HomeMy WebLinkAboutAGENDA REPORT 2019 0206 REG CCSA ITEM 10DCITY OF MOORPARK,
CALIFORNIA
City Council Meeting
of 2.6.2019
ACTION Approved staff
recommendation. Adopted
Reso No. 2019-3790
BY M. Benson
D. Consider an Amendment No. 2 to Agreement with Pavement Coatings Co. for
the 2018 Slurry Seal and Pavement Rehabilitation Project (M0042), Specification
No. MPK 18-01 and Resolution Amending the Fiscal Year 2018/2019 Budget to
Fund the Project. Staff Recommendation: 1) Adopt Resolution No. 2019-3790
amending the Fiscal Year 2018/2019 Budget to appropriate $30,000 from the
Road Maintenance and Rehabilitation Fund (2416) to Account No. 2416 -311-
M0042-55200; 2) Amend the existing Agreement with Pavement Coatings Co. in
the amount of $29,415.32 to Schedule A for adjust ing to grade City and County-
owned surface facilities; 3) Amend the existing Agreement with Pavement
Coatings Co. for project contingencies in an amount not exceed $27,102 (10%),
if and when the need arises for extra work and services for Schedule A; and 4 )
Upon completion of the construction contract, direct staff to seek reimbursement
from the Ventura County Waterworks District for construction costs associated
with the adjustment and improvements to County-owned surface facilities. .
ROLL CALL VOTE REQUIRED
Item: 10.D.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Sean Corrigan, City Engineer/Public Works Director
DATE: 02/06/2019 Regular Meeting
SUBJECT: Consider Amendment No. 2 to Agreement with Pavement Coatings
Co. for the 2018 Slurry Seal and Pavement Rehabilitation Project
(M0042), Specification No. MPK 18-01 and Resolution Amending the
Fiscal Year 2018/2019 Budget to Fund the Project
SUMMARY
The City and the Ventura County Waterworks District have a current Agreement in
place, dated December 9, 2009, for adjusting to grade surface facilities affected by
pavement rehabilitation projects. City and County staff performed field inspections of
existing surface facilities along the residential streets within Campus Canyon Drive and
University Drive and determined that two storm drain manholes, 10 sanitary sewer
manholes, and 24 water valve covers should be adjusted to the finish grade. Per the
existing Agreement between the City and the County Waterworks District, the County
will reimburse to the City the construction cost to adjust the surface facilities, plus 15%
to cover all design, inspection, and administrative costs incurred by the City. Staff is
seeking approval from City Council to amend the existing Agreement with Pavement
Coatings Co. to adjust City and County-owned surface facilities and to direct staff to
seek reimbursement from the County after construction completion.
BACKGROUND
On October 17, 2018, the City Council awarded a construction contract to Pavement
Coatings Co. for the 2018 Slurry Seal and Pavement Rehabilitation Project (M0042).
The project scope of work is to place approximately 625,000 square feet of Type 2
slurry seal on local residential streets in the Campus Canyon Drive – University Drive
area and to repair asphalt pavement potholes along Princeton Avenue. The current
contract amount is $299,817. At the time of the construction contract award, City
Council authorized the City Manager to amend the contract for project contingencies in
an amount not to exceed $27,102 for the slurry sealing of residential streets and
$21,200 in additional asphalt pavement pothole repair. At this time, there is a need to
amend the current Contract Agreement with Pavement Coatings Co. to adjust both City
and County-owned surface facilities to the finish street grade.
Item: 10.D.
293
Honorable City Council
02/06/2019 Regular Meeting
Page 2
DISCUSSION
The City and the Ventura County Waterworks District have a current Agreement in
place for adjusting to grade surface facilities affected by pavement rehabilitation
projects. Surface facilities typically include manhole lids, valve covers, vault lids, and
grated storm water inlets that are within the paved street section. Typically, the
adjustment of surface facilities is needed on asphalt overlay or street reconstruction
projects where the finish street surface grade and profile is modified. However, City and
County Waterworks District staff performed field inspections of existing surface facilities
along the residential streets within Campus Canyon Drive and University Drive and
determined that many of these should be adjusted as part of this project. The following
table is a list and location of surface facilities that are being recommended for
adjustment as part of this construction contract. The County Waterworks District owns,
operates, and maintains the sanitary sewer and water utility infrastructure within the
City. The City owns and maintains the storm drainage infrastructure.
Manhole/Lid Location SDMH SSMH Water Valve
Campus Canyon Drive/Mallory Court 0 1 4
University Drive/Freshman Court 0 1 0
University Drive/Sophomore Court 0 1 0
University Drive/Griffith Lane 0 0 3
7304 University Drive 0 0 1
University Drive/Miline Circle 1 0 3
Shakespeare Place/Doris Court 0 1 4
Shakespeare Place cul-de-sac 1 0 1
Doris Court cul-de-sac 0 1 1
15549 Doris Court 0 1 0
15597 Borges Court 0 0 1
15736 Miline Circle 0 0 1
15790 Swift Place 0 0 1
15691 Borges Court 0 0 1
15205 Monroe Avenue 0 0 1
15295 Monroe Avenue 0 0 1
15217 Monroe Avenue 0 1 0
Griffith Lane/Graduate Circle 0 1 0
Griffith Lane cul-de-sac 0 1 0
7193 Shakespeare Place 0 1 0
Total 2 10 24
294
Honorable City Council
02/06/2019 Regular Meeting
Page 3
Based on field inspections, there are two (2) city-owned storm drain manholes that are
recommended for adjustment. The 10 sanitary sewer manhole and 24 water valve
covers are County District-owned surface facilities and are recommended for
adjustment. The following is a cost proposal from Pavement Coatings Co. to perform
the surface facility improvements.
Description Unit Cost Quantity Extended Cost
Storm Drain Manholes $715 2 $1,430.00
Sanitary Sewer Manholes $715 10 $7,150.00
Water Valve Covers $682 24 $16,368.00
Additional Traffic Control $4,467.32 1 $4,467.32
Total Contract Amount $29,415.32
Per the current Agreement between the City and County Waterworks District, the
County has agreed to these surface facility adjustments and will reimburse to the City
the actual construction cost, plus 15%, to cover all design, inspection, and
administrative costs incurred. Based on the unit costs submitted by Pavement Coatings
Co., the County will reimburse the City $27,045.70 for the adjustment of the sanitary
sewer and water surface facilities. Final construction costs and reimbursements may
vary based on actual field conditions.
FISCAL IMPACT
The current contract with Pavement Coatings Co. is funded as follows:
Project Description Account Number Amount
Schedule A – Slurry Seal 2416-311-M0042-55200 $271,017.00
Schedule B – Pavement Rehabilitation 2014-311-C0020-55200 $28,800.00
Total Contract Amount $299,817.00
In addition to the construction contract award, the City Council authorized the City
Manager to amend the contract for project contingencies as follows:
Total Project Budget Amount
Schedule A (2416-311-M0042-55200) $271,017.00
Schedule A – Contingency (2416-311-M0042-55200) $27,102.00
Schedule B (2014-311-C0020-55200) $28,800.00
Schedule B – Contingency (2014-311-C0020-55200) $21,200.00
Total $348,119.00
295
Honorable City Council
02/06/2019 Regular Meeting
Page 4
Staff is requesting City Council amend the existing Agreement with Pavement Coatings
Co. in the amount of $29,415.32, for Schedule A, to adjust two storm drain manholes,
10 sanitary sewer manholes, and 24 water valve covers. Project Account number 2416-
311-M0042-55200 is funded by the Road Maintenance and Rehabilitation Fund (2416).
A new appropriation, in the amount of $30,000, from Fund 2416 to Account No. 2416-
311-M0042-55200 is requested.
The County will reimburse the City to adjust their facilities as follows:
Description Amount
Sanitary Sewer Manholes $7,150.00
Water Valve Covers $16,368.00
Sub-Total Reimbursement Amount $23,518.00
15% Administrative Fee (per Agreement) $3,527.70
Total Reimbursement Amount $27,045.70
STAFF RECOMMENDATION
1. Adopt Resolution No. 2019-____ amending the Fiscal Year 2018/2019 Budget to
appropriate $30,000 from the Road Maintenance and Rehabilitation Fund (2416)
to Account No. 2416-311-M0042-55200; and
2. Amend the existing Agreement with Pavement Coatings Co. in the amount of
$29,415.32 to Schedule A for adjusting to grade City and County-owned surface
facilities ; and
3. Amend the existing Agreement with Pavement Coatings Co. for project
contingencies in an amount not exceed $27,102 (10%), if and when the need
arises for extra work and services for Schedule A; and
4. Upon completion of the construction contract, direct staff to seek reimbursement
from the Ventura County Waterworks District for construction costs associated
with the adjustment and improvements to County-owned surface facilities.
Attachments
1. Resolution No. 2019-____
2. Amendment No. 2 to Agreement Between the City of Moorpark and Pavement
Coatings Co., for the 2018 Slurry Seal and Pavement Rehabilitation Project
(M0042)
3. Agreement for Adjusting to Grade Surface Facilities Affected by City of Moorpark
Pavement Rehabilitation Projects
296
ATTACHMENT 1
RESOLUTION NO. 2019-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL
YEAR 2018/19 BUDGET BY APPROPRIATING $30,000
FROM THE ROAD MAINTENANCE AND REHABILITATION
FUND (2416) TO PROJECT M0042 INFRASTRUCUTRES
(2416.311.M0042.55200) FOR THE 2018 SLURRY SEAL
AND PAVEMENT REHABILITATION PROJECT (M0042)
WHEREAS, on June 20, 2018 the City Council adopted the Operating and
Capital Improvement Projects budget for Fiscal Year (FY) 2018/19 which includes a
total budget of $250,000 for Infrastructures (2416.311.M0042.55200) and $50,000 for
Capital Professional Services (2416.311.M0042.55300); and
WHEREAS, a staff report has been presented to the City Council recommending
approval of Amendment No. 2 to an existing Agreement with Pavement Coatings Co.
and to appropriate $30,000 from the Road Maintenance and Rehabilitation Fund (2416)
to Account No. 2416-311-M0042-55200; and
WHEREAS, Exhibit “A”, attached hereto and made a part hereof, describes said
budget amendment and the resultant impact to the budget line items.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget appropriation in the amount of $30,000 from the Road
Maintenance and Rehabilitation Fund (2416) to Infrastructures Account No.
(2416.311.M0042.55200), as more particularly described in Exhibit “A”, attached hereto,
is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 6th day of February 6, 2019.
_____________________________
Janice S. Parvin, Mayor
ATTEST:
____________________________________
Maureen Benson, City Clerk
Exhibit A – Budget Amendment
297
Resolution No. 2019-_____
Page 2
FUND BALANCE ALLOCATION:
Fund-Account Number Amount
2416-33990 30,000.00$
-$
-$
Total 30,000.00$
EXPENDITURE APPROPRIATION:
Account Number Current Budget Revision Amended Budget
2416.311.M0042.55200 300,000.00$ 30,000.00$ 330,000.00$
-$ -$ -$
-$ -$ -$
-$ -$ -$
-$ -$ -$
Total 300,000.00$ 30,000.00$ 330,000.00$
Fund Title
Road Maintenance and Rehabilitation
EXHIBIT A
BUDGET AMENDMENT FOR
CAPITAL IMPROVEMENTS
FY 2018/19
PUBLIC WORKS DEPARTMENT
2018 SLURRY SEAL AND PAVEMENT REHABILITATION PROJECT (M0042)
298
ATTACHMENT 2
AMENDMENT NO. 2
AGREEMENT BETWEEN THE CITY OF MOORPARK AND PAVEMENT COATINGS
CO., FOR 2018 SLURRY SEAL AND PAVEMENT REHABILITATION PROJECT
(M0042), SPECIFICATION NO. MPK 18-01
This Amendment No. 2 to the Agreement between the City of Moorpark, a
municipal corporation (“City”), and Pavement Coatings Co., a private corporation
(“Contractor”), for construction services related to pavement preservation and
rehabilitation (“Agreement”), is made and entered into on this
, 2019.
RECITALS
day of
WHEREAS, on November 2, 2018 the City and Contractor entered into an
Agreement to have the Contractor provide construction services related to pavement
preservation and rehabilitation; and
WHEREAS, on February __, 2019, Amendment No. 1 to the Agreement was
executed for additional asphalt pavement rehabilitation on Princeton Avenue in the
amount of Twenty-One Thousand One Hundred Ninety-Four dollars and Forty cents
($21,194.40) for a total contract value of Three Hundred Twenty-One Thousand Eleven
dollars and Forty cents ($321,011.40); and
WHEREAS, there is a need to adjust existing surface facilities to grade; and
WHEREAS, the City and Ventura County Waterworks District have an existing
Agreement for adjusting to grade surface utilities affected by pavement rehabilitation
projects; and
WHEREAS, the Contractor provided a cost proposal, dated January 21, 2019, to
provide the adjustment of existing surface facilities grade, attached as Exhibit E, in the
amount of Twenty-Nine Thousand Four Hundred Fifteen dollars and Thirty-Two cents
($29,415.32); and
WHEREAS, the City desires to include project contingency to the Agreement in
the amount of Twenty-Seven Thousand One Hundred Two dollars ($27,102.00); and
WHEREAS, the City and Contractor now desire to amend the Agreement for an
additional period; and
WHEREAS, the City and Contractor now desire to amend the Agreement to
increase the compensation for services to be performed by Contractor from Three
Hundred Twenty-One Thousand Eleven dollars and Forty cents ($321,011.40) by a
value of Fifty-Six Thousand Five Hundred Seventeen dollars and Thirty-Two cents
($56,517.32) for a total contract value of Three Hundred Seventy-Seven Thousand Five
Hundred Twenty-Eight dollars and Seventy-Two cents ($377,528.72), and document
said agreement to amend by jointly approving Amendment No. 2 to the Agreement.
299
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I. Section 1, TERM, is amended by replacing this section in its entirety as follows:
“The term of the Agreement shall be from the date of execution until
completion of the work identified in the Scope of Services and in
conformance with Exhibit C, Exhibit D and Exhibit E, unless this
Agreement is terminated or suspended consistent with Section 6 of this
Agreement.”
II. Section 2, SCOPE OF SERVICES, is amended by replacing paragraph 2 and
paragraph 3 in this section in its entirety as follows:
“Contractor shall perform the tasks described and set forth in
Exhibit C, Exhibit D, and Exhibit E. Contractor shall complete the tasks
according to the schedule of performance which is also set forth in Exhibit
C, Exhibit D, and Exhibit E.
Compensation for the services to be performed by Contractor shall
be in accordance with Exhibit C, Exhibit D, and Exhibit E. Compensation
shall not exceed the rates or total value of Three Hundred Seventy-Seven
Thousand Five Hundred Twenty-Eight dollars and Seventy-Two cents
($377,528.72) as stated in Exhibit C, Exhibit D, and Exhibit E, without a
written amendment to the agreement executed by both parties. Payment
by City to Contractor shall be as referred to in this Agreement.”
III. Section 5, PAYMENT, is amended by replacing paragraph 1 in this section in its
entirety as follows:
“The City agrees to pay Contractor monthly, in accordance with the
terms and the schedule of payment as set forth in Exhibit C, Exhibit D, and
Exhibit E, attached hereto and incorporated herein by this reference as
though set forth in full, based upon actual time spent on the above tasks.
This amount shall not exceed Three Hundred Seventy-Seven Thousand
Five Hundred Twenty-Eight dollars and Seventy-Two cents ($377,528.72)
for the total term of the Agreement unless additional payment is approved
as provided in this Agreement.”
Amendment No. 2 to Agreement between City of Moorpark and Pavement Coatings Co. Page 2 300
IV. Remaining Provisions:
Except as revised by this Amendment No. 1, all of the provisions of the
Agreement shall remain in full force and effect.
In Witness Whereof, the parties hereto have caused this Amendment to be
executed the day and year first above written.
CITY OF MOORPARK PAVEMENT COATINGS CO.
Troy Brown
City Manager
Doug Ford
President
Attest:
Maureen Benson, City Clerk
Amendment No. 2 to Agreement between City of Moorpark and Pavement Coatings Co. Page 3 301
EXHIBIT E
CITY OF MOORPARK
PUBLIC WORKS DEPARTMENT | 799 Moorpark Avenue, Moorpark, California 93021
Main City Phone Number (805) 517-6200 | Fax (805) 532-2555 | moorpark@moorparkca.gov
CHANGE ORDER NO.: 2 CONTRACTOR: Pavement Coatings Co.
PROJECT TITLE: 2018 Slurry Seal and Pavement Rehabilitation Project, Spec. No. MPK 18-01
CIP NO.: M0042
SUBJECT: Schedule A – Project Contingency Schedule A – Adjust Existing Surface Facilities to Grade
All work involved in this Change Order shall conform with Public Works Standard
Specifications, Plans, General Provisions, and Special Provisions. The following changes are
hereby made to the Contract Documents:
The City has determined the need to add a 10% project contingency to the budget for
Schedule A scope of work. Any work performed as part of the project contingency line item
shall be approved by the City prior to commencement.
Additionally, the City has determined the need to adjust existing surface facilities to grade.
This determination is based on field observations of existing roadway and traffic conditions.
The surface facilities include two storm drain manholes (City), 10 sanitary sewer manholes
(County Waterworks), and 24 water valve covers (County Waterworks). The prices for the
additional Schedule A scope of work are as follows:
Item No. Item Description Unit Quantity Unit Price Amount
1 Traffic Control (ADD) LS 1 $4,467.32 $4,467.32
16 Project Contingency N/A N/A N/A $27,102.00
17 Adjust 24” SD and SS Manhole
(ADD) EA 12 $715.00 $8,580.00
18 Adjust Water Valve Cover
(ADD) EA 24 $682.00 $16,368.00
The net total cost for this contract change order is $56,517.32. All final quantities will be based
on field measurements, within the approved project limits. All work shall conform to the latest
edition of Standard Plans for Public Works Construction and Standard Specifications for Public
Works Construction (Greenbook).
END OF CHANGES
JANICE S. PARVIN
Mayor
CHRIS ENEGREN
Councilmember
ROSEANN MIKOS, Ph.D.
Councilmember
DAVID POLLOCK
Councilmember
KEN SIMONS
Councilmember
302
Specification No. MPK 18-01
Contract Change Order No. 1
Page 2
CHANGE TO CONTRACT PRICE
Amount
Original Contract Price
Plus approved quantity adjustments
$ 299,817.00
$ -
Subtotal $ 299,817.00
Plus Change Orders to Date $ 21,194.40
Subtotal $ 321,011.40
This Change Order $ 56,517.32
Revised Contract Price $ 377,528.72
CHANGE TO CONTRACT TIME
By reason of this change order, documented weather delays, and modifications to the
schedule at the City’s request, the time for contract completion will be adjusted by 28
consecutive calendar days. The project completion date is now March 8, 2019.
GENERAL PROVISIONS
Both Contractor and City agree and acknowledge that execution of this Change Order
constitutes a mutual accord and satisfaction as to the work and/or time extension covered
herein and Contractor specifically waives and releases any and all claims, rights or interest,
including but not limited to those for impact disruptions, loss of efficiency, ripple, or other
extraordinary or consequential costs arising directly or indirectly out of the work or time
extension described in this Change Order except as specifically included herein.
The contract is amended with respect to the above only and all other terms and conditions of
the original contract remain unchanged.
APPROVALS REQUIRED
Proposed by/
Concurrence by:
Doug Ford, President Date
Pavement Coatings Co.
Reviewed by:
Daniel Kim, P.E., Project Manager Date
Recommended by:
Sean Corrigan, P.E. Date
City Engineer/Public Works Director
Approved by:
Troy Brown, City Manager Date
303
ATTACHMENT 3
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