Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City EngineerV Landon Kern, Assistant City Engineer l_1�
Kevin Garcia, Associate Engineer Kq
FOR: City Council Meeting of July 24, 2023
SUBJECT: Acceptance of Contract Work — 2020/2021 & 2021/2022 Micro -Surfacing Program — Project No. 11154, 2021/2022 Street Patching Program — Project No. 11155 and 2021/2022 Crack Sealing Program — Project No. 11156
RECOMMENDATION:
That the City Council:
1) Accept the contract work completed by All American Asphalt in the amount of $282,045.10 for the 2020/2021 & 2021/2022 Micro -Surfacing Program — Project No. 11154; and
2) Authorize the recordation of the Notice of Completion for the 2020/2021 & 2021/2022 Micro -Surfacing Program — Project No. 11154; and
3) Accept the contract work completed by Vance Corporation in the amount $191,207.70 for the 2021/2022 Street Patching Program — Project No. 11155; and 4) Authorize the recordation of the Notice of Completion for the 2021/2022 Street Patching Program — Project No. 11155; and
5) Accept the contract work completed by American Asphalt South in the amount of $86,517.90 for the 2021/2022 Crack Sealing Program — Project No. 11156; and 6) Authorize the recordation of the Notice of Completion for the 2021/2022 Crack Sealing Program — Project No. 11156; and
7) Authorize an amendment to the FY23 Budget of $580,108.11 to reauthorize FY21 and FY22 PMP activity.
BACKGROUND/DISCUSSION:
On April 26, 2021, the City Council approved the FY2021/2022 Pavement Management Program (PMP). Included as a part of the PMP is the 2020/2021 & 2021/2022 Micro -Surfacing Program, 2021/2022 Street Patching Program and 2021/2022 Crack Sealing Program. The crack sealing and street patching processes must be completed first in preparation for the micro -surfacing of asphalt streets throughout the City. Micro -surfacing of asphalt streets is part of the City's annual maintenance effort to maintain the City's public street network. The patching, crack sealing and the application of micro -surfacing extend the durable life of the existing asphalt streets and provide a more durable driving surface.
On August 8, 2022, the City Council awarded contracts for the 2020/2021 & 2021/2022 Micro - Surfacing Program, 2021/2022 Street Patching Program, and the 2021/2022 Crack Sealing Program.
The 2020/2021 & 2021/2022 Micro -Surfacing Program was awarded to All American Asphalt of Corona, CA in the amount of $282,045. The City Council also approved the amount of $20,677 for construction contract contingency and $7,000 for construction contract administration, staff time and inspection, for a total budget in the amount of $309,722. The Program did not require any additional or unexpected work; therefore, the construction contract contingency was not utilized.
The 2021/2022 Street Patching Program was awarded to Vance Corporation of Beaumont, CA in the amount of $199,643. The City Council also approved the amount of $20,000 for construction contract contingency and $2,000 for construction contract administration, staff time and inspection, for a total budget in the amount of $221,643. The Program did not require any additional or unexpected work; therefore, the construction contract contingency was not utilized. The actual quantities of work completed were less than the actual quantities identified in the contract. As a result, the actual cost of the Program was less than the budget.
The 2021/2022 Crack Sealing Program was awarded to American Asphalt South of Fontana, CA in the amount of $92,070. The City Council also approved the amount of $5,430 for construction contract contingency and $2,500 for construction contract administration, staff time and inspection, for a total budget in the amount of $100,000. The Program did not require any additional or unexpected work; therefore, the construction contract contingency was not utilized. The actual quantities of work completed were less than the actual quantities identified in the contract. As a result, the actual cost of the Program was less than the budget.
FISCAL IMPACT:
The tables below include the budget and actual costs for each Program:
2020/2021 & 2021/2022 Micro -Surfacing Program
Budget 0)
Actual Cost
Contract
$282,045.10
$282,045.10
Construction Contract Contingency
20,677.00
0.00 Contract Administration, Inspection, and Staff Time 7,000.00
6,448.66
Subtotal
$309,722.10
$288,493.76
2021/2022 Street Patching Program
Budget 0)
Actual Cost
Contract
$199,643.00
$191,207.70
Construction Contract Contingency
20,000.00
0.00 Contract Administration, Inspection, and Staff Time 2,000.00
7,332.07
Subtotal
$221,643.00
$198,539.77
2021/2022 Crack Sealing Program
Budget
Actual Cost
Contract
$92,070.00
86,517.90
Construction Contract Contingency
5,430.00
0.00 Contract Administration, Inspection, and Staff Time 2,500.00
6,556.68
Subtotal
$100,000.00
$93,074.58
(1) Budget is based on FY21 and FY22 PMP budget. Due to timing of program expenditures, staff is recommending a budget adjustment for FY23.
Attachments:
1. Notice of Completion — Project No. 11154
2. Notice of Completion — Project No. 11155
3. Notice of Completion — Project No. 11156
Approved by:
ATTACHMENT 1
RECORDING REQUESTED BY
City of Yucaipa
WHEN RECORDED RETURN TO:
City Clerk
City of Yucaipa
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Recording Fee $0 SPACE ABOVE THIS LINE FOR RECORDER'S USE Government Code 6103
NOTICE OF COMPLETION
Pursuant to the provisions of Section 9204 of the Civil Code of the State of California, NOTICE IS HEREBY GIVEN that work on the certain project known as:
PROJECT NO. 11154
2020/2021 & 2021/2022 MICRO -SURFACING
No APN Number
for the City of Yucaipa was completed and accepted by the City of Yucaipa on the 24th day of July 2023
The said work was performed by All American Asphalt of Corona, CA in accordance with the terms of the written agreement dated the 8th day of August 2022.
Dated July 24, 2023
CITY OF YUCAIPA, a Municipal Corporation, Owner
34272 Yucaipa Blvd, Yucaipa, CA 92399
Fermin G. Preciado, Director of Development Services/City Engineer A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of the document.
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
Subscribed and sworn to (or affirmed) before me on this 241h day of July 2023, by Fermin G. Preciado, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
Date
Ana Sauseda, Director of General Services/City Clerk
Z
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ATTACHMENT 2
RECORDING REQUESTED BY
City of Yucaipa
WHEN RECORDED RETURN TO:
City Clerk
City of Yucaipa
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Recording Fee $0 SPACE ABOVE THIS LINE FOR RECORDER'S USE Government Code 6103
NOTICE OF COMPLETION
Pursuant to the provisions of Section 9204 of the Civil Code of the State of California, NOTICE IS HEREBY GIVEN that work on the certain project known as:
PROJECT NO. 11155
2021/2022 STREET PATCHING PROGRAM
No APN Number
for the City of Yucaipa was completed and accepted by the City of Yucaipa on the 24th day of July 2023
The said work was performed by Vance Corporation of Beaumont, CA in accordance with the terms of the written agreement dated the 8th day of August 2022.
Dated July 24, 2023
CITY OF YUCAIPA, a Municipal Corporation, Owner
34272 Yucaipa Blvd, Yucaipa, CA 92399
Fermin G. Preciado, Director of Development Services/City Engineer A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of the document.
STATE OF CALIFORNIA }
COUNTY OF SAN BERNARDINO }
Subscribed and sworn to (or affirmed) before me on this 24th day of July 2023, by Fermin G. Preciado, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
Date
Ana Sauseda, Director of General Services/City Clerk
v�
ATTACHMENT 3
RECORDING REQUESTED BY
City of Yucaipa
WHEN RECORDED RETURN TO:
City Clerk
City of Yucaipa
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Recording Fee $0 SPACE ABOVE THIS LINE FOR RECORDER'S USE Government Code 6103
NOTICE OF COMPLETION
Pursuant to the provisions of Section 9204 of the Civil Code of the State of California, NOTICE IS HEREBY GIVEN that work on the certain project known as:
PROJECT NO. 11156
2021/2022 CRACK SEALING PROGRAM
No APN Number
for the City of Yucaipa was completed and accepted by the City of Yucaipa on the 24th day of July 2023
The said work was performed by American Asphalt South of Fontana, CA in accordance with the terms of the written agreement dated the 8th day of August 2022.
Dated July 24, 2023
CITY OF YUCAIPA, a Municipal Corporation, Owner
34272 Yucaipa Blvd, Yucaipa, CA 92399
Fermin G. Preciado, Director of Development Services/City Engineer A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of the document.
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
Subscribed and sworn to (or affirmed) before me on this 24th day of July 2023, by Fermin G. Preciado, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
Date
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Opt,
Ana Sauseda, Director of General Services/City Clerk
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