HomeMy WebLinkAbout4.8 Delegation of Authority During Council Recess - Annual Street Resurfacing Project (2021 Slurry Seal)STAFF REPORT
CITY COUNCIL
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Agenda Item 4.8
DATE:June 15, 2021
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Delegation of Authority During Council Recess - Annual Street Resurfacing
Project (2021 Slurry Seal)
Prepared by: William Wahbeh, Associate Civil Engineer
EXECUTIVE SUMMARY:
The City Council will consider approving the plans and specifications and delegating authority to
the City Manager to award a contract for the Annual Street Resurfacing Project (2021 Slurry Seal),
CIP No. ST0117, during the City Council recess between June 15, 2021 and July 20, 2021. The
project will resurface multiple street segments with a slurry seal that will prolong the life of the
existing pavement surface. Actions taken during the City Council recess will be reported to the
City Council at the July 20, 2021 regularly scheduled meeting.
STAFF RECOMMENDATION:
Adopt the Resolution Approving the Plans and Specifications and Delegating Authority to the City
Manager to Award a Construction Contract for Annual Street Resurfacing Project (2021 Slurry
Seal), CIP No. ST0117.
FINANCIAL IMPACT:
As approved in the 2020-2025 Capital Improvement Program (CIP), the total budget for the
Annual Street Resurfacing Project (2021 Slurry Seal) is $2,303,961, in addition to any funds
remaining from the prior year when the fiscal year books are closed. Contract award is limited to
the available funds within the CIP budget.
DESCRIPTION:
The Five-Year Capital Improvement Program (CIP) includes the Annual Street Resurfacing project,
CIP No. ST0117 (Attachment 2). This project provides for various types of pavement
improvements from slurry seal to major rehabilitation of roadways.
This year’s project will include localized repair of failed asphalt concrete pavement, slurry seal,
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and pavement delineation on 80 street segments as shown on the Location Map (Attachment 3).
The total project includes approximately 2.2 million square feet of slurry seal, approximately
20,000 square feet of pavement “Hot Mix Asphalt” dig out repairs, and approximately 2,600
square feet of resurfacing. Slurry seal is a preventative maintenance technique used to prolong
the life of asphalt concrete surfacing. As streets begin to show wear and stress cracks, it is
important to seal the cracks to keep water from getting under the roadway pavement. Slurry
consists of a sand/oil mixture which seals cracks and provides a new uniform wearing surface.
The plans and specifications for the project were completed and contractors were invited to
submit bids, which are scheduled to be received, opened, and publicly read aloud on Thursday,
June 17, 2021. Bid results, references, and necessary licenses will be reviewed by Staff. If the City
Council delegates authority to award the contract and if a responsive bid is received within the
estimated construction cost estimate of $1.2 to $1.5 million, Staff will then recommend the City
Manager award the construction contract to the lowest responsive bidder. To facilitate the
approval of contract change orders and to avoid construction delay, it is requested that the City
Manager be authorized to approve change orders up to the contingency amount of $150,000.
Ideally, assuming no bid protests are received, a contract could be awarded on June 23, 2021. The
City Council delegation of authority will allow the project to continue progressing towards
construction without having to wait until the City Council meeting of July 20, 2021. Staff expects
the project to begin in July 2021 and anticipates completion by the end of November 2021.
Delegation of Authority
Dublin Municipal Code Chapter 2.36 Contracts and Purchasing, requires that the City Council
approve any contracts for public projects that exceed $100,000. However, Dublin Municipal Code
Section 2.04.190, states: “It shall be the duty of the City Manager to perform such other duties and
exercise such other powers as may be delegated from time to time by ordinance or other official
action of the City Council.” Therefore, Staff recommends that the City Council exercise its
authority and approve a resolution to delegate its approval to the City Manager, provided the bids
come in within the budget already approved by the City Council and that all other competitive
bidding procedures are satisfied.
If the City Council delegates authority, a report summarizing actions that occurred during the City
Council recess will be included in the agenda for the July 20, 2021 City Council meeting.
This project is exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
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ATTACHMENTS:
1) Resolution Approving the Plans and Specifications and Delegating Authority to the City
Manager to Award a Construction Contract for Annual Street Resurfacing Project
2) CIP ST0117 - Annual Street Resurfacing Project
3) 2021 Slurry Seal, Project Location Map
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Attachment 1
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 1 of 2
RESOLUTION NO. XX - 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING THE PLANS AND SPECIFICATIONS AND DELEGATING AUTHORITY TO THE
CITY MANAGER TO AWARD A CONSTRUCTION CONTRACT FOR ANNUAL STREET
RESURFACING PROJECT (2021 SLURRY SEAL), CIP NO. ST0117
WHEREAS,the design team has completed the plans and specifications for the Annual
Street Resurfacing Project (2021 Slurry Seal), CIP No. ST0117 (“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,the City Council will be in recess from June 15, 2021 through July 20, 2021;
and
WHEREAS, Staff is aware of specific actions that will be needed for the Project during the
City Council recess; and
WHEREAS,the City Council will be exercising authority pursuant to Section 2.04.190 of
the Dublin Municipal Code to delegate its authority in Sections 2.36.160 and 2.36.090 of the Dublin
Municipal Code to the City Manager, provided the bids come in within the budget pre-approved
by the City Council and that all other competitive bidding procedures are satisfied.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby approve the plans and specifications for the Project.
BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager or designee to consider, approve, award, and execute the contract
and other associated administrative matters needed for the Project within existing budgetary
appropriations during the City Council’s scheduled recess.
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 $150,000.
BE IT FURTHER RESOLVED that the City Manager shall report to the City Council
regarding the actions taken under this resolution at the July 20, 2021 City Council meeting.
PASSED, APPROVED AND ADOPTED this 15th day of June 2021, by the following vote:
AYES:
NOES:
ABSENT:
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Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 2 of 2
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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Number ST0117ProgramSTREETSPRIOR YEARS 2020-2021 BUDGET 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALS9100 $45,030 $77,325 $34,160 $34,160 $34,160 $34,160 $258,9959200 $840,987 $648,357 $340,000 $340,000 $340,000 $340,000 $2,849,3449400 $5,230,408 $1,649,758 $1,922,681 $1,922,681 $1,922,681 $1,922,681 $14,570,8909500 $2,848 $32,103 $7,120 $7,120 $7,120 $7,120 $63,431$6,119,273 $2,407,543 $2,303,961 $2,303,961 $2,303,961 $2,303,961$17,742,660PRIOR YEARS 2020-2021 BUDGET 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALS1001$468,000$468,0002201$2,846,456 $636,644 $680,000 $530,000 $530,000 $530,000$5,753,1002204$984,999$500,000 $500,000 $500,000 $500,000$2,984,9992205$107,500 $192,500$300,0002214$1,260,461 $441,539 $104,020 $150,000 $150,000 $150,000$2,256,020Measure BB Sales Tax - Local Streets Fund (ACTC)Measure B Sales Tax - Bike & Pedestrian Fund (ACTC)General FundANNUAL STREET RESURFACINGESTIMATED COSTSMeasure B Sales Tax - Local Streets Fund (ACTC)Salaries & BenefitsFUNDING SOURCEContract ServicesImprovementsMiscellaneousTOTALState Gas Tax2020-2025 CAPITAL IMPROVEMENT PROGRAMPROJECT DESCRIPTIONThis 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 upgrade 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 available budget. The City owns and maintains approximately 150 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 rolling three-year average PCI of 84.This annual Resurfacing Program is primarily funded by Alameda County Transportation Commission Measure B/BB funds, SB-1, and Gas Tax. This program protects the substantial investment the City has in the public street system.ANNUAL OPERATING IMPACT: NoneMANAGING DEPARTMENT: Public WorksAttachment 21492
PRIOR YEARS 2020-2021 BUDGET 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALSFUNDING SOURCE2215 $100,000 $204,500$304,5002216 $7,500 $75,000$82,5002220 $656,717 $385,000 $973,961 $1,123,961 $1,123,961 $1,123,961 $5,387,5612304 $155,640 $4,360$160,0004309 $45,980 $45,980$6,119,273 $2,407,543 $2,303,961 $2,303,961 $2,303,961$2,303,961 $17,742,660ANNUAL OPERATING IMPACTTOTALRoad Maint. & Rehab. Account (RMRA)Mitigation ContributionsMeasure BB Sales Tax - Bike & Pedestrian Fund (ACTC)Measure B GrantsLocal Recycling Programs1493
CITY OF DUBLIN
NOTE: CONTRACTOR'S LICENSETASSAJARA RD
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Attachment 3
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NOTE: CONTRACTOR'S LICENSE
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