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HomeMy WebLinkAboutAGENDA REPORT 2001 0905 CC REG ITEM 11GTo. From: Date: Moorpark City Counci Agenda Report The Honorable City Council ITEM / /• G• City Council Meeting Kenneth C. Gilbert, Director of Public Works August 24, 2001 (Council Meeting 9 -5 -01) Subject: Notice of Completion for the 2000 Slurry Seal Project DISCUSSION A. Background On September 20, 2000, the City Council awarded a contract to California Pavement Maintenance Company [CPM] for the application of slurry seal to a number of designated streets throughout the City. B. Project Objectives Slurry sealing protects the existing pavement from the effects of the sun and elements, thus extending the life of the pavement. A slurry sealing contract typically also includes the removal and replacement of problem asphalt areas, the placement of a leveling course (where required) , the application of crack filler as required and the re- striping of the street. The goal of the City's Slurry Seal Program is to apply slurry seal to approximately one -third of all of the City streets every other year. This will allow each street to be resurfaced about once every six (6) years. C. Project Scope The 2000 Slurry Seal Project provided for the placement of approximately 2,000 tons of emulsified asphalt slurry, covering approximately twenty (20) miles of streets. In addition, a number of City -owned parking lots were also resurfaced. S1ry2000_cmp ., 21 Slurry Seal 2000: Completion August 24, 2001 Page 2 D. Change Orders Four (4) Change Orders were issued for this project, generally described as follows: No Description Cost ($) 1 Added Several Streets: Valley Road, west end of A Williams Ranch Rd., Marquette Ct., Campesina Park Parking Lot, Fire Access Road at Hedyland 2 Add AVCP Entry Road & Parking Lost 12,574.81 3 Delete centerline on Pecan Ave. (255.00) 4 Right to use park parking lots in exchange for A slurry seal Total 12,319.81 Notes: A: Paid by Adjustment to Quantities E. Quantity Adjustment Invariably with Public Works projects the final actual quantity for each of the items required to complete the project will differ somewhat from the engineer's estimate of quantities set forth in the bid documents. This means that the final contract cost will differ somewhat from the bid price, based upon the actual quantity of items constructed. Even though a number of areas were added to the contract after the award of contract (to be paid at extra quantities), the final cost based on actual quantities was only $3,428 more than the bid amount. F. City Parking Lots 1. General: The maintenance of parking lot pavement may not be charged to funds restricted to the maintenance of streets. These costs must be charged to other sources. 2. Metro Link Entry: The cost of applying slurry seal to the Metro Link Entry Road will be charged to a budgeted account for this and other transit facilities maintenance. 3. Park Parking Lots: In the September 8, 2000, staff report to the City Council, the anticipated cost to the General Fund for the application of slurry seal to certain City - owned parking lots was identified at $4000. The scope of that work changed significantly when it was decided (Change Order #2) to proceed with the needed resurfacing of the Arroyo Vista Park access road and parking lot. The cost of that added work was $12,574.81. S1ry2000_cmp 01002126 Slurry Seal 2000: Completion August 24, 2001 Page 3 4. Park Slurry Cost Summary: A summary of park parking lots slurry costs is as follows: Description Ref CO Striping ($) Slurry Total , ($) Campesina Park 4 72.00 141.29 213.29 Griffin Park 4 454.00 2,109.71 2,563.71 Monte Vista 4 120.00 226.06 346.06 Tierra Rejada [2 lots] 4 504.00 1,217.19 1,721.19 Sub -Total Costs 1,150.00 3,694.25 4,844.25 Less Credit to City [Note A] (1,150.00) (3,694.25) (4,844.25); Sub -Total 0.00 0.00 0.00: Arroyo Vista Park Parking Lot 141.00 2,773.49 2,914.49 Arroyo Vista Park. Road [Note B] 2 2,000.00 7,660.32 9,660.32 Total Cost 2,141.00 10,433.81 12,574.81 Less Budget Amount (4,000.00) . Total Addition Approproation 8,574.81 Notes: A Per the terms of Change Order No 4, in exchange for the Contractor's use of certain City parking lots, there was no charge for the application of slurry Seal to the four parking lots identified above. B Per the License Agreement, one -third (1/3) of cost to be billed to the Moorpark Unified School District. 5. Total Net Cost to the General Fund: The total net cost tot he General Fund for pavement maintenance is summarized as follows: -- ._.... - - - - -- ._ ................ -.... - . A---._......mount ....___._...._. - -$_ Description ' Five Park Parking Lots 0 Arroyo Vista Community Park 12,575 Less Reimbursement from School District (4,826; Total Net Cost 7 749 ........ ..---- ._.......---- ._.......... --- ._....... .. ........................------------...._._......._.......................--------._......... ......------ ...._._.-_-- ._...._ -- ....... �........ G. Fiscal Impact 1. Cost Estimate: The final project costs are summarized as follows: Description ......... -----._._ .......... Prior Year ($) _ ....... -----._ ....... . ... - ............. -- ._......._.__._._....... FY2000 /01 ($) - - - - -- -- - -- Total Design 6,665.00 110.00 6,775.00 Construction - 347,262.00 347,262.00: Inspection [City Staff] 5,000.00 5,000.00 Inspection [Consultant] 0 20,080.00 20,080.00 Total _--- ............. .. - - -- .....--.----- ...... - ....----- ................ 6,665.00 - - -- ._...................... - -- 372,452.00 ._._.... --- ............ - ._...._.__.............. -- ._....... - -- 379,117.00 Slry2000_cmp 0 % �74 Slurry Seal 2000: Completion August 24, 2001 Page 4 2. Metro Link Entry Road Funding: The cost of applying slurry seal to the Metro Link Parking Lot was $1,341. Those costs have been charged to a budgeted account for this and other transit facilities maintenance. The net current year project costs is as follows: ........... -- ... .............. --- ....... _._._.:___-._ ............ .------._. ................ _ ....... _ ................ ----------._._._._ ............................... .-.----- ............... -- ............ -- ............ .-- ............ --- ................ --- .................... _.... - Description Account Number Amount Metro Link xxxx.8310.8002.xxxx 372,452.00 Less Metro Link Cost 5000.7310.7304.9252 (1,341.00) Total Project 8002 Costs 371,111.00 3. Park Parking Lots: The cost of applying slurry seal to the park parking lots identified herein was $12,574.81. A summary of the cost allocation for the project is as follows: _._ ................... - .............. -----._....... .-- __- _ ........................ - - -- --._...._...... ................ _ .... . ....... .. ----._._._............ __ ............ -- ....... _._.__._......._._.-_-....... _ .... _-----._ ...................... _...................... _._._ Description Account Number Amount Park Parking Lots 1000.8310.8002.xxxx 12,574.81 All Other Work 2603.8310.8002.xxxx 358,536.19 Total Project 8002 Costs 371,111.00 4. Reimbursement from School District: Per the terms of the License Agreement between the City and the Moorpark Unified School District, the District shall reimburse the City for one -third of the maintenance costs for the park access road. It is the intent of staff to invoice the District for its share of those costs, summarized as follows: _.__ ................. .____._...._._._._.__ _._._......._......_____._._._. Description Amount Arroyo Vista Park Contract Slurry Costs 9,661.00 Plus Design & Construction Engineering [25 %] 2,415.25 Sub -Total 12,076.25 Plus Administration [20 %] 2,415.25 Sub -Total 14,491.50 MUSD Share [33.33 %] 4,825.67 5. Budget Adjustment: The require the adoption 2000/2001 Budget. In projects are carried appropriate to amend S1ry2000_cmp final project costs and allocations of a Resolution to amend the FY that the appropriations for capital over to the following year, it is last year's budget to reflect the Slurry Seal 2000: Completion August 24, 2001 Page 5 recommended changes. A Resolution (Exhibit 1) has been prepared for that purpose. A summary of the net affect of this proposed budget amendment is as follows: Account Number Expense 1000.8310.8002.xxxx 2603.8310.8002.xxxx Total Appropriations Less Revenue 1000.0000.0000.xxxx Net Cost to Fund 1000 Current Revised'. Note Budget W Change Budget 4,000 A 380,485 384,485 8,575 12,575 380,485 8,575 393,060 - (4,826) (4,826) 4,000 3,749 7,749 Note: A The estimated final cost is only $371,111. Any surplus appropriation will be released back to Funds when the project is completely closed out. H. Final Inspection and Acceptance The City has completed a final inspection of the project and has found the work to be acceptable. At this time it would be appropriate for the City Council to accept the project as completed and direct the City Clerk to record the Notice of Completion to start the final lean period. I. Release of Retention If the recommended action is taken, the Notice of Completion will be forwarded to the County Recorder for recordation. Absent the receipt of any Stop Notices from subcontractors or suppliers, thirty -five (35) days after the date of the recordation of the Notice of Completion, the ten percent (10 %) retention will be paid. RECOMMENDATIONS [Roll Call Vote] Staff recommends that the City Council take the following actions: 1. Adopt Resolution 2001 - approving an amendment to the FY 2000/2001 Budget by revising the appropriation and budget for the subject project as follows: General Fund [Fund 1000]: $8,575 increase. 2. Accept the work as completed. Attachments: Exhibit 1: Resolution Slry2000_cmp 0��1 Exhibit 1 RESOLUTION NO. 2001 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, REVISING THE AMOUNT OF THE APPROPRIATION AND BUDGET FOR THE SLURRY SEAL 2000 PROJECT (PROJECTS 8002) [FUND 1000 - GENERAL FUND] WHEREAS, on June 21, 2000, the City Council adopted the Budget for Fiscal Year 2000/01; and WHEREAS, a staff report has been presented to the City Council requesting a budget increase in the aggregate amount of $8,575; 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 DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That a Budget amendment in the aggregate increase of $8,575, as more particularly described in Exhibit "A ", is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this ATTEST: day of , 2001. Patrick Hunter, Mayor Deborah S. Traffenstedt, City Clerk Attachment: Exhibit 'A': Appropriation and Budget Detail Resolution No. 2001 - Exhibit "A" APPROPRIATIONS FOR Slurry Seal 2000 Project Project 8002 FUND ACCOUNT NUMBER APPROPRIATION REQUEST General Fund 1000.0000.0000.5500 $ 8,575 TOTALS: $ 12,575 $ 8,575 REVENUES FOR Slurry Seal 2000 Project Project 8002 FUND ACCOUNT NUMBER APPROPRIATION REQUEST General Fund 1000.0000.0000.3601 $ 4,826 TOTALS: $ 12,575 $ 4,826 APPROPRIATION RE -CAP ACCOUNT NUMBER CURRENT FY 2000/01 APPROPRIATION SUBJECT APPROPRIATION / (REDUCTION) REVISED APPROPRIATION 1000.8310.8002.xxxx $ 4,000 $ 8,575 $ 12,575 2603.8310.8002.xxxx $ 380,485 $ 0 $ 380,4851 TOTALS: $ 384,485 $ 8,575 $ 393,060 DISTRIBUTION OF APPROPRIATIONS TO EXPENSE ACCOUNT NUMBERS ACCOUNT NUMBER CURRENT APPROPRIATION SUBJECT APPROPRIATION / (REDUCTION) REVISED APPROPRIATION XXXX.8310.8002.9601: Design $ 0 $ 110 $ 110 XXXX.8310.8002.9640: Const. $ 359,405 $ 28,545 $ 387,950 XXXX.8310.8002.9650: Insp. $ 25,080 $ ($20,080) $ 5,000 TOTALS: $ 384,485 $ 8,575 $ 393,060 Approved as to form: _>.