TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 27, 2024
SUBJECT: 2024 Pavement Overlay (CI 5594), Citywide Curb Ramps (CI 5595), and Slurry Programs (MI 2610)
RECOMMENDATION:
1. Approve project plans, specifications, and Addenda Nos. 1 through 3, for the 2024 Pavement Overlay Program and Curb Ramps Citywide (CI 5594 and CI 5595).
2. Award construction contract to Sully-Miller Contracting Company (Sully-Miller) of Brea, CA, for the 2024 Pavement Overlay Program and Curb Ramps Citywide (CI 5594 and CI 5595) in the amount of $13,183,597.20, plus a contingency of $1,052,600.
3. Approve project plans, specifications, and Addendum No. 1, for the 2024 Pavement Slurry Program (MI 2610).
4. Award construction contract to Petrochem Material Innovation, LLC (PMI), of Carlsbad, CA for the 2024 Pavement Slurry Program (MI 2610) in the amount of $2,777,217.50, plus a contingency of $250,000.
5. Approve Professional Services Agreement with Twining, Inc., of Long Beach, CA to provide material testing and inspection services during the construction of the 2024 Pavement Overlay Program (CI 5594) and Pavement Slurry Program (MI 2610) in the amount of $771,689, plus extra services of $77,167 [$540,182 plus $54,017 extra services (CI 5594), and $231,507 plus $23,150 extra services (MI 2610)], with a term ending June 30, 2025 and one-year extension option.
6. Authorize acceptance of CalRecycle Grant in the amount of $172,616 from California Department of Resources, Recycling and Recovery (CalRecycle) for the 2024 Pavement Overlay Program (CI 5594).
7. Approve budget appropriation in the amount of $2,118,096 to FY 2023-24 as follows: $85,000 from A/C #135-0000-311-1000 (Gas Tax Fund Balance) to A/C #135-5610-631-8300 (CI 5594, 2024 Pavement Overlay), $172,616 from A/C
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7 #183-0000-435-9900 (CI 5594, Other Revenue from State) to A/C #183-5310-631- 8300 (CI 5594, 2024 Pavement Overlay), $307,600 from A/C #539-0000-311-1000 (Developer Fees, Fund Balance) to A/C #539-5310-631-8300 (CI 5594, 2024 Pavement Overlay), $131,500 from A/C #613-0000-341-9900 (Water Capital Fund, Net Position) to A/C #613-5310-682-8300 (CI 5594, 2024 Pavement Overlay), $411,500 from A/C #624-0000-341-9900 (Wastewater Capital Fund, Net Position) to A/C #624-5310-682-8300 (CI 5594, 2024 Pavement Overlay), $40,000 from A/C #651-0000-341-9900 (Transportation, Net Position) to A/C #651-5310- 682-8300 (CI 5594, 2024 Pavement Overlay), $869,880 from A/C #561-0000-311- 1000 (Developer Fees, Fund Balance) to A/C #561-5310-631-5500 (MI 2610, 2024 Pavement Slurry), $100,000 from A/C #651-0000-341-9900 (Transportation, Net Position) to A/C #651-5310-682-5500 (MI 2610, 2024 Pavement Slurry).
8. Approve budget transfer in the amount of $219,520 as follows: $32,720 from A/C #132-5610-631-8300 (CI 5594, 2024 Pavement Overlay) to A/C #132-5310- 631-5500 (MI 2610, Pavement Slurry) and $186,800 from A/C #137-5310-631- 8300 (CI5595, Curb Ramps) to A/C #137-5310-631-5500 (MI 2610, Slurry Program).
9. Authorize expenditure in the amount of $18,129,796 for the 2024 Pavement Overlay and Slurry Program; $14,027,196 (CI 5594), $813,200 (CI 5595) including $10,000 in City Furnished Supply and Materials, and $3,289,400 (MI 2610) including $7,525 in City Furnished Supply and Materials, and as outlined in the budget appropriations and expenditures summary.
10. Find that the Projects are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301, 15302, and 15304.
11. Delegate authority to the City Engineer to approve changes to the design, plans, and specifications of the projects on work directives and change orders up to the project’s approved contingency amount.
FINANCIAL IMPACT:
$2,118,096 Increase to FY 2023-24 Water Fund, Wastewater Fund, Developer Fees Fund, Gas Tax Fund, Transportation Fund, and Streets/Transportation Grants Fund Budgets. Budget appropriation totaling $2,118,096 is requested as follows: $131,500 from Water-Capital Fund, partially offset by $16,200 in reimbursement agreements for utilities, $411,500 from Wastewater - Capital Fund, partially offset by $17,400 in reimbursement agreements for utilities, $1,177,480 from Developer Fees Fund, partially offset by $392,600 payment from Calleguas Municipal Water District, $85,000 from Gas Tax Fund, $140,000 from Transportation Fund, and $172,616 from Streets/Transportation Grants Fund, fully offset by the CalRecycle Grant (Attachment #1). The total project costs for the 2024 Pavement Overlay, Curb Ramps, and Slurry Programs
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7 2024 Pavement Overlay, Curb Ramps, and Slurry Program are respectively estimated at $15,517,846, and $3,362,900.
BACKGROUND:
The City maintains over 380 miles of streets valued at over $700 million. It is critical to perform regular and timely maintenance on this asset through pavement repairs, sealing, resurfacing, and overlay programs. Staff typically implements a large paving resurfacing project every two years to gain economies of scale on construction bids and contract services and to minimize the staff time it takes to design, bid, and manage multiple contracts. The last paving project was designed in 2021 and was constructed in the summer of 2022.
The 2024 Pavement Overlay, Curb Ramps and Slurry Program includes 26.8 miles of pavement resurfacing using slurry seal, 14.4 miles of pavement overlay, 4.1 miles of micro-surfacing, construction of two new curb ramps, re-construction of 44 existing curb ramps, and modification of 64 existing curb ramps to comply with Americans with Disabilities Act (ADA) requirements (Attachment #2). Pavement repair and surface treatments at various City facilities such as Janss Park and Ride, Tara Reservoir Access Road, and Hill Canyon Treatment Plant (HCTP) will also be included in the 2024 Pavement Program.
Along with the traditional rubberized asphalt overlay, this year’s program will utilize pavement preservation treatment of micro-surfacing for sealing arterial streets, rubberized slurry for residential streets, and a more robust pavement treatment such as rubberized thin overlay for collectors and residential streets where the street condition requires more than a resurfacing treatment.
Based on the type of work requiring different specialty contractors and different pavement materials, the program was split into two different contracts: the 2024 Pavement Overlay Program and Curb Ramps Citywide (CI 5594 and CI 5595), and the 2024 Pavement Slurry Program (MI 2610). Staff will closely coordinate the two contractors’ work.
On June 20, 2023, City Council adopted a resolution in compliance with state requirements to qualify for statewide SB1 gas tax funding for the 2024 Pavement Program. In addition, City Council awarded a Design Agreement to Pavement Engineering, Inc. in the amount of $245,000 on June 20, 2023, to assist City staff with updating the program specifications and verifying the proposed street treatments.
Staff completed the project plans and specifications for the 2024 Pavement Overlay Program (CI 5594) with in-house resources in November 2023. On December 5, 2023, City Council approved a Professional Services Agreement with 2024 Pavement Overlay, Curb Ramps, and Slurry Programs
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7 D. Woolley and Associates, Inc., of Tustin, CA, in the amount of $443,917 to preserve existing survey monuments citywide for the 2024 Pavement Overlay Program (CI 5594), with a term ending June 30, 2025.
DISCUSSION/ANALYSIS:
On December 5, 2023, City Council authorized staff to advertise the 2024 Pavement Overlay Program and Curb Ramps Citywide and the 2024 Pavement Slurry Program for construction bids. The Notice Inviting Bids for both projects was publicly advertised in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website on December 8, 2023.
2024 Pavement Overlay Program and Curb Ramps Citywide Projects (CI 5594 and CI 5595)
Bids for these projects were publicly opened on January 17, 2024, with the following results:
BIDDERS FOR OVERLAY BASE BID
PRICE
1. Sully-Miller Contracting Co. (Brea, CA) $13,183,597.20
2. Toro Enterprises, Inc. (Oxnard, CA) $14,491,925.91
3. Granite Construction Co. (Santa Barbara, CA) $16,087,159.15
4. All American Asphalt (Corona, CA) $16,922,522.22
5. C.A. Rasmussen, Inc. (Valencia, CA) $18,833,726.39
Sully-Miller was the apparent low bidder. Their bid of $13,183,597.20 is approximately 6.5 percent higher than the engineer’s estimate of $12,378,960.
The overall project cost is as follows:
2024 Pavement Overlay Program & Curb Ramps
(CI 5594 and CI 5595) Cost
Construction Contract (this action) $ 13,183,597
Construction Contingency (this action) $ 1,052,600
City Furnished Material and Supplies (this action) $ 10,000 Testing and Inspection (this action) $ 540,182
Testing and Inspection - extra services (this action) $ 54,017 Total (this action) $ 14,840,396
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7 Monument Survey Services (previously approved) $ 443,917 Design Support Services (previously approved) $ 171,427 Extra Services (previously approved) $ 62,106
TOTAL PROJECT COST $ 15,517,846
The project budget is as follows:
2024 Pavement Overlay Program &
Curb Ramps (CI 5594 and CI 5595) Budget
Gas Tax (Fund 132) $ 1,071,280
Gas Tax (Fund 135) $ 4,049,150
Gas Tax (Fund 137) $ 813,200
SB-1 Gas Tax (Fund 138) $ 7,521,000
CalRecycle Grant (Fund 183) $ 172,616
Miscellaneous Developer Fees (Fund 539) $ 1,307,600* Transportation (Fund 651) $ 40,000
Water – Capital Program (Fund 613) $ 131,500
Wastewater – Capital Program (Fund 624) $ 411,500 TOTAL PROJECT BUDGET $ 15,517,846
*includes $392,600 contribution from Calleguas for Lindero Canyon Road Water and wastewater budgets include the cost of the necessary work for adjusting water valve covers and wastewater maintenance holes, pavement replacement at HCTP, and Tara Reservoir Access Road overlay associated with the project. The water and wastewater budget appropriations in the above table will be partially offset by the reimbursement agreements between the City and Triunfo Water and Sanitation District in the amount of $13,200, Calleguas Municipal Water District in the amount of $5,040, and California American Water Company in the amount of $15,360 for the City’s contractor to adjust their utilities. Transportation Fund 651 will cover the cost of pavement replacement at the Janss Road Park and Ride lot.
The Sully Miller bid package was reviewed and found to be in order. Sully-Miller has satisfactorily completed similar projects for Thousand Oaks including the 2018, 2020, and 2022 Pavement Program, and their references are acceptable. The bid protest period has elapsed with no formal protests received. Award of the construction contract to Sully-Miller is recommended.
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7 2024 Pavement Slurry Program (MI 2610)
Bids for the 2024 Pavement Slurry Program (MI 2610) were publicly opened on January 17, 2024, with the following results:
BIDDERS FOR SLURRY BID PRICE
1. Petrochem Materials Innovation (PMI) (Carlsbad, CA) $2,777,217.50
2. Pavement Coatings Co. (Jurupa Valley, CA) $2,970,917.00 PMI of Carlsbad, CA, is the apparent low bidder. Their bid of $2,777,217.50 is approximately 11 percent higher than the engineer’s estimate of $2,493,294.
The overall Pavement Slurry Program costs are as follows:
2024 Pavement Slurry (MI 2610) Cost
Construction Contract (this action) $ 2,777,218
Construction Contingency (this action) $ 250,000 Testing and Inspection (this action) $ 231,507
Testing and Inspection - extra services (this action) $ 23,150 City Furnished Materials and Supplies (this action) $ 7,525 TOTAL (this action) $ 3,289,400
Design Support Services (previously approved) $ 73,500 TOTAL PROJECT COST $ 3,362,900
The project budget is as follows:
2024 Pavement Slurry (MI 2610) Budget
Gas Tax (Fund 132) $ 823,500
Gas Tax (Fund 137) $1,198,000
Transportation (Fund 651) $ 100,000
Miscellaneous Developer Fees (Fund 539) $ 152,000
Developer Fees Fund (Fund 561) $ 869,880
Transfer from CI 5595 (Fund 137) $ 186,800
Transfer from CI 5594 (Fund 132) $ 32,720
TOTAL PROJECT BUDGET $3,362,900
Transfers from CI 5595 in the amount of $186,800 and CI 5594 in the amount of $32,720, and additional appropriation from Developer Fees Fund Balance were necessary to fully fund the total construction cost of the project. Transportation 2024 Pavement Overlay, Curb Ramps, and Slurry Programs
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7 Fund 651 will cover the cost of pavement resurfacing at the Janss Road Park and Ride lot.
The PMI bid package was reviewed and found to be in order. The bid protest period has elapsed with no formal protests received. PMI has satisfactorily completed similar projects for Thousand Oaks, including the 2016, 2018, 2020, and 2022 slurry programs, and their references are acceptable. Award of the construction contract to PMI is recommended.
Testing and Inspection Services
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, on November 24, 2023, the City publicly advertised a formal Request for Proposals/Qualifications (RFP/Q) in the Thousand Oaks Acorn newspaper and on the City’s procurement website for the material testing, labor compliance, and inspection services required for the 2024 Pavement Overlay, Curb Ramps and Slurry Program. 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 an RFP/Q is based upon a variety of factors that demonstrate the best value to the agency for the solicited scope of service. The cost of the service may be considered one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
On January 9, 2024, the City received six proposals as follows:
Proposer Name Location
1. AESCO, Inc. Huntington Beach, CA
2. Southstar Engineering, Inc. Riverside, CA
3. Union Materials Testing, Inc. Oxnard, CA
4. RMA Group Carson, CA
5. Twining, Inc. Long Beach, CA
6. Willdan & Associates, Inc. Anaheim, CA
Staff evaluated each proposal for content, qualifications, and quality. Twining, Inc., was selected to provide testing and inspection services based on the following factors:
1. Experience with program materials and qualifications; 2024 Pavement Overlay, Curb Ramps, and Slurry Programs
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7 2. Key personnel experience with similar projects;
3. Knowledge of scope and project approach; and
4. Best overall qualifications and proposal.
Staff recommends City Council approve the Professional Services Agreement with Twining, Inc. (Attachment #3) for a not-to-exceed amount of $771,689. These costs are in line with similar services obtained for previous pavement programs.
Anticipated Project Schedule
Start of Construction March/April 2024
Construction Completion October 2024
The project plans, specifications, and Addenda for both projects are available for review upon request with the Public Works Department at [email protected] or (805) 449-2400.
The projects are categorically exempt from CEQA per sections 15301 (repair/maintenance of an existing facility), 15302 (replacement of existing facilities), and 15304 (minor alterations to land).
Community Outreach: Staff developed a comprehensive outreach campaign to keep residents informed and up to date. The pavement project branding strategy includes a project logo, slogan, dedicated webpage www.toaks.co/paving , and phone number (805) 449-2487.
Residents will be notified prior to construction using a variety of communication tools including City social media outlets, changeable message signs, and project identification boards. Notices will be distributed to local utilities and Homeowners Associations impacted by street closures. Public outreach will continue as work progresses on this project with regular updates sent out through all of the City's communication outlets.
This project meets City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments”.
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7 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 – Budget Appropriations and Expenditures Detail Attachment #2 – 2024 Pavement Overlay and Resurfacing Program Map Attachment #3 – Testing and Inspection Agreement with Twining, Inc.
Documents Under Separate Cover:
#1 – Project plans, specifications, and Addenda Nos. 1 through 3 for the 2024 Pavement Overlay and Resurfacing Program
#2 – Project plans, specifications, and Addendum No. 1 for the 2024 Pavement Slurry Project
DPW: 850-20\ev\Council\2024\022724\CI 5994 5595 MI 2610\2024 Pavement Overlay and Slurry Program staff report.docx