HomeMy WebLinkAbout4.13 Contract Change Order Authorization for Parking Lot Resurfacing Improvements at Fallon Sports ParkSTAFF REPORT
CITY COUNCIL
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Agenda Item 4.13
DATE:July 19, 2022
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Contract Change Order Authorization for Parking Lot Resurfacing Improvements at Fallon Sports Park Prepared by:William Wahbeh,Associate Civil Engineer
EXECUTIVE SUMMARY:The City Council will consider increasing the contract change order authority of the City Manager for American Asphalt Repair & Resurfacing Co., Inc.,the contractor of the Annual Street Resurfacing Project (CIP No. ST0117), to resurface and restripe the upper terrace parking lot at Fallon Sports Park, using available budget from Fallon Sports Park –Phase 3 (CIP No. PK0119).
STAFF RECOMMENDATION:Adopt the Resolution Authorizing the City Manager to Approve Contract Change Orders with American Asphalt Repair and Resurfacing Co., Inc.for the Fallon Sports Park Upper Terrace Parking Lot.
FINANCIAL IMPACT:The cost to resurface and restripe the upper terrace parking lot at Fallon Sports Park is estimated at $100,000. There is approximately $900,000 remaining in the construction budget for Fallon Sports Park –Phase 3 (CIP No. PK0119), that can be used for these improvements.
DESCRIPTION:On June 15, 2021, the City Council approved Resolution No. 79-21 approving a contract with American Asphalt Repair & Resurfacing Co., Inc. (American Asphalt) for the Annual Street Resurfacing Project (CIP No. ST0117)and authorizing the City Manager to approve contract change orders up to a contingency amount of $150,000 (Attachment 2 Resolution No. 79-21). The total potential construction contract amount, including the contingency, is $1,176,323.The Annual Street Resurfacing Project (Attachment 3)is currently under construction and has repaired localized failed asphalt concrete pavement, slurry sealed,and installed pavement
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delineation on 80 street segments. The project has one remaining roadway segment to complete,Positano Parkway between Fallon Road and La Strada Drive, which is scheduled to be repaired this summer prior to the start of the upcoming school year.Proposed Change OrderThe Fallon Sports Park upper terrace parking lot asphalt surface and pavement marks need repair. Staff recommends that the repair be completed prior to completion and use of the Fallon Sports Park – Phase 3 improvements. Because American Asphalt still has Annual Street Resurfacing Project work to complete, Staff solicited a quote for the cost to repair the parking lot surface. The repair will include cleaning and preparing the existing asphalt surface for application of a sand/oil slurry seal. New pavement delineation and markings will be installed at drive aisles, parking stalls, and crosswalks. American Asphalt Repair & Resurfacing Co., Inc. provided a quote of up to $100,000 to resurface the parking lot while completing the remaining work on Positano Parkway.To utilize the contractor for this additional scope of work, the City Council will need to approve an increase in the construction contingency amount to $250,000, which increases the not-to-exceed contract total to $1,276,323. The existing contingency amount of $150,000 is already anticipated to be used for the Annual Street Resurfacing Project. The cost for the additional parking lot work would be charged to the Fallon Sports Park, Phase 3 (CIP No. PK0119, Attachment 4).
STRATEGIC PLAN INITIATIVE:None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:The City Council Agenda was posted, and 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 the Fallon Sports Park Upper Terrace Parking Lot2) Resolution No. 79-21 – 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. ST01173) CIP No. ST0117 4) CIP No. PK0119
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Attachment 1
Reso. No. XX-22, Item X.X, Adopted 07/19/22 Page 1 of 2
RESOLUTION NO. XX – 22
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING THE CITY MANAGER TO APPROVE CONTRACT CHANGE ORDERS WITH
AMERICAN ASPHALT REPAIR AND RESURFACING CO., INC. FOR THE FALLON SPORTS
PARK UPPER TERRACE PARKING LOT
WHEREAS,on June 15, 2021, the City Council of the City of Dublin adopted Resolution
No. 79-21, authorizing the City Manager or designee to consider, approve, award, and execute
the contract for the Annual Street Resurfacing Project (2021 Slurry Seal, CIP No. ST0117)
(“Project”); and
WHEREAS,the City Council authorized the City Manager or designee to approve
contract change orders based on the appropriated funds designated for the Project up to the
contingency amount of $150,000; and
WHEREAS,on July 15, 2021, the City Manager executed a construction agreement with
American Asphalt Repair and Resurfacing Co., Inc. in the amount of $1,026,323; and
WHEREAS,additional resurfacing has been identified at the Fallon Sports Park upper
terrace parking lot to be completed as a part of the Project; and
WHEREAS,sufficient budget is available in the Fallon Sports Park, Phase 3 project (CIP
No. PK0119) to complete the additional scope of work, estimated at $100,000.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
hereby incorporates into the contract with American Asphalt Repair and Resurfacing Co., Inc.
the additional work to resurface and restripe the upper terrace parking lot at Fallon Sports Park.
BE IT FURTHER 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 and Resurfacing Co., Inc. up to the revised contingency amount of $250,000
and increase the not-to-exceed construction contract total to $1,276,323.
{Signatures on the following page}
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Attachment 1
Reso. No. XX-22, Item X.X, Adopted 07/19/22 Page 2 of 2
PASSED, APPROVED AND ADOPTED this 19th day of July 2022, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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Reso. No. 79-21, Item 4.8, Adopted 06/15/2021 Page 1 of 2
RESOLUTION NO. 79 - 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: Councilmembers Hu, Josey, Kumagai, McCorriston and Mayor Hernandez
NOES:
ABSENT:
ABSTAIN:
519
Reso. No. 79-21, Item 4.8, Adopted 06/15/2021 Page 2 of 2
______________________________
Mayor
ATTEST:
_____________________________
City Clerk
520
Number ST0117ProgramSTREETSPRIOR YEARS 2021-2022 BUDGET 2022-2023 2023-2024 2024-2025 2025-2026 2026-2027 FUTURE YEARS TOTALS9100 $83,320 $73,195 $35,360 $35,360 $35,360 $35,360 $35,360$333,3159200$1,178,945 $650,400 $340,000 $340,000 $340,000 $360,000 $360,000$3,569,3459400$6,774,286 $2,028,561 $2,017,401 $1,917,401 $1,917,401 $2,170,601 $2,170,601$18,996,2529500$3,366 $38,706 $7,120 $7,120 $7,120 $8,000 $8,000$79,432$8,039,917 $2,790,862 $2,399,881 $2,299,881 $2,299,881 $2,573,961 $2,573,961$22,978,344PRIOR YEARS 2021-2022 BUDGET 2022-2023 2023-2024 2024-2025 2025-2026 2026-2027 FUTURE YEARS TOTALS1001$400,043 $67,957$468,0002201$3,068,518 $1,094,584 $525,920 $600,920 $725,920 $800,000 $800,000$7,615,8622204$984,999 $500,000 $300,000$1,784,9992205$300,000$300,0002214$1,702,000 $104,020 $450,000 $575,000 $450,000 $650,000 $650,000$4,581,020General FundANNUAL STREET RESURFACINGESTIMATED COSTSMeasure B Sales Tax - Local Streets Fund (ACTC)Salaries & BenefitsFUNDING SOURCEContract ServicesImprovementsMiscellaneousTOTALState Gas Tax2022-2027 CAPITAL IMPROVEMENT PROGRAMMeasure BB Sales Tax - Local Streets Fund (ACTC)Measure B Sales Tax - Bike & Pedestrian Fund (ACTC)PROJECT 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 upgrades 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 147 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 81.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 3521
PRIOR YEARS 2021-2022 BUDGET 2022-2023 2023-2024 2024-2025 2025-2026 2026-2027 FUTURE YEARS TOTALSFUNDING SOURCE2215$304,500$304,5002216$82,500$82,5002220$1,041,717 $973,961 $1,123,961 $1,123,961$1,123,961 $1,123,961 $1,123,961$7,635,4832304$155,640 $4,360$160,0004309$45,980$45,980$8,039,917 $2,790,862 $2,399,881 $2,299,881 $2,299,881 $2,573,961 $2,573,961$22,978,344ANNUAL OPERATING IMPACTTOTALRoad Maint. & Rehab. Account (RMRA)Mitigation ContributionsMeasure BB Sales Tax - Bike & Pedestrian Fund (ACTC)Measure B GrantsLocal Recycling Programs522
Number PK0119ProgramPARKSPRIOR YEARS 2021-2022 BUDGET 2022-2023 2023-2024 2024-2025 2025-2026 2026-2027 FUTURE YEARS TOTALS9100 $110,492 $59,526$170,0189200 $530,378 $1,463,734$1,994,1129400 $1,414,615 $6,819,155$8,233,7709500 $23,774 $176,326$200,100$2,079,260 $8,518,740$10,598,000PRIOR YEARS 2021-2022 BUDGET 2022-2023 2023-2024 2024-2025 2025-2026 2026-2027 FUTURE YEARS TOTALS4100 $2,079,260 $8,518,740$10,598,000$2,079,260 $8,518,740$10,598,000ANNUAL OPERATING IMPACT$195,000 $260,000 $260,000 $260,000 $260,0002022-2027 CAPITAL IMPROVEMENT PROGRAMFALLON SPORTS PARK - PHASE 3ESTIMATED COSTSFUNDING SOURCETOTALMiscellaneousTOTALPublic Facility FeesSalaries & BenefitsContract ServicesImprovementsPROJECT DESCRIPTIONFallon Sports Park is a 60-acre community park bordered by Fallon Road, Central Parkway, Lockhart Street and Gleason Drive. Phases 1 and 2 of the park have been completed and Phase 3 represents the final phase of park development.The Phase 3 project provides for the design and construction of the remaining 14 acres of Fallon Sports Park, referred to as the Upper Terrace. On December 17, 2019, City Council approved the concept design that includes a cricket field, two ballfields, sand volleyball courts and multi-sport batting cages. Construction is underway and is projected to be substantially complete in summer 2022 with a park opening in fall 2022. ANNUAL OPERATING IMPACT: $260,000MANAGING DEPARTMENT: Public WorksAttachment 4523