TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 24, 2024
SUBJECT: 2024 Citywide Pavement Overlay Program and Curb Ramps (CI 5594 and CI 5595), and Slurry Programs (MI 2610)
RECOMMENDATION:
1. Receive and file the Pavement Overlay Program update report.
2. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time required to prepare the report is included in the Adopted FY 2024-25 Gas Tax Fund Budget. The total project cost for the 2024 Pavement Overlay, Curb Ramps and Slurry Programs is estimated at $18.9 million.
BACKGROUND:
The City maintains over 380 miles of streets valued at over $700 million and regularly performs maintenance such as pavement repairs, sealing, resurfacing, and overlay programs. Staff typically implement a large paving resurfacing and rehabilitation project every two years to gain economies of scale on construction bids and contract services and to minimize the staff time required to design, bid, and manage multiple contracts. The 2024 Pavement Program includes 26.8 miles of pavement resurfacing, 14.4 miles of pavement overlay, 4.1 miles of micro- surfacing, construction of new curb ramps, and modification of existing curb ramps to comply with Americans with Disabilities Act requirements.
Along with the traditional rubberized asphalt overlay, this year’s program utilizes pavement preservation treatment of micro-surfacing for sealing arterial streets, rubberized slurry for residential streets, and a rubberized thin overlay for collectors
2024 Citywide Pavement Overlay, Curb Ramps and Slurry Programs September 24, 2024
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and residential streets where the street condition requires more than a slurry seal treatment. Senate Bill 1 gas tax funding was used for the project.
The program was split into two different contracts because the type of work required different specialty contractors and different pavement materials. The first contract was the 2024 Citywide Pavement Overlay Program and Curb Ramps (CI 5594 and CI 5595) and the second was the 2024 Pavement Slurry Program (MI 2610). 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 authorized staff to advertise the 2024 Citywide Pavement Overlay Program and Curb Ramps and the 2024 Pavement Slurry Program for construction bids, as well as approved a Professional Services Agreement with D. Wooley & Associates, Inc. for preservation of survey monuments. The Notice Inviting Bids for construction of both projects was publicly advertised in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website on December 8, 2023.
2024 Citywide Pavement Overlay Program and Curb Ramps Projects (CI 5594/5595)
Bids for the larger combined construction package (CI 5594/5595) were publicly opened on January 17, 2024, and City Council awarded the construction contract on February 27, 2024 to Sully-Miller Contracting Company, Inc. for $13,183,597.
The overall project is estimated to cost $15,517,846.
2024 Citywide Pavement Slurry Program (MI 2610)
Bids for the 2024 Pavement Slurry Program (MI 2610) were publicly opened on January 17, 2024, and City Council awarded the construction contract to Petrochem Materials Innovation on February 27, 2024, in the amount of $2,777,217. The overall project is estimated to cost $3,362,900.
Testing and Inspection Services
A formal Request for Proposals/Qualifications (RFP/Q) was publicly advertised on November 24, 2023, for material testing, labor compliance, and inspection services required for the overall 2024 Pavement Overlay, Curb Ramps, and Slurry Program. The City received six proposals on January 9, 2024, and on February 27, 2024, City Council awarded the contract to Twining, Inc. in the amount of $771,689.
DISCUSSION/ANALYSIS:
Construction work on both construction contracts began in April 2024 and has been progressing successfully throughout the spring and summer across different streets and roads across Newbury Park, Thousand Oaks, and Westlake Village. 2024 Citywide Pavement Overlay, Curb Ramps and Slurry Programs September 24, 2024
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Key arterial and collector roadways that were included as part of this year’s project include Reino Road, Westlake Boulevard, Lindero Canyon Road, Erbes Road, Sunset Hills Boulevard, Pederson Road, Haaland Drive, Skyline Drive, and Lakeview Canyon Road (Attachment #1).
Field construction was sequenced to complete the majority of the roadway work adjacent to school areas during the summer, and also utilized night work for certain arterials and intersections to reduce daytime traffic impacts on residents and motorists. Construction work is currently 95 percent complete and is anticipated to be completed by early October 2024.
Staff will return to City Council in the upcoming months with a comprehensive Pavement Management Plan to provide an update on the overall condition of the City’s roadways, incorporating the improvements made under the 2024 Paving Project, as well as a forecast for funding and needs going forward to maintain the roadways in very good condition.
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 a dedicated hotline (805) 449-2487.
Residents are notified prior to construction using a variety of communication tools, including City social media outlets, changeable message signs, and project identification boards. Notices are distributed to local utilities and Homeowners Associations impacted by street closures. Public outreach continues 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 #7, “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.
2024 Citywide Pavement Overlay, Curb Ramps and Slurry Programs September 24, 2024
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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: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – 2024 Citywide Pavement Overlay and Resurfacing Program Map
DPW: 850-20\ev\Council\2024\092424\CI 5994 5595 MI 2610\2024 Pavement Overlay and Slurry Program staff report.docx