HomeMy WebLinkAbout5.5 Annual Street Resurfacing (2024 Slurry Seal) Project, CIP No. ST0117 – Contract Change Order Authorization for Hacienda Driver
DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
Agenda Item 5.5
DATE:
TO:
FROM:
SU B,ECT:
October 15, 2024
Honorable Mayor and City Councilmembers
Colleen Tribby, City Manager
Annual Street Resurfacing (2024 Slurry Seal) Project, CIP No. ST0117 -
Contract Change Order Authorization for Hacienda Drive
Prepared by: Michael Boitnott, Capital Improvement Program Manager
EXECUTIVE SUMMARY:
The City Council will consider increasing the contract change order authority of the City Manager
for the Annual Street Resurfacing (2024 Slurry Seal) Project, CIP No. ST0117, to enable a change to
the contract with American Asphalt Repair & Resurfacing Co. to resurface and restripe Hacienda
Drive from Dublin Boulevard to the I-580 on- and off -ramps.
STAFF RECOMMENDATION:
Adopt the Resolution Authorizing the City Manager to Approve Contract Change Orders with
American Asphalt Repair & Resurfacing Co., Inc. for Hacienda Drive for the Annual Street
Resurfacing (2024 Slurry Seal) Project, CIP No. ST0117.
FINANCIAL IMPACT:
The cost to resurface and restripe Hacienda Drive from Dublin Boulevard to the I-580 on- and off -
ramps is estimated at $175,000. There are sufficient funds in the Annual Street Resurfacing
Project (CIP No. ST0117) budget to fund this work.
DESCRIPTION:
On April 16, 2024, the City Council awarded a construction contract of $809,029 to American
Asphalt Repair & Resurfacing Co., Inc. for the Annual Street Resurfacing (2024 Slurry Seal) Project,
CIP No. ST0117, and authorized the City Manager to approve change orders up to a contingency
amount of $100,000 (Resolution No. 28-24). The total potential construction contract amount,
including the $100,000 construction contingency, is $909,029.
Page 1 of 2
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The 2024 Slurry Seal Project is currently under construction and has repaired localized failed
asphalt concrete pavement, slurry sealed approximately 1.5 million square feet of roadway, and
installed pavement delineation on 51 street segments.
Proposed Change Order
The segment of Hacienda Drive pavement between Dublin Boulevard and the I-580 on -and off -
ramps is significantly oxidized, and the top road surface is unevenly worn over the entire segment.
The uneven wear of the asphalt surface decreases visibility of lane lines, pavement markings, and
crosswalks. Staff solicited a quote from American Asphalt Repair & Resurfacing Co., Inc. to
resurface Hacienda Drive between Dublin Boulevard and the I-580 on- and off -ramps. This
resurfacing would include cleaning and preparing the existing asphalt surface, crack filling and
patching surface gaps, applying a sand/oil slurry seal on all asphalt pavement surfaces, and
installing new striping, pavement markings, and crosswalks.
The Hacienda Drive pavement resurfacing and restriping is estimated to cost no more than
$175,000. Existing project change orders have encumbered $10,000 of the initial $100,000
contingency, leaving $90,000 available. To complete the Hacienda Drive work at $175,000, Staff
requests that City Council authorize an additional $85,000 of change order authority for the City
Manager. This will bring the total authorized change order authority to $185,000 and increases
the total potential construction cost to $994,029. A budget change is not needed as there are
sufficient available funds in the project budget.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted. A courtesy copy of this report was sent to American Asphalt
Repair & Resurfacing Co., Inc.
ATTACHMENTS:
1) Resolution Authorizing the City Manager to Approve Contract Change Orders with American
Asphalt Repair & Resurfacing Co., Inc. for Hacienda Drive for the Annual Street Resurfacing
(2024 Slurry Seal) Project, CIP No. ST0117
2) Resolution No. 28-24 - Approving the Plans and Specifications and Awarding a Contract to
American Asphalt Repair & Resurfacing co., Inc. for Annual Street Resurfacing (2024 Slurry
Seal) Project, CIP No. ST0117
3) CIP No. ST0117
Page 2 of 2
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Attachment I
RESOLUTION NO. XX - 24
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING THE CITY MANAGER TO APPROVE CONTRACT CHANGE ORDERS WITH
AMERICAN ASPHALT REPAIR & RESURFACING CO., INC. FOR HACIENDA DRIVE FOR
THE ANNUAL STREET RESURFACING (2024 SLURRY SEAL) PROJECT, CIP NO. ST0117
WHEREAS, on April 16, 2024, the City of Dublin adopted Resolution No. 28-24,
Approving the Plans and Specifications and Awarding a Contract to American Asphalt Repair &
Resurfacing co., Inc. for the Annual Street Resurfacing (2024 Slurry Seal) Project, CIP No.
ST0117; and
WHEREAS, the City Council authorized the City Manager or designee to approve
contract change orders based on appropriated funds designated for the Project up to the
contingency amount of $100,000; and
WHEREAS, additional resurfacing need has been identified for Hacienda Drive between
Dublin Boulevard and the 1-580 on- and off -ramps; and
WHEREAS, sufficient budget is available in the Annual Street Resurfacing Project, CIP
No. ST0117, to increase the project contingency by $85,000, thereby facilitating completion of
the additional scope of work, estimated at $175,000.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby authorize the City Manager, or designee, to approve contract change orders with
American Asphalt Repair & Resurfacing co., Inc. up to the revised contingency amount of
$185,000 and increase the construction contract total to $994,029.
PASSED, APPROVED AND ADOPTED this 15th day of October 2024, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-24, Item X.X, Adopted 10/15/2024 Page 1 of 1
3
DocuSign Envelope ID: 7823305E-34D4-413D-AAE9-4A320D786947
Attachment 2
RESOLUTION NO. 28 - 24
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING THE PLANS AND SPECIFICATIONS AND AWARDING A CONTRACT TO
AMERICAN ASPHALT REPAIR & RESURFACING CO., INC. FOR THE ANNUAL STREET
RESURFACING (2024 SLURRY SEAL) PROJECT, CIP NO. ST0117
WHEREAS, the design team has completed the plans and specifications for the Annual
Street Resurfacing Project (2024 Slurry Seal), CIP No. ST0117, (Project) which includes the
roadway resurfacing on 51 street segments by means of crack filling, seal coating the pavement,
and installation of pavement delineation; and
WHEREAS, the City of Dublin did, on March 26, 2024, publicly open, examine, and declare
all sealed bids for doing the work described in the approved plans and specifications for the
Project, which plans and specifications are hereby expressly referred to for a description of said
work and for all particulars relative to the proceedings under the request for bids; and
WHEREAS, said bids were submitted to Staff and American Asphalt Repair & Resurfacing
Co., Inc. was determined to be the lowest responsive and responsible bidder for doing said work.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
approves the Plans and Specifications for the Project.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby award
the Contract for the Project to the lowest responsive and responsible bidder, American Asphalt
Repair & Resurfacing Co., Inc. at a base bid of $809,029, the particulars of which bids are on file
in the Office of the Public Works Director.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize
the City Manager or designee to approve the Project contract change orders based on the
appropriated funds designated for the Project up to the contingency amount of $100,000.
BE IT FURTHER RESOLVED that the City Manager or designee is authorized to execute
the Construction Agreement for the Project with American Asphalt Repair & Resurfacing Co., Inc.
{Signatures on the following page}
Reso. No. 28-24, Item 5.5, Adopted 04/16/2024 Page 1 of 2
4
DocuSign Envelope ID: 7823305E-34D4-413D-AAE9-4A320D786947
PASSED, APPROVED AND ADOPTED this 16th day of April 2024, by the following vote:
AYES: Councilmembers Hu, Josey, McCorriston, Qaadri and Mayor Hernandez
NOES:
ABSENT:
ABSTAIN:
DocuSigned by:
(A4bAS4b1...
Mayor
ATTEST:
,-DocuSigned by:
Motl1n9(-
ityBuue°r F40A...
Reso. No. 28-24, Item 5.5, Adopted 04/16/2024 Page 2 of 2
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Attachment 3
Number — STO 117
i
ANNUAL STREET RESURFACING Program — STREETS
PROJECT DESCRIPTION
This project provides for the design and construction of a variety of pavement resurfacing treatments, from slurry seal to major rehabilitation and reconstruction
of streets and resurfacing of bridge decks. The project also includes installation of new or upgrades of existing ADA curb ramps on roads that are reconstructed
or receive an asphalt concrete overlay. Streets are selected for improvements based on the City's Pavement Management System to optimize the pavement condition
in relation to the available budget. The City owns and maintains approximately 148 centerline miles of streets.
The Metropolitan Transportation Commission groups Pavement Condition Index (PCI) ratings into the following categories: 80-100 Very Good -Excellent; 70-79
Good, 60-69 Fair, 50-59 At Risk, 25-49 Poor, and 0-24 Failed. The City of Dublin is rated very good with a three-year moving average PCI of 80.
PROJECT TIMELINE: The project is currently in various stages of design or construction. Improvements are typically constructed each year between spring
and fall.
ANNUAL OPERATING IMPACT: None.
2024-2029 CAPITAL IMPROVEMENT PROGRAM
PRIOR
FUTURE
ESTIMATED COSTS
YEARS
2024-2025 2025-2026 2026-2027 2027-2028 2028-2029
YEARS TOTALS
9100 — Salaries & Benefits
$227,235
$167,500
$167,500
$167,500
$167,500
$167,500
$1,064,735
9200 — Contract Services
$2,509,344
$775,000
$775,000
$775,000
$775,000
$775,000
$6,384,344
9400 — Improvements
$12,737,648
$3,550,000
$3,550,000
$3,550,000
$3,550,000
$3,550,000
$30,487,648
9500 — Miscellaneous
$56,311
$7,500
$7,500
$7,500
$7,500
$7,500
$93,811
TOTAL $15,530,538
$4,500,000 $4,500,000 $4,500,000 $4,500,000 $4,500,000
$38,030,538
Streets Five -Year Capital Improvement Program 2024-2029
66
6
FUNDING SOURCE
PRIOR
YEARS
2024-2025
2025-2026
2026-2027
2027-2028
2028-2029
FUTURE
YEARS
TOTALS
1001 — General Fund
$467,999
$1,250,000
$2,086,900
$1,750,000
$1,850,000
$1,850,000
$9,254,899
2201 — State Gas Tax
$5,289,941
$700,000
$413,100
$750,000
$650,000
$650,000
$8,453,041
2204 — Measure B Sales Tax — Local
Streets Fund (ACTC)
$1,784,999
$1,784,999
2205 — Measure B Sales Tax — Bike &
Pedestrian Fund (ACTC)
$300,000
$300,000
2214 — Measure BB Sales Tax — Local
Streets Fund (ACTC)
$2,831,020
$200,000
$3,031,020
2215 — Measure BB Sales Tax — Bike &
Pedestrian Fund (ACTC)
$304,500
$304,500
2216 — Measure B Grants
$82,500
$82,500
2220 — Road Maint. & Rehab. Account
(RMRA)
$4,263,599
$2,350,000
$2,000,000
$2,000,000
$2,000,000
$2,000,000
$14,263,599
2304 — Local Recycling Programs
$160,000
$160,000
4309 — Miti! ation Contributions
TOTAL
$45,980
$15,530,538
$4,500,000
$4,500,000
$4,500,000
$4,500,000
$4,500,000
$45,980
$38,030,538
Streets Five -Year Capital Improvement Program 2024-2029
67
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