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Home My WebLink AboutAGENDA REPORT 2007 0620 CC REG ITEM 10Q City Counch kleet`sri of 6 vZ0-,7497 ACTION: MOORPARK CITY COUNCIL AGENDA REPORTY - . TO: The Honorable City Council FROM: Yugal K. Lail, City Engineer/Public Works Director Prepared by: Dave Klotzle, Assistant City Engineer DATE: June 7, 2007 (CC Meeting of 06-20-07) SUBJECT: Consider Approval of Plans and Specifications and Authorization to Advertise for Bids for the Construction of Tierra Rejada Road and Second Street Pavement Rehabilitation Project DISCUSSION A. Background In June of 2006 the City Council approved the subject project and adopted a Resolution funding the design phase of the work. In December of 2006 the City Council approved the preliminary engineering analysis performed for the project and authorized staff to retain Pavement Engineering, Inc. to prepare the plans and specifications for the project. B. Scope of Work The original scope of work provided for the construction of a Rubberized Asphalt Overlay on Tierra Rejada Road between the Route 23 Freeway and Los Angeles Avenue (SR-118). The project scope was amended by adding Second Street between Spring Road and Moorpark Road, when it was determined — during the development of the design for the 2007 Slurry / ARAM project —that the condition of pavement on Second Street required more than ARAM (Asphalt Rubber Aggregate Membrane) resurfacing. Staff has recently observed water percolating from the edge of pavement (assumed spring condition)on a portion of the project between Spring Road and Miller Parkway. Staff will hire an engineering geotechnical consultant to investigate, evaluate, and S:\Public Works\Everyone\Staff Reports\2007\June\TR AC Overlay_bid_solicitation.doc O 0(}).30+110 Honorable City Council June 20, 2007 Page 2 recommend method(s) of repairs. In the event that this work is not completed prior to award of construction contract, the specification would be worded such that the project can terminate on the east limits at Spring Road. The work east of Spring Road, if deleted, would be constructed by separate contract. Additionally, an alternate will be incorporated in the specifications such that the work in the Caltrans right-of-way and east to city limits could be conventional asphalt since the City has no control over potential utility trenching in the future. The hours of construction will be limited to 8:30 a.m. to 4:30 p.m. in an effort to minimize the inconvenience to the public without increasing construction costs. Work within two hundred feet of signalized intersections will be limited to the hours of 9:00 a.m. to 3:00 p.m. C. Environmental In that the project is partially funded by a Federal grant, a Federal NEPA Categorical Exclusion was prepared for the project and approved by Caltrans. D. Plans and Specifications A copy of the Plans and Specifications for the subject project has been placed on top of the file cabinet in the City Council Conference Room. E. Federal Grant Approval A federal grant of $595,923 in Local STP funds has been allocated for this project. Staff is finalizing the process through Caltrans to obtain Federal authorization to proceed with construction. This authorization is required prior to advertising the project for bids. F. California Integrated Waste Management Board Recycled Tire Grant Staff has applied for and obtained a $150,000 Recycled Tire grant from the California Integrated Waste Management Board for using rubberized asphalt partially made from 100% California recycled tires. An additional $50,000 recycled tire grant is pending approval by the State. G. Fiscal Impact 1. Project Cost Estimate: A preliminary cost estimate of the project is as follows: �}r SAPublic Works\Everyone\Staff Reports\2007\June\TR AC Overlay_bid_solicitation.doc }0 a_)^' Honorable City Council June 20, 2007 Page 3 Element Cost($) Design 100,000 Construction 3,800,000 Inspection 70,000 Total 3,970,000 2. Budget: The proposed project budget for FY 07/08 is summarized as follows: Expended in Total Description FY 06/07($) FY 07/08($) Appropriations($) By Fund *** 1000-General Fund Construction 1,000,000 1,000,000 2603-TDA Article 8A(LTF) Design 80,000 20,000 100,000 2604-STP Federal Grant Construction 595,923 595,923 2609-State Recycled Tire Grant Construction 200,000 200,000 2610-Congestion Relief Grant Construction 300,000 300,000 Total 80,000 2,115,923 2,195,923 By Work Category Design 80,000 20,000 100,000 Construction 0 2,095,923 2,095,923 Inspection 0 0 0 Total 80,000 2,115,923 2,195,923 Note ***: The draft Budget currently shows this portion of the project funding, coming from Fund 2001 Traffic Systems Management (TSM). In that it has been determined that these funds are restricted to air quality measures, it is the intent of staff to ask the City Council to change this funding source to the General Fund (Fund 1000) at the time of contract award. 3. Funding Sources: The funding sources for this project are listed as follows: • Fund 2001 —Traffic Systems Management (to be replaced by General Fund) • Fund 2603 — LTF —TDA Article 8A • Fund 2604— STP Local Federal Grant • Fund 2609 — CIWMB Recycled Tire State Grant • Fund 2610 —Traffic Congestion Relief State Grant SAPublic Works\Everyone\Staff Reports\2007Wune\TR AC Overlay_bid_solicitation.doc Honorable City Council June 20, 2007 Page 4 4. Budget v. Project Requirements: A comparison of the currently proposed FY 07/08 Budget and estimated project requirements, is summarized as follows: Current Estimated Required Project Cost Total Current Additional Description Estimate($) Appropriations($) Appropriations ($) By Fund 1000-General Fund Construction 2,704,077 1,000,000 1,704,077 Inspection 70,000 0 70,000 Total 2,774,077 1,000,000 1,774,077 2603-TDA Article 8A(LTF) Design 100,000 100,000 0 2604-STP Federal Grant Construction 595,923 595,923 0 Inspection 0 0 Total 595,923 595,923 0 2609-State Recycled Tire Grant Construction 200,000 200,000 0 Inspection 0 Total 200,000 200,000 0 2610-Congestion Relief Grant Construction 300,000 300,000 0 Inspection 0 Total 300,000 300,000 0 By Work Category Design 100,000 100,000 0 Construction 3,800,000 2,095,923 1,704,077 Inspection 70,000 0 70,000 Total 3,970,000 2,195,923 1,774,077 It is the intent of staff to revise the Budget at the time the project bids are considered for construction. H. Caltrans Permit A Caltrans permit for work impacting the state routes at each end of Tierra Rejada Road has been obtained. I. Project Approval -- Design Immunity It is recommended below that the City Council approve the project plans and specifications to document City Council approval of the scope and design of the project. Such approval is also required for the purpose of establishing design immunity pursuant to Section 830.6 of the Government Code of the State of California. SAPublic Works\Everyone\Staff Reports\2007\June\TR AC Overlay_bid_solicitation.doc '`Y '�`-1 Ao Honorable City Council June 20, 2007 Page 5 J. Schedule The anticipated schedule is as follows: Target Date Caltrans Grant Funding Approval 6/27/2007 Advertise for Bids 6/27/2007 Bid Opening 7/18/2007 Award of Construction Contract 8/1/2007 Notice to Proceed 8/15/2007 Project Completion 11/15/2007 STAFF RECOMMENDATION Approve the plans and specifications for the subject project and authorize staff to solicit for construction bids upon receipt from Caltrans of Federal authorization to proceed with construction. SAPublic Works\Everyone\Staff Reports\2007\June\TR AC Oveday_bid_solicitation.doc r C.0 43 4