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HomeMy WebLinkAboutItem 4.11 Accept Work Slurry Seal Program STAFF REPORT CITY CLERK File #600-35 CITY COUNCIL DATE:January 19, 2016 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Acceptance of Work – Contract No. 15-07, 2015 Annual Slurry Seal Program Prepared by Michael Boitnott, Senior Civil Engineer EXECUTIVE SUMMARY: The City Council will consider accepting the Annual Slurry Seal Program (CIP No. ST5115) which provided for the seal coating of 21 city street segments with a slurry seal, asphalt pavement replacement of two cul-de-sacs, and crack sealing of 12 street segments that will prolong the life of the pavement surfacing. The project was successfully completed on time and within budget. Staff is also recommending replacing a portion of the current State Gas Tax funding allocation to the project with available Measure B Funds. FINANCIAL IMPACT: Approval of the Budget Change Form will not result in a net change to the project budget or project cost, but will replace $187,537 in Gas Tax funding with the same amount of eligible Measure B funds. RECOMMENDATION: Resolution Staff recommends that the City Council adopt the Accepting Improvements for Contract No. 15-07, 2015 Annual Slurry Seal Program; authorize the City to release retention after 35 days if there are no subcontractor claims; and, approve the budget change. Submitted By Reviewed By Reviewed By Public Works Director Administrative Assistant City Manager Services Director DESCRIPTION: On August 18, 2015, the City Council awarded a contract to VSS International Inc. in the amount of $396,116.00 for the 2015 Annual Slurry Seal Program, Project No. ST5115. The annual slurry seal program provides for the preventative maintenance of our local streets and roads. As streets begin showing wear and stress cracks, it is important to seal the cracks to keep water from getting under the roadway pavement. Slurry seal is a preventative ITEM NO. 4.11 Page 1 of 2 maintenance technique used to prolong the life of asphalt concrete surfacing. The seal coat consists of a sand/oil mixture which seals cracks and provides a new uniform wearing surface. The project consists of localized repair of failed asphalt concrete pavement, removal and replacement of asphalt concrete, crack sealing, slurry seal placement and striping work. Specifically, the project provided for the seal coating of approximately 660,000 square feet of roadway, 16,000 square feet new asphalt pavement, and 370,000 square feet of crack sealing. Staff has reviewed the work for Contract No. 15-07, 2015 Annual Slurry Seal Program, and determined that the work is complete. The City has received $97,658 of Measure B funds for Fiscal Year 2012-13 and $89,879 for Fiscal Year 2013-14 that were not allocated to a CIP project budget. Measure B funds, unlike State Gas Tax funds, are more restrictive with respect to when the funds are to be spent and the type of improvements that can be funded. The improvements that were constructed by this project are eligible for Measure B funds, and therefore, Staff recommends a budget transfer of Measure B funds to replace an equal amount of State Gas Tax funds in the 2015 Annual Slurry Seal Program, project ST5115. The project cost summary is as follows: 2015 Annual Slurry Seal Program Expenditure Budget Current Project Budget $654,954.00 Total Budget$654,954.00 Funding Sources State Gas Tax Fund $624,954.00 Proposed Budget Transfer Out, State Gas Tax Fund ($187,537.00) Proposed Budget Transfer In, Measure B $187,537.00 ACTC Measure B Sales Tax: Bike and Ped. Fund $30,000.00 Total Funding Sources $654,954.00 Actual Expenditures Construction Contract $396,116.00 Change Order #1 $52,080.00 Change Order #2 $11,698.97 Contract Services, Salary, & Testing $61,317.32 Total Expenditures $521,212.29 Remaining Balance $133,741.71 NOTICING REQUIREMENTS/PUBLIC OUTREACH: None ATTACHMENTS: 1. Resolution Accepting Improvements Under Contract No. 15-07, 2015 Annual Slurry Seal Program 2. Budget Change Page 2 of 2 RESOLUTION NO. - 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * ACCEPTING THE IMPROVEMENTS FOR CONTRACT NO. 15-07, 2015 ANNUAL SLURRY SEAL PROGRAM WHEREAS, on August 18, 2015, The City of Dublin entered into a contract with VSS International Inc. to perform Contract No. 15-07, 2015 Annual Slurry Seal Program; and, WHEREAS, said improvements have been completed in accordance with plans and specifications, and any approved modifications thereof, to the satisfaction of the City Engineer of the City of Dublin; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby accept the improvements, Contract No. 15-07, 2015 Annual Slurry Seal Program and authorize Staff to file a Notice of Completion with Alameda County. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager or his designee to release the retention, if after 35 days of filing the Notice of Completion there are no subcontractor claims. th PASSED, APPROVED AND ADOPTED this 19 day of January, 2016, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________________ Mayor ATTEST: _____________________________ City Clerk CITY OF DUBLIN FISCAL YEAR 2015-16 BUDGET CHANGE FORM Budget Change Reference #: City Council's Approval Required From Un-Appropriated ReservesBudget Transfer Between FundsX From Designated ReservesOther DECREASE BUDGET AMOUNTINCREASE BUDGET AMOUNT Account AmountAccountAmount Gas Tax Fund - Street CIP - 2015 Slurry SealMeasure B Fund - Street CIP - 2015 Slurry Seal 2201.9601.89101 (Transfer Out)($187,537)2204.9601.89101 (Transfer Out)$187,537 st5115.2201 (Funding Source)($187,537)st5115.2204 (Funding Source)$187,537 REASON FOR BUDGET CHANGE Replace a portion of the Gas Tax funding source with Measure B funds. 1/19/2016 As Presented at the City Council Meeting **********Finance Use Only********** Posted By:Date: C:\Users\agenda\Desktop\Item 4.11 attach 2.xlsx Item 4.11 attach 2.xlsx