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Cq<lFOR City Council Staff Report
DATE: June 15, 2016 CONSENT CALENDAR
SUBJECT: APPROVAL OF ADDITIONAL CONTRACT CHANGE ORDER
AUTHORIZATION WITH INTERMOUNTAIN SLURRY SEAL, INC. FOR
THE 2015 CITYWIDE ANNUAL SLURRY SEAL, CITY PROJECT NO. 15-
02
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY
This action will authorize the City Manager to approve Construction Contract Change
Orders up to an additional amount not to exceed of $100,000 with Intermountain Slurry
Seal, Inc., to complete asphalt resurfacing repairs and slurry seal of various streets as
part of the 2015 Citywide Annual Slurry Seal, City Project 15-02.
RECOMMENDATION:
Authorize the City Manager to approve Construction Contract Change Orders up to an
additional amount not to exceed of $100,000 with Intermountain Slurry Seal, Inc., for the
2015 Citywide Annual Slurry Seal, City Project 15-02, (A6774).
STAFF ANALYSIS:
On October 7, 2015, the City Council awarded a construction contract to Intermountain
Slurry Seal, Inc., ("ISS") in the amount of $1,760,067 for the 2015 Citywide Annual
Slurry Seal, City Project No. 15-02, (the "Project"). Using actual bid item costs from prior
projects completed by the City, staff determined an Engineer's estimate of $2,450,000,
with an expectation that given the large scale of streets to be slurry sealed and with a
programmed budget of nearly five times what is annually programmed, an economy of
scale would result in competitive bidding and lower overall cost. As expected, the low
bid submitted by Intermountain Slurry Seal was significantly less than the engineer's
estimate at $1,760,067. Accordingly, at the time of contract award, the City Council
approved additional streets to include in the Project, and authorized the City Manager to
approve a Construction Contract Change Order in an amount not to exceed $540,000.
ITEM NO. _
City Council Staff Report
June 15, 2016- Page 2
Authorize Additional CCOs CP 15-02
Subsequently, staff coordinated with ISS on pricing to include the additional streets
approved by City Council, and approved Contract Change Order No. 1 ("CCOV) in the
amount of$512,337. The additional streets included with the Project via CCO1 are:
• Vista Chino (west of Gene Autry Trail)
• Calle El Segundo (Amado Road to Alejo Road)
• Avenida Caballeros (Via Escuela to Francis Drive)
• Avenida Caballeros (Paseo El Mirador to Visa Chino)
• Crossley Road (34th Avenue to Dinah Shore Drive)
• E. Palm Canyon Drive (Palm Canyon Wash to Cherokee Way)
• Ramon Road (S. Palm Canyon Dr. to Indian Canyon Dr.)
• San Rafael Road (N. Palm Canyon Dr. to Virginia Rd.)
The list of additional streets included with CCO1 did not include one street segment
previously identified on the list of additional streets authorized by City Council given that
the total cost of CCO1 including that last street segment exceeded the $540,000
authorization by City Council. The street segment excluded from CCO1 was E. Palm
Canyon Drive (Cherokee Way to Gene Autry Trail).
On April 20, 2016, the City Council approved Contract Change Order No. 2 ("CCO2") to
include the segment of E. Palm Canyon Drive (Cherokee Way to Gene Autry Trail), as
well as Farrell Drive between Ramon Road and E. Palm Canyon Drive, as shown in
Figure 1.
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City Council Staff Report
June 15, 2016 - Page 3
Authorize Additional CCOs CP 15-02
The cost for the work identified for E. Palm Canyon Drive is $103,669 and the cost for
the work identified for Farrell Drive is $279,620, for a total cost of $383,289.
Construction is underway, and ISS is currently performing micro-milling and asphalt
repairs in advance of slurry seal as part of the original scope of work. However, in the
performance of this work, deficiencies with existing asphalt concrete pavement are
being encountered which require additional work beyond the original scope of work. In
order to ensure construction continues uninterrupted, and that additional asphalt repairs
reviewed and approved by the City Engineer are completed to ensure that the slurry
seal work is installed in accordance with specifications, staff is recommending that the
City Council authorize the City Manager to approve additional Contract Change Orders
up to an additional amount not to exceed $100,000.
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes
of projects that do not have a significant effect on the environment, and are declared to
be categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects
consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor
alteration of existing public structures, facilities, mechanical equipment or topographical
features involving negligible or no expansion of use beyond that existing at the time of
the lead agency's determination. Therefore, in accordance with Section 15301(c), staff
has determined that the 2015 Citywide Annual Slurry Seal, City Project No. 15-02, is
considered categorically exempt from CEQA and a Notice of Exemption has been
prepared and will be filed with the Riverside County Clerk.
FISCAL IMPACT:
Sufficient funds are currently budgeted and available in the Local Measure A Fund,
Account 134-4498-50100.
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S. jDavidH. Ready, Esq., P .
Assistant City Manager/City Engineer City Manager
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