HomeMy WebLinkAbout2009-04-07; City Council; 19764; 2009 Slurry Seal projectCITY OF CARLSBAD - AGENDA BILL
AB# 19,764
MTG. 4/07/09
DEPT. ENG
APPROVAL OF PLANS AND SPECIFICATIONS
AND AUTHORIZATION TO ADVERTISE FOR BIDS FOR
CONSTRUCTION OF THE 2009 SLURRY SEAL
PROJECT NO. 6001 (09SS)
DEPT. HEAD"/ RfJ
CITYATTY. fc
CITY MGR^^
RECOMMENDED ACTION:
Adopt Resolution No. 2009-064 approving plans and specifications and authorizing the City Clerk
to advertise for bids for the 2009 Slurry Seal Project, Project No. 6001 (09SS).
ITEM EXPLANATION:
The 2009 Slurry Seal Project is part of the City's ongoing Pavement Management Program. This street
maintenance project will extend the life of various roadways throughout the City by applying an emulsion
aggregate slurry surface course. The roadways were selected based on the age and existing condition of
the roadway surface. The application of slurry seal rejuvenates and protects the pavement surface from
cracking and water penetration.
ENVIRONMENTAL IMPACT:
The project consists of resurfacing existing roadways and, therefore, is categorically exempt from further
environmental documentation pursuant to Section 15301, Existing Facilities, of the State CEQA
Guidelines.
FISCAL IMPACT:
The current status of the Pavement Management Program is shown in the table below.
PAVEMENT MANAGEMENT PROGRAM - PROJECT NO. 6001*
TASK DESCRIPTION
Design
Construction, Inspection, Materials Testing
TOTAL
APPROPRIATED
TO DATE
$156,457
$10,520,658
$10,677,115
EXPENDITURES/
ENCUMBRANCES TO DATE
$155,275
$10,408,898
$10,564,175
REMAINING
BALANCES
$1,182
$111,760
$112,942
*The figures shown in this table represent Pavement Management Program projects over the past 3 years.
The estimated construction cost for the 2009 Slurry Seal Project is shown in the table below.
Construction Contract
Construction Contingency
Project Administration & Inspection
TOTAL ESTIMATED PROJECT COST
AVAILABLE PROJECT FUNDS
AVAILABLE NON-JURISDICTIONAL FEES
AVAILABLE TRANSNET FUNDS*
TOTAL AVAILABLE PAVEMENT MANAGEMENT PROGRAM FUNDS
$925,000
$ 65,000
$ 65,000
$1,055,000
$112,942
$1,297,332
$2,650,000
$4,060,274
To comply with SANDAG's Policy No. 31, Rule 17, TransNet funds will be drawn down when cash is needed.
DEPARTMENT CONTACT: Jon Schauble (760) 602-2762, Jon.Schauble@carlsbdadca.gov
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
<
D
D
D
CONTINUED TO DATE SPECIFIC
CONTINUED TO DATE UNKNOWN
RETURNED TO STAFF
OTHER -SEE MINUTES
D
D
D
D
There are sufficient funds available to complete the 2009 Slurry Seal Project. These funds include
available project funds, available non-jurisdictional fees (generated from trash haulers), and TransNet-
Local funds available for drawdown from SANDAG. While various options exist to fund the project,
available non-jurisdictional fees will be used for the 2009 Slurry Seal Project. Non-jurisdictional fees are
not subject to the requirements of any Federal or State restrictions regarding prevailing wage. Therefore,
pursuant to Carlsbad Municipal Code Section 3.28.130, staff recommends that language be included in the
notice inviting bids which states prevailing wages are not required for the 2009 Slurry Seal project.
Remaining Pavement Management Program funds will be used on future pavement rehabilitation projects.
Additionally, prevailing wage requirements will be examined on future pavement rehabilitation projects as
certain Pavement Management Program funding sources (e.g. TransNet-Local funds) require the use of
prevailing wages.
EXHIBITS:
1. 2009 Slurry Seal Project Street List.
2. Resolution No. 2009-064 approving plans and specifications and authorizing
the City Clerk to advertise for bids for the 2009 Slurry Seal Project No. 6001 (09SS).
2009 SLURRY SEAL STREET LIST EXHIBIT 1
Street
Aberdeen Ct.
Ames Place
Ash by Ct.
Athens Ave.
Auburn Ave.
Banff Ct.
Brookwood Ct.
Calmeria PI
Camino Arena
Catalina Dr
Catalina Dr
Chestnut Ave.
Chestnut Ave.
Chestnut Ave.
Corte Penca
Corvallis St.
Dundee Ct.
Edinburgh Dr.
Gary Cir.
Gateshead Rd.
Glasgow Dr.
Glasgow Dr.
Glasgow Dr.
Granada Wy.
Greenock Ct.
Harwich Dr.
Haverhill St.
Haymar Dr.
Inverness Ct.
Inverness Dr.
Kingston St.
Kirkwall Ave.
La Portalada
Lakewood St.
Laredo St.
Lawrence St.
Lyons Ct.
Mariposa Rd
Mark Cr
Medford Ct.
Middleton Dr.
Milano Dr.
Naples Ct.
Olympia Dr.
Olympia Dr.
Porta Place
Sierra Morena Ave.
Sierra Morena Ave.
Sierra Morena Ave.
Sitio Solana
From
Edinburgh Dr.
Chestnut Ave.
Harwich Dr.
York Rd.
Laredo St.
End
Edinburgh Dr.
Mariposa Rd
Paseo Esmerado
Trieste Dr.
Chestnut Ave.
El Camino Real
Sierra Morena Ave.
Oxford
End
Olympia Dr.
End
Tamarack Ave.
Trieste Dr.
Glassgow Dr.
Woodstock St.
Edinburgh Dr.
End
Trieste Dr.
Inverness Dr.
Tamarack Ave.
Auburn Ave.
El Camino Real
Edinburgh Dr.
Gateshead Rd.
Auburn Ave.
Tamarack Ave.
Tamarack Ave.
Olympia Dr.
Auburn Ave.
Olympia Dr.
York Rd.
Calmeria PI
Trieste Dr.
End
Salem PI.
Trieste Dr.
Ames PI.
Pontiac Dr.
Pontiac Dr.
Trieste Dr.
Trieste Dr.
Chestnut Ave.
Chestnut Ave.
Camino Arena
To
End
End
End
Pontiac Dr.
Kingston St.
Glassgow Dr.
End
End
Corte Penca
Chestnut Ave.
end
Catalina
Oxford St.
Pontiac Dr.
End
Spokane Wy.
Glassgow Dr.
End
End
End
Carlsbad Village Dr.
Woodstock St.
Edinburgh Dr.
Santa Clara Wy.
End
Carlsbad Village Dr.
Victoria Ave.
End
End
Edinburgh Dr.
Victoria Ave.
Glassgow Dr.
end
Spokane Wy.
Victoria Ave.
Spokane Wy.
End
Aviara Pkwy
End
Lawrence St.
Woodstock St.
Sierra Morena
End
Spokane
west end
La Portalada
Chestnut Ave.
Chestnut Ave.
Milano Dr.
End
Page 1 of 2
2009 SLURRY SEAL STREET LIST EXHIBIT 1
Street
Southampton Rd.
Southampton Rd.
Southampton Rd.
Spokane Wy.
Spokane Wy.
Steven Cr
Stirling Ave.
Stirling Ct.
Stockton PI.
Strom berg Cr.
Topeka St.
Trieste Dr.
Trieste Dr.
Trieste Dr.
Victoria Ave.
Waterbury Wy.
Woodstock St.
From
Pontiac Dr.
Chancery Ct.
Chelsea Ct.
Pontiac Dr.
Lawrence St.
Trieste Dr.
Glassgow Dr.
Inverness Dr.
Seabury PI.
Trieste Dr.
Olympia Dr.
Porta PI.
Chestnut Ave.
Chestnut Ave.
Pontiac Dr.
Concord St
Glassgow Dr.
To
Chancery Ct.
Chelsea Ct.
Pontiac Dr.
Olympia Dr.
Pontiac Dr.
End
Stirling Ct.
End
End
End
Spokane Wy.
Milano Dr.
Porta PI.
Appian
Carlsbad Village Dr.
west end
Lancaster
Page 2 of 2
1
RESOLUTION NO. 2009-064
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, APPROVING PLANS AND
SPECIFICATIONS AND AUTHORIZING THE CITY CLERK TO
4 ADVERTISE FOR BIDS FOR THE CONSTRUCTION OF THE
2009 SLURRY SEAL PROJECT NO. 6001 (09SS).
5
WHEREAS, the City Council of the City of Carlsbad, California, has determined it6
necessary, desirable, and in the public interest to resurface City streets in accordance with the
City's ongoing Pavement Management Program; and8
WHEREAS, the plans and specifications for furnishing of all labor, materials, tools,
equipment, transportation, and other expenses necessary or incidental to the 2009 Slurry Seal
Project No. 6001 (09SS), have been prepared and are on file in the Public Works-Engineering
Department of the City of Carlsbad and are incorporated herein by reference; and
WHEREAS, there are sufficient Pavement Management Program funds available to
\ 3
complete the 2009 Slurry Seal Project No. 6001 (09SS).
15 WHERAS, payment of prevailing wages will not be required as part of the construction
.c contract;ID
17 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
18 California, as follows:
1 g 1. That the above recitations are true and correct.
2Q 2. That the plans, specifications, and contract documents for the 2009 Slurry Seal
21 Project No. 6001 (09SS), on file in the Public Works-Engineering Department of the City of
22 Carlsbad are hereby approved.
23 3. The City Council has determined that it is in the best interest of the City to not
24 require prevailing wages because lower bids for constructing the project may be received by
25 waiving the prevailing wage.
26 4. The City Clerk of the City of Carlsbad is hereby authorized and directed to
27 publish, in accordance with State law, a Notice to Contractors Inviting Bids for the construction
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1 of the 2009 Slurry Seal Project No. 6001 (09SS), in accordance with the plans, specifications,
2 and contract documents referred to herein.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 7th day of April, 2009, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn.
NOES: None.
ABSENT: None.
ATTEST:
/ORRAIhl^M. WCtod, City Clerk
(SEAL) \J
O
Kimberly Dillinger
From: Jim Elliott
Sent: Tuesday, April 07,20091:11 PM ,
l°- Kimberly Dillinger A|| ^^. U
Cc: Marilyn Strong * —I—
Subject: FW: Slurry Seal Agenda bill For Information of
THE CITY COUNCIL
CM_
Kim _. .Date.
Could you please print this email and circulate it to the City Council today?
This is in response to a question that came up during briefings.
The bottom line is that we are recommending proceeding without any change in the specs. The small amount of chip
seal in this project should not pose a problem.
Jim Elliott
Deputy City Manager
City of Carlsbad
1635 Faraday Ave.
Carlsbad, Ca' 92008
Office - 760-602-2409
Fax - 760-602-8553
im.elliott(g).carlsbadca.gov
CITY OF CARLSBAD
CITY CLERK'S OFFICE
,, OL^> f" '
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From: Glenn Pruim
Sent: Tuesday, April 07, 2009 10:39 AM
To: Jim Elliott
Cc: Bill Plummer; Bob Johnson
Subject: FW: Slurry Seal Agenda bill
Jim,
I have reviewed Jon Schauble's attached response to your email. I am supportive of his option #1, in which we move
forward with the project as is. I think the risk is relatively small based on the project area that could possibly be
contested. As we learned in our last experience in this area, the Public Contract Code is clear and we followed it
properly in allowing "or equal" materials to be presented and evaluated. I have asked Jon to ensure that in the future
projects that have a higher likelihood of being contested have language included in the spec clarifying the "or equal"
language in the project specs. For this project, let's just proceed as put forward.
Tx....
Glenn
From: Jon Schauble
Sent: Monday, April 06, 2009 6:50 PM
To: Glenn Pruim
Subject: RE: Slurry Seal Agenda bill
Glenn,
The vast majority (95% of total project area) of the resurfacing for this project specifies conventional emulsion-
aggregate slurry from the Standard Specifications for Public Works Construction (Greenbook). This is a standard slurry
seal product. The City has never had a bid protest issue in the past with any slurry seal project.
I believe the Council Members are recalling the rubberized chip seal project last summer that was protested by the
second low bidder. In that case, the low bidder intended to use an "equal" product and the 2nd low bidder disagreed
with the Eng staff and wanted to appeal to Council. This project does not have any chip seal at all.
However, there is a relatively small amount (5% of total project area) of rubberized, large-aggregate slurry seal (flex cape
seal) specified on Haymar Drive. It is possible that a bidder could request to use an "equal" to the flex cape seal (I just
learned today that there is one "equal"). The Public Contract Code requires the City to evaluate "equals" as proposed by
Bidders. However, even if an "equal" product is allowed, it does not mean that a bid protest will follow.
There are 3 options for how to proceed:
1) Leave the Specs unchanged and bid the project as is. I think it is unlikely that a problem will arise.
2) Change the Specs to say "or Equal" for the flex cape seal; although this is already understood per Public
Contracts Code, it could head off a bid protest from a bidder who doesn't understand the "or equal"
requirement of the Public Contract Code.
3) If we want to completely eliminate the risk of a dispute on this project, I could remove flex cape seal (Haymar)
from the project and make it a separate public works contract (under $100k).
Either of the options can be accomplished with only minor changes to the existing contract and specs, so I recommend
that Council go ahead and vote to advertise for bids. I'd rather not have the project delayed, and Jim says "Council is
generally OK with the slurry seal agenda bill."
Let me know what you think.
-Jon
From: Jim Elliott
Sent: Monday, April 06, 2009 4:58 PM
To: Glenn Pruim; Jon Schauble
Cc: Kimberly Dillinger; Lisa Hildabrand
Subject: Slurry Seal Agenda bill
Hi Glenn and Jon
The Council Members are generally OK with the slurry seal agenda bill. One question came up with regard to the
specifications being used for the slurry seal material.
I guess there was some problem last year with the debate over the material that was specified versus an alternate
material that was bid. The question is, have we addressed this issue in the specifications, or do we expect to see the
same problem again this year?
Can you (one of you) send me back an email that explains how we have changed the specs this year, or how we plan to
deal with the bidding of alternate material this year?
Thanks
Jim
Jim Elliott
Deputy City Manager
City of Carlsbad
1635 Faraday Ave
Carlsbad, CA 92008
(w) 760-602-2409
iim.elliott@carlsbadca.gov
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