HomeMy WebLinkAboutAGENDA REPORT 1998 0506 CC REG ITEM 10ETO:
FROM:
DATE:
SUBJECT:
AGENDA REPORT
CITY OF MOORPARK
The Honorable City Council
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CITY OF MOORFAIM CALIFORNIA
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ACTION: A b n V o yed
Kenneth C. Gilbert, Director of Public$#o_rks
April 22, 1998 (Council Meeting 5 -6 -98)
Consider Bids for the Award of Contract for the 1998
Slurry Seal Project
EXECUTIVE SUMMARY
On February 18, 1998, the City Council authorized staff to
advertise for receipt of bids for the subject project. This
presents the results of the bid opening held on April 21, 1998, and
recommends the award of a contract for the construction of the
project.
One of the elements of the pavement maintenance program for the
City of Moorpark is the application of slurry seal. Historically,
the City has applied this protective coating to selected streets on
a bi- annual basis. The last time a designated list of street
received this treatment was in the Spring of 1996.
DISCUSSION
A. Proposed Scope of Work
The streets to be slurry sealed are shown on the maps attached
as Exhibit 1.
A summary of the scope of the project is as follows:
Quantity of Slurry . . . . . . . . . . . . 3,800 Tons
Total Length of Streets . . . . . . . . . 116,000 l.f.
if n n if . . . . . . . . . . . 22 mi.
The proposed project will include the application of Type I
Slurry on certain residential streets and the application of
Type II Slurry on certain collector streets. The project also
calls for . .
• the removal and replacement of asphalt in poor condition at
certain designated locations;
• the placement of a leveling course of asphalt in certain
areas;
• the application of crack filler as required; and,
• the repainting of Stop Bars, Legends and striping as
required.
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1998 Slurry Seal Project
May 6, 1998
Page 2
The project also includes the application of slurry seal to the
following parking lots:
Area To Be Charged To:
• South MetroLink parking lot Transit Division
• Peach Hill Park parking lots Parks Division
• Mountain Meadow Park parking lot Parks Division
• City Hall Parking Lot Facilities [703]
Also, subsequent to the application of slurry seal to Mountain
Trail Street west of Tierra Rejada Road, the street will be re-
striped to provide for four lanes of traffic as shown on Page 6
of Exhibit 1.
B. Bid Results
Bids for the subject project were received and opened on April
21, 1998. The apparent low bidder for this work is Valley
Slurry Seal Company, from West Sacramento, California, with a
bid of $302,688.30. A summary of the bid results is attached as
Exhibit 2. It has been determined that this bidder is qualified
to perform the work. Said bidder has confirmed that their bid
is valid and that they are prepared to proceed with the
construction of the project.
C. Bid Alternate
The plans and specifications provide for the submittal of
alternate bid for Item No. 4, to allow the City to consider the
upgrading of the material to be used for the crack filling. The
bid amount quoted by the apparent low bidder for the alternative
elastic material ( Item #4A) , is the same as the amount bid ( Item
#4) for the material specified in Section 707 -2 of the
specifications. It is recommended that the alternate Polyflex
Sealant be specified as the designated crack filling material
because it is a higher quality, more elastic material and does
not cost any more.
D. California Community Builders (CCB)
One of the conditions of approval for Tract 4637 [Mirabelli &
villagio], was the application of slurry seal to Mountain Meadow
Drive and Cedar Springs Street in the vicinity of that Tract.
This work was added to the City's project at the request of CCB.
CCB has paid the City an advance in the amount of $11,250 for
City costs for this work, and has agreed to pay actual final
City costs not to exceed $13,320. The estimated cost of this
work based upon the bids received is $10,750. It is the view of
staff that total costs for this work, including contingencies,
will not exceed $13,000.
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1998 Slurry Seal Project
May 6, 1998
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E. Level of Service: Inspection
In an effort to provide for the most cost effective level of
service in providing contract administration and inspection
services for this project, staff requested that the City
Engineer provide the City with some options. Those options are
defined as follows:
Description
Level A: • One full time inspector at the
stockpile site to assure accurate
measurement of pay items
• One full time inspector at the
slurry application work sites to
assure good work quality and to
handle any problems with the
public
• personnel to administer vehicle
towing
Level B: • One full time inspector at the
stockpile site to assure accurate
measurement of pay items
• One full time inspector at the
slurry application work sites to
assure good work quality and to
handle any problems with the
public
Level C: One full time inspector to handle
both
- the measurement of pay items
at the stock pile site to
assure accurate measurement of
pay items; and,
- the inspection of the actual
slurry applied to the various
work sites throughout the City
• Plus assistance to be provided by
Public Works personnel to be
trained to work at the stockpile
site and /or the slurry
application sites.
Cost (S)
55,000
49,800
43,450
Level C is not recommended. This approach has been used in the
past and has been less than adequate. In the view of staff the
additional cost ($6,350) to provide an inspector at both the
stock pile site and the work site is far outweighed by the
benefits. Those benefits include:
• better inspection of the work
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1998 Slurry Seal Project
May 6, 1998
Page 4
• increase ability to deal with problems with the public
• better control of the preparation of the slurry (mix design)
at the stockpile site
• better monitoring of the measurement of pay items to assure
proper quantities and to prevent and avoid costly (time and
money) disputes after the fact
Level A is also not recommended. As discussed below, it is the
view of staff that vehicles parked on a street to be slurry
sealed should not be towed. Selection of Inspection Level A
would include additional costs related to these efforts.
It is the recommendation of staff that the City Council select
inspection level of Service B. This level of effort will
include two full time inspectors, but will not include
additional manpower required for the supervision and
coordination of the towing of vehicles.
F. Vehicle Towing
1. Background: In past years, when the owner /driver of a parked
vehicle could not be located, the City opted to have the
contractor slurry around the vehicle and return another day
to apply slurry seal to the area missed. This was done in
order to avoid the time and cost to the City, as well as the
cost and inconvenience to the owner of the vehicle associated
with the retrieval of the vehicle. Concerns were raised that
the subsequent application of slurry seal to these omitted
areas impaired the quality and appearance of the final work
product. It was suggested that such vehicles should have
been towed away.
2. Description: The following is a description of the steps
involved to tow, store and retrieve a towed vehicle:
a. The California Vehicle Code (CVC) requires that the towing
of vehicles must be directed by a Police Officer and /or an
employee of the City engaged in the enforcement of parking
laws and regulations. It is estimated that the manhours
required to administer this process would be approximately
two (2) hours per day for fifteen (15) days.
b. When the owner of the vehicle contacts the City to find
out where his /her car is, he /she will be directed to the
towing company. In order to retrieve the vehicle, the
owner must pay the towing companies costs [towing fee: $90
per hour, plus $15 per day storage].
c. The vehicle towing operation will have to be coordinated
by the Contract Administrator / Inspector.
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1998 Slurry Seal Project
May 6, 1998
Page 5
3. Cost Estimate: The estimated added cost to the City related
to the towing of vehicles is summarized as follows:
a. Inspector: Inspection Level A described above in Section
E, provides for an additional $5,200 for the anticipated
additional inspection time required to coordinate the
efforts required to remove the "problem" vehicles.
b. Parking Enforcement: If the City were to use Police
Officers to direct the removal of the vehicles, the cost
of these services is estimated at approximately $2,000 [30
hrs @ $67.77 per hr.].. In lieu of these costs, it would
be the intent of staff to use the City's Parking
Enforcement Officer to direct the removal of the vehicles.
During the times when these services would be required,
supervision of the Crossing Guards, if needed, would be
assumed by other Public Works personnel.
c. Summary: A summary of these costs is as follows:
• Inspection $5,200
• Parking Enforcement N C*
$5,200
Note: If for some reason Police Officers are
required, add $2000.
The above described additional cost to
include the cost in time and money to
vehicles related to efforts required to
vehicles. It should also be noted that
actual dollar costs described above, the
will also have hidden costs in terms of c
public relations.
the City does not
the owners of the
retrieve the towed
in addition to the
towing of vehicles
ustomer service and
4. Alternative: As was the practice in past years, the City
could opt to not tow vehicles parked on a street to be slurry
sealed. In such case, like years past, it would be the
intent of staff, the inspector and the contractor to make
every effort to have all parked vehicles removed from the
street prior to the application of slurry. To facilitate
this objective, notices will be provided to each property
advising of the date and time parking will be prohibited to
allow for the slurry seal operation. Also, NO PARKING signs
will be clearing posted on all streets at least forty -eight
(48) hours prior to the day of the NO PARKING restriction.
In the event a vehicle is not moved, the area where the
vehicle is parked is omitted from the initial slurry
operation and then slurry sealed on a subsequent day.
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1998 Slurry Seal Project
May 6, 1998
Page 6
5. Summary: As mentioned above, Level B inspection services
does not include costs related to the administration and
coordination of the towing of vehicles. It is recommended
that the City Council approve Level B inspection services.
Should the City Council wish to have vehicles towed to
facilitate the slurry seal operation, Level A inspection
services should be selected.
G. Fiscal Impact
1. Project Costs: A summary of the total estimated cost for
this combined project is as follows:
Element
Construction
Contingency
Total Construction
Design
Admin & Inspection
Total
Total ($)
302,517
30,252
332,769
6,820
49,800
389,389
2. Towing: If the City Council directs staff to tow vehicles
the revised project costs are as follows:
Element Total ($)
Base Costs 389,389
Towing Costs (plus contingency) 5,200
Total Revised Cost 394,589
3. Budget Amendment: The following is a summary of the
recommended budget amendment for the subject projects.
Fund 203: Local Transportation Total ($)
Current Budget 300,000
Additional Appropriation 90,000
Revised Total Budget 390,000
The current unappropriated fund balance for Fund 203 exceeds
$1.3 million.
4. Future Fund Transfers: Subsequent to the completion of the
project it is the intent of staff to calculate the cost of
the slurry seal applied to certain parking areas and transfer
the cost for that work to the account for such maintenance.
It is anticipated that the current budget has sufficient
monies in the accounts for such maintenance to cover these
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1998 Slurry Seal Project
May 6, 1998
Page 7
costs. If not, a budget adjustment (in FY 1998/99) will be
made to fund these costs. An estimate of the cost for the
slurry sealing of certain designated parking lots is as
follows:
Parking Lot Location
City Hall
MetroLink (South Lot)
Mountain Meadow Park
Peach Hill Park (2 lots)
H. Schedule
Fund
Division
Est. Cost ($)
100
703:
Facilities
3,156
204
201:
Transit
12,160
100
210:
Parks
1,570
100
210:
Parks
2,590
It is anticipated that construction of the project will start in
June and be completed in July.
RECOMMENDATIONS (Roll Call Vote)
Staff recommends that the City Council take the following actions:
1. Award a contract to Valley Slurry Seal Company in the amount
of $302,688.30 for the construction of the subject projects;
2. Approve a construction contingency in the amount of $30,269
for the project and authorize the City Manager to approve
additional work, if required, for an amount not to exceed ten
per cent of the contract;
3. Authorize the City Manager to sign necessary contract
documents;
4. Approve selection of Bid Item #4A for the use of Polyflex
Sealant crack filler material;
5. Approve Level B for the level of contract administration and
inspection services to be provided by the City Engineering
Department; and,
6. Adopt Resolution 98 - revising the amount of the
appropriation and budget for this project.
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manutl, and standard .pedscatlons.
Re6ectorii. s.9 .tart"- and legends.
2. Pointing and procedure@ for striping pr. Standard .
anlhoatians for Public Construction
3. Two —way blue relleetM povernent markers shall be
Installed in /rant Of Oxhi.tng ft hydrants. Offset
Shag be two inches from @did Painted Inc.
ALL SrENctLS AND TEMOLAT45 ON ALL STIC4LYS
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Install Coltrane 0eta9 22
install Caltrans Dotal 36
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Construct Median Tap- Per standard Plans for Pubk:
Nbrks Construction Standard Pion No. 140-2. )7 Pant median curb yellow from an to EC
8] nston Caltrons Detail 12
T�1 P ",'TOP Ak5Ap "PA's HEH *
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Install 6' bike lane lines per De1a9 39A
Pont 'BIKE LANE' Pr Fig. 6 -25
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Addendum No. 1
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City of Moorpark Exhibit 2 j
Bid Results Page 1 of 2
1998 Slurry Seal Project
Bidder » »> Vendor 1 Vendor 2 Vendor 3
April 21, 1998
Name:
Engineer's
Estimate
Valley Slurry
Seal
Pavement Coatings
Co.
Graham Contractors, Inc.
Address:
P O Box 1620
5312 Cypress
Street
P O Box 26770
Cit, State:
West Sacramento,
CA 95691
Cypress, CA
90630
San Jose, CA 95159
Tel. No.:
916- 373 -1500
714 - 826 -3011
408- 293 -9516
Contact Person:
Est Units
Jeff Reed
Marsha Coolidge
G R Graham, Jr
Item Description
Unit Cost
Total Bid
Unit Cost
Total Bid
Unit Cost
13,200.00
_Total Bid
13,200.00
Unit Cost Total Bid
7,000.00 7,000.00
1 Traffic Control
1 LS
5,000.00
I 5,000.00
14,500.00
14,500.00
2 Public Notice
1 LS
1,000.00
1,000.00
1,000.00
1,000.00
2,500.00
2,500.00
2,000.00 2,000.00
3 R &R A/C
7,141 SF
2.68
19,137.88
6.15
43,917.15
6.40
45,702.40
7.20 ! 51,415.20
4 Crack Sealing
5,000 LF
1.00
5,000.00
0.95
4,750.00
1.05
5,250.00
1.00 5,000.00
5 A/C Leveling Course
3.50 Tons
200.00
700.00
375.00
1,312.50
385.00
1,347.50
1,500.00 5,250.00
6 Type 1 Slurry
2,184 ELT
90.00
196,560.00
85.00
185,640.00
97.67
213,311.28
102.40 223,641.60
7 Type 2 Slurry
294 ELT
120.00
35,280.00
90.00
26,460.00
97.67
28,714.98
95.00 i 27,930.00
8.1 Line #4
14,263 LF
0.20
2,852.60
0.17
2,424.71
0.18
2,567.34
0.20 2,852.60
8.2 Bike Lane Line
24,180 LF
0.40
9,672.00
0.19
4,594.20
0.20
4,836.00
0.20 4,836.00
8.3 Line #6
301 LF
0.50
150.50
0.25
75.25
0.23
69.23
0.25 75.25
8.4 Line #7
1,750 LF
0.50
875.00
1.05
1,837.50
1.10
1,925.00
0.60 1,050.00
8.5 Line #9
460 LF
0.50
230.00
1.06
487.60
1.10
506.00
0.60 276.00
8.6 Line #11
315 LF
0.20
63.00
0.16
50.40
0.17
53.55
i
0.18 56.70
8.7 Line #12
5,770 LF
0.20
1,154.00
0.10
577.00
0.10
577.00
0.10 577.00
8.8 Line #14
11,046 LF
0.30
3,313.80
0.29
3,203.34
0.30
3,313.80
0.20 2,209.20
8.9 Line #15
171 LF
0.30
51.30
0.60
102.60
0.59
100.89
0.45 76.95
8.10 Line #16
1,891 LF
0.50
945.50
1.05
1,985.55
1.10
2,080.10
0.60 1,134.60
8.11 Line #23
1,100 EA
1.00
1,100.00
7.15
7,865.00
7.40
8,140.00
10.00 11,000.00
8.12 Paint Medain Nose
30 LF
0.50
15.00
1.25
37.50
1.10
33.00
3.20 96.00
8.13 Handicap Legend
15 EA
30.00
450.00
30.00
450.00
27.50
412.50
50.00 750.00
8.14 Cattrans Detail #12
2,240 LF
1.00
2,240.00
0.20
448.00
0.21
470.40
0.40 896.00
8.15 Caftrans Detail #22
500 LF
1.30
650.00
0.68
340.00
0.71
355.00
0.65 325.00
8.16 Caltrans Detail 929
350 LF
1.30
455.00
1.00
350.00
1.01
353.50
1.10 385.00
8.17 Caltrans Detail #38
620 LF
1.00
620.00
0.45
279.00
0.44
272.80
0.60 372.00
i
9.00 Release on Contract
1 EA
1.00
1.00
1.00
1.00
1.00
1.00
1.00 1.00
i
I
i
Bid Total 287,516.58
302,688.30
336,093.27
349,206.10
Plus Item 4A
5,000 LF
1.20
6,000.00
0.95
4,750.00
1.05
5,250.00
1.25 6,250.00
Polyfiex Sealant
in lieu of specified
crack filler material
I
Less Item 4
(5,000.00)
(4,750.00)
(5,250.00)
(5,000.00)
Net Increase
1,000.00
0.00
0.00
1,250.00
Alternate Bid Total 288,516.58
302,688.30
336,093.27
350,456.10
V 0 0 `l lF 9''-J
City of Moorpark Exhibit 2 i
Bid Results Page 2 of 2
1998 Slurry Seal Project
Bidder » »> Vendor 4 Vendor 5
April 21, 1998
j Name:
California Pavement
Coatings
Roy Allen Slurry
Seal
Address:
9390 Eldercreek
Rd
11922 Bloomfield
Ave.
Cit, State:
Sacramento,
CA 95829
Santa Fe Springs,
CA 90670
Tel. No.:
916- 381 -8033
562- 864 -3363
Contact Person:
Robert A Blakey
Lawrence Allen
Est Qty Units
--
1 LS
Item Description
Unit Cost
Total Bid
Unit Cost
Total Bid
Unit Cost Total Bid
Unit Cost
Total Bid
1 Traffic Control
19,500.00
19,500.00
10,000.00
10,000.00
2 Public Notice
1 LS
8,000.00
8,000.00
2,500.00
2,500.00
I
3 R &R A/C
7,141 SF
6.20
44,274.20
6.38
45,559.58
4 Crack Sealing
5,000 LF
0.90
4,500.00
0.98
4,900.00
5 A/C Leveling Course
3.50 Tons
375.00
1,312.50
385.00
1,347.50
6 Type 1 Slurry
2,184 ELT
102.14
223,073.76
107.41
234,583.44
7 Type 2 Slurry
294 ELT
102.14
30,029.16
107.41
31,578.54
f
8.1 Line #4
14,263 LF
0.16
2,282.08
0.18
2,567.34
j
8.2 Bike Lane Line
24,180 LF
0.17
4,110.60
0.20
4,836.00
�
I
8.3 Line #6
301 LF
0.18
54.18
0.23
69.23
8.4 Line 07
1,750 LF
0.52
910.00
1.10
1,925.00
8.5 Line 99
460 LF
0.52
239.20
1.10
506.00
i
8.6 Line #11
315 LF
0.15
47.25
0.17
53.55
8.7 Line #12
5,770 LF
0.08
461.60
0.10
577.00
8.8 Line #14
11,046 LF
0.17
1,877.82
0.30
3,31180
8.9 Line #15
171 LF
0.38
64.98
0.59
100.89
I
8.10 Line #16
1,891 LF
0.52
983.32
1.10
2,080.10
i
I, 8.11 Line 923
1,100 EA
8.25
9,075.00
7.35
� 8,085.00
8.12 Paint Medain Nose
30 LF
2.20
66.00
1.10
33.00
8.13 Handicap Legend
15 EA
0.60
9.00
27.50
I
412.50
8.14 Caltrans Detail #12
2,240 LF
0.27
604.80
0.21
470.40
8.15 Caltrans Detail #22
500 LF
0.60
300.00
0.72
360.00
8.16 Caltrans Detail #29
350 LF
1.04
364.00
1.01
353.50
8.17 Caltrans Detail #38
620 LF
0.57
353.40
0.44
272.80
9.00 Release on Contract
1 EA
1.00
1.00
1.00
1.00
Bid Total 352,493.85
356,486.17
Plus Item 4A
5,000 LF
no bid
0.98
4,900.00
Polyflex Sealant
in lieu of specified
crack filler material
Less Item 4
(4,900.00)
Net Increase
0.00
Alternate Bid Total 352,493.85
II
356,486.17
I
V 0 0 `l lF 9''-J
RESOLUTION NO. 98 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MOORPARK REVISING THE AMOUNT OF THE
APPROPRIATION AND BUDGET FOR THE 1998 SLURRY
SEAL PROJECT (LOCAL TRANSPORTATION 8A: FUND
203)
WHEREAS, on June 18, 1997, the City Council adopted the Budget for Fiscal Year
1997/98; and,
WHEREAS, a staff report has been presented to the City Council requesting a budget
increase in the aggregate amount of $(90,000); and,
WHEREAS, Exhibit "A," attached hereto and made a part hereof, describes said budget
amendment and its resultant impacts to the budget line item(s).
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK,
CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. That a Budget amendment to Fund 203 in the aggregate increase of
$90,000, as more particularly described in Exhibit "A," is hereby approved.
PASSED AND ADOPTED this 6th day of May, 1998.
Patrick Hunter, Mayor
ATTESTED:
Deborah Traffenstedt, City Clerk
000V9'f
Resolution No. 98 -
Exhibit "A"
SUPPLEMENTAL APPROPRIATIONS BY ACCOUNT NUMBER
ACCOUNT
NUMBER
CURRENT
APPROPRIATION
SUBJECT
APPROPRIATION /
(REDUCTION)
REVISED
APPROPRIATION
400.801.8037.802.9102
$5,820
$1,000
$6,820
400.801.8037.804.9903
$274,180
$59,000
$333,180
400.801.8037.808.9102
$20,000
$30,000
$50,000
TOTALS:
$300,000
$90,000
$390,000
SUMMARY OF TRANSFERS IN / (OUT) BY FUND
FUND
ACCOUNT NUMBER
CURRENT
SUPPLEMENTAL
REVISED
TRANSFER
TRANSFER
TRANSFER
IN / (OUT)
IN / (OUT)
IN / (OUT)
Local
203.801.8037.000.9801
($300,000)
($90,000)
(390,000)
Transportation
Capital
400.801.8037.000.3992
$300,000
$90,000
$390,000
Improvement
Fund
NET TRANSFERS:
$0
$0
$0
(should be $0)
00009S