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Home My WebLink About2017-02-14; City Council; ; Adopt a Resolution approving plans and specifications and authorizing the City Clerk to advertise for bids for the 2017 Pavement Overlay Project PN 6001-170L and authorizing acceptance of CalRecycle grant funds if awardedCA Review -45 0*C"cst CITY COUNCIL ‘SP•Staff Report 44/Focte Meeting Date:Feb.14, 2017 To:Mayor and City Council From:Kevin Crawford, City ManageW Staff Contact:Emad Elias, Assistant Engineer emad.elias@carlsbadca.gov or 760-602-7558 Subject:Adopt a Resolution approving the plans and specifications and authorizing the City Clerk to advertise for bids for the 2017 Pavement Overlay Project, Project No. 6001-170L, and authorizing acceptance of CalRecycle grant funds if awarded. Recommended Action Adopt a Resolution approving the plans and specifications and authorizing the City Clerk to advertise for bids for the 2017 Pavement Overlay Project, Project No. 6001-170L, and authorizing acceptance of CalRecycle grant funds if awarded. Executive Summary This project is part of the city's ongoing Pavement Management Program.The 2017 Pavement Overlay Project will resurface the following streets:El Camino Real from Gateway Road to Arenal Road, Anillo Way from Rocio Street to La Gran Via, and La Gran Via from Anillo Way to Madrilena Way.Staff recommends approval of the project plans and specifications, and authorization to advertise for construction bids of Project No. 6001-170L. Discussion The city's Pavement Management Program (Program) includes a set of ongoing activities that assess roadway pavement conditions, maintain and improve city streets, and extend the life of the roadway system.The Program relies on detailed computerized pavement condition analysis, as well as visual observation analysis by city staff. The maintenance activities on the streets noted above will be accomplished by grinding two inches of the existing pavement across the entire width of the streets and replacing it with two inches of rubberized asphalt concrete layer over the underlying pavement.After the new pavement is placed, new pavement legends and striping will be applied. The rubberized asphalt concrete used for this project is a durable material that demonstrates increased resistance to rutting, fatigue and reflective cracking in the pavement.This results in improved durability, reduced maintenance, and a longer service life which reduces the overall lifecycle costs.Use of this type of material also provides environmental benefits.The primary environmental benefit results from the reuse of scrap tire rubber and the diversion of the tires from landfill disposal or stockpiles.Rubberized asphalt has the added benefit of providing a smoother and quieter ride. Implementation of these maintenance activities and the added benefits mentioned above are examples of the city's organizational values of innovation and stewardship. Fiscal Analysis There are sufficient funds available to complete the 2017 Pavement Overlay Project. Funding for the Pavement Management Program consists of non-jurisdictional fees (generated from trash haulers),Gas Tax Funds,and TransNet-Local Funds available for drawdown from SANDAG. Remaining Pavement Management Program funds will be used on future pavement rehabilitation and resurfacing projects. The available funds and estimated construction costs for the project are shown in the following table: PAVEMENT MANAGEMENT PROGRAM, CIP NO. 6001 Current Appropriation —Pavement Management,CIP No. 6001 $9,646,221 Current Year Expenditures/Encumbrances —Pavement Mgmt.,CIP No.$2,509,9736001 TOTAL AVAILABLE PAVEMENT MANAGEMENT PROGRAM, CIP NO. 6001 $7,136,248 2017 PAVEMENT OVERLAY PROJECT, PROJECT NO. 6001-170L Construction Contract $2,143,000 Construction Contingency (10%)$214,300 Construction Management, Inspection, and Material Testing (10%)$214,300 TOTAL ESTIMATED CONSTRUCTION COSTS $2,571,600 REMAINING BALANCE AFTER PROJECT NO. 6001-1701 $4,564,648 ADDITIONAL APPROPRIATION NEEDED $0 City Council adopted Resolution No. 2016-157 authorizing staff to apply for grants for which the city is eligible from the California Department of Resources, Recycling, and Recovery (CalRecycle). City staff has applied for a CalRecycle grant of approximately $200,000 to use on this project. The grant award date is estimated to occur in February 2017.If the city is awarded the grant, staff will fill out the proper forms to be reimbursed the full amount of the grant,and the reimbursement will be deposited into the Pavement Management Program account. Next Steps A Request for Bids to construct the project will be advertised.Responses will be evaluated and the lowest responsive and responsible bidder will be identified by city staff.Staff will then return to City Council with a recommendation to award the contract to the identified bidder. Environmental Evaluation (CEQA1 The project is exempt from the California Environmental Quality Act (CEQA)per State CEQA Guidelines Section 15301(c)—minor alteration of existing facilities including streets, sidewalks, gutters, and similar facilities involving negligible or no expansion. Public Notification While no public notice is required to authorize bidding, the public will be notified in advance of the construction activities using multiple media methods such as signage, email, website, and other city communication channels. The construction contractor will also be required to notify the public of construction activities via changeable message signs,door hangers,letters to residents, and/or "NO PARKING" signs,as applicable. Exhibits 1.Resolution approving the plans and specifications and authorizing the city clerk to advertise for bids for the 2017 Pavement Overlay Project,Project No.6001-170L,and authorizing acceptance of CalRecycle Grant funds if awarded. 2.2017 Pavement Overlay Project, Project No. 6001-170L Street List. 3.Location Map. EXHIBIT 1 RESOLUTION NO. 2017-024 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA,APPROVING THE PLANS AND SPECIFICATIONS AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS FOR THE 2017 PAVEMENT OVERLAY PROJECT,PROJECT NO.6001-170L,AND AUTHORIZING ACCEPTANCE OF CALRECYCLE GRANT FUNDS IF AWARDED WHEREAS,the City Council of the City of Carlsbad,California,has determined it necessary, desirable,and in the public interest to resurface city streets in accordance with the city's ongoing Pavement Management Program; and WHEREAS,the plans, specifications and contract documents for the 2017 Pavement Overlay Project, Project No. 6001-170L, have been prepared and are on file in the Public Works Department of the City of Carlsbad and are incorporated herein by reference; and WHEREAS,there are sufficient Pavement Management Program funds available to complete the 2017 Pavement Overlay Project, Project No. 6001-170L; and WHEREAS, on July 26, 2016, the City Council adopted Resolution No. 2016-157 authorizing the Public Works Director or designee to apply for California Department of Resources,Recycling,and Recovery (CalRecycle) grants for which the City of Carlsbad is eligible; and WHEREAS,staff has applied for a CalRecycle grant of approximately $200,000 for this project which has not yet been awarded; and WHEREAS,the project is exempt from the California Environmental Quality Act (CEQA)per CEQA Guidelines Section 15301(c). NOW, THEREFORE,BE IT RESOLVED by the City Council of the City of Carlsbad, California,as follows: 1.That the above recitations are true and correct. EXHIBIT 1 2.That the plans, specifications and contract documents for the 2017 Pavement Overlay Project, Project No. 6001-170L are hereby approved. 3.The City Clerk of the City of Carlsbad is hereby authorized and directed to publish,in accordance with State law,a notice to contractors inviting bids for the construction of the 2017 Pavement Overlay Project,Project No.6001-170L,in accordance with the plans,specifications and contract documents referred to herein. 4.That the Administrative Services Director is authorized to accept any amount of grant funds, if awarded for this project, by CalRecycle in 2017 for appropriation to the Pavement Management Program. PASSED,APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 14th day of February, 2017, by the following vote, to wit: AYES:M. Hall,K.Blackburn,C.Schumacher, M. Packard. NOES:None. ABSENT:M. Schumacher. ,/ A TT HALL,Mayor _40.1 • BARBAR NGLESON, City C erk (SEAL)`‘‘"SBA " i/ 0 qua a.91 °• z Exhibit 2 Exhibit 2 -Street List 2017 Pavement Overlay Project Project No. 6001-170L Street Name From To El Camino Real Gateway Road Arena! 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