo, slogan, project webpage (www.toaks.co/paving), and a dedicated project phone number (805-449-2487) will be utilized.
2024 Pavement Program (CI 5594, CI 5595, and MI 2610)
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2 In addition, staff will notify residents prior to construction using City social media outlets, changeable message signs, and project identification boards. Notices will be distributed to local utilities and HOAs impacted by street closures. Public outreach will continue as work progresses on this project with regular updates sent through all the City's communication outlets.
This project meets City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments”.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 & FY 2024-25 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Michelle McCarty, Engineering Associate
Attachments:
Attachment #1 – 2024 Pavement Overlay and Resurfacing Programs Map Attachment #2 – List of Proposed Re-Striping Streets
Attachment #3 – Professional Services Agreement with D. Woolley DPW: 850-20\ev\Council\2023\120523\CI5594 CI5595 MI2610\Pavement Overlay staff report.docx