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Home My WebLink About4.8 - 3314 2020 Delegation of Authority Page 1 of 3 STAFF REPORT CITY COUNCIL DATE: July 21, 2020 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SUBJECT: Delegation of Authority During Council Recess - Annual Street Resurfacing Project (2020 Slurry Seal) Prepared by: Michael Boitnott, Capital Improvement Program Manager 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 (2020 Slurry Seal), CIP No. ST0117, during the City Council recess between July 22, 2020 and August 17, 2020. 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 August 18, 2020 regularly scheduled meeting. STAFF RECOMMENDATION: Adopt the Resolution Approving the Plans and Specifications and Delegating Authority to the City Manager to Award a Contract for the Annual Street Resurfacing Project (2020 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 (2020 Slurry Seal) is $1,615,000, 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 different types of pavement improvements from slurry seal to major rehabilitation of roadways. This year's project will include slurry seal of Amador Valley Boulevard, Regional Street, and Wildwood Road, localized repair of failed asphalt concrete pavement, and pavement delineation on street segments as shown on the Location Map (Attachment Page 2 of 3 3). The total project includes approximately 700,000 square feet of slurry seal, approximately 105,000 square feet of pavement “Hot Mix Asphalt” dig out repairs, resurfacing approximately 30,000 square feet of bridge approaches, and adjustment of 35 utility manhole covers protruding from the road surface. 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 by July 29, 2020, at which time bids received will be opened and publicly read aloud via an online meeting tool. 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 of $1.3 million to $1.5 million, Staff will then recommend that 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 th at 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 August 4, 2020. City Council delegation of authority will allow the proj ect to continue progressing towards construction without having to wait until the City Council meeting of August 18, 2020. Staff expects that the project would begin at the end of August 2020 and be completed by the end of November 2020. 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 Cit y 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 the resolution to delegate its approval in Sections 2.36.160 and 2.36.090 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 August 18, 2020 City Council meeting. This project is exempt under Section 15301 (Existing Facilities) of the CEQA Guidelines. STRATEGIC PLAN INITIATIVE: None. Page 3 of 3 NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Approving the Plans and Specifications and Delegating Authority to the City Manager 2. CIP ST0117 - Annual Street Resurfacing Project 3. 2020 Slurry Seal, Project Location Map Reso No. XX-20, Item X.X, Adopted 07/21/2020 Page 1 of 1 RESOLUTION NO. XX - 20 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 THE ANNUAL STREET RESURFACING PROJECT (2020 SLURRY SEAL), CIP NO. ST0117 WHEREAS, the design team has completed the plans and specifications for the Annual Street Resurfacing Project (2020 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 July 22, 2020 through August 17, 2020; and WHEREAS, City Staff is aware of specific actions that will be needed for the Project during 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 th e 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 August 18, 2020 City Council meeting. PASSED, APPROVED AND ADOPTED this 21st day of July, 2020, by the following vote: AYES: NOES: ABSENT: Reso No. XX-20, Item X.X, Adopted 07/21/2020 Page 1 of 1 ABSTAIN: ________________________________________ Mayor ATTEST: _____________________________ City Clerk Number ST0117ProgramSTREETSPRIOR YEARS 2019-2020 BUDGET 2020-2021 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALS9100$35,145 $53,050 $34,160 $34,160 $34,160 $34,160 $34,160 $258,9959200$708,107 $549,237 $232,000 $340,000 $340,000 $340,000 $340,000 $2,849,3449400$3,719,292 $1,744,153 $1,341,720 $1,972,681 $1,972,681 $1,972,681 $1,972,681 $14,695,8899500$2,848 $24,983 $7,120 $7,120 $7,120 $7,120 $7,120 $63,431$4,465,392 $2,371,423 $1,615,000 $2,353,961 $2,353,961 $2,353,961 $2,353,961 $17,867,659PRIOR YEARS 2019-2020 BUDGET 2020-2021 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALS1001$468,000$468,0002201$2,124,036 $1,109,063 $250,000 $680,000 $580,000 $580,000 $580,000 $5,903,0992204$764,999 $220,000 $500,000 $500,000 $500,000 $500,000 $2,984,9992205$100,000 $100,000 $100,000$300,0002214$1,090,000 $312,000 $300,000 $150,000 $150,000 $150,000 $150,000 $2,302,000Measure 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 concreteoverlay. 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 Cityof Dublin is rated very good with a rolling three-year average PCI of 85.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 Works PRIOR YEARS 2019-2020 BUDGET 2020-2021 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALSFUNDING SOURCE2215$100,000 $100,000 $112,000$312,0002220$130,717 $526,000 $385,000 $1,023,961 $1,123,961 $1,123,961 $1,123,961 $5,437,5612304$155,640 $4,360$160,000$4,465,392 $2,371,423 $1,615,000 $2,353,961 $2,353,961 $2,353,961 $2,353,961 $17,867,659ANNUAL OPERATING IMPACTTOTALRoad Maint. & Rehab. Account (RMRA)Local Recycling ProgramsMeasure BB Sales Tax - Bike & Pedestrian Fund (ACTC) CITY OF DUBLIN ANNUAL STREET RESURFACING "2020 SLURRY SEAL" PROJECT NO. ST0117 j cy� A A� 04, y t kw T - lAW •44 404,, k L Ll to P x g Lu, 4 o c 4. A ca VI) BLVD DUBLIN BLVD o mogs A ADJUST SSMH AND SDMH TO GRADE. AC GRIND AND PLACE. BASE REPAIR, CRACK SEAL, AND SLURRY SEAL. • GRIND (6") AND OVERLAY (6") WITH HMA.