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Home My WebLink About081120-05.7 ADMINISTRATIVE STAFF REPORT 5.7 TO: Mayor and Town Council August 11, 2020 SUBJECT: Resolution No. 60-2020, amending the construction contract for the 2019/20 Pavement Slurry Seal Project, CIP No. C-610D BACKGROUND The 2019/20 Pavement Slurry Seal Project, CIP No. C-610D, is in the early stages of the construction phase. The project will apply slurry seal surface treatment to various streets throughout the Town. Slurry seal is a cost-effective preventative maintenance technique designed to extend the life of existing pavements by filling surface cracks and voids, providing a weather-tight seal, and adding texture and uniform appearance to the street. A slurry seal will extend pavement life approximately five to seven years. Although the bulk of the work involves slurry seal treatment, this project also includes dig-out repairs and crack sealing. Traffic striping, marking replacement and high-visibility (“green”) thermoplastic bicycle lane markings and pavement legends will follow the resurfacing work. DISCUSSION On June 16, 2020, the Town Council adopted Resolution No. 49-2020, awarding a construction contract for the project to VSS International, Inc. in the amount of $1,245,120 (plus a 20% contingency amount of $249,024). After award of contract and before construction, a discrepancy was discovered between the project plans and bid forms. As such, the costs associated with the high-visibility (“green”) thermoplastic bicycle lane markings and pavement legends were not included in the contractors bid. A contract amendment in the amount of $350,000 is necessary to complete the project. Thus, it is recommended that the construction contract be amended to increase the total authorized construction budget from $1,494,144 to $1,844,144. PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. Amending construction contract 2 August 11, 2020 for the 2019/20 Pavement Slurry Seal Project, CIP No. C-610D FISCAL IMPACT An increase of the construction contract by $350,000 is required. Sufficient funds are included in CIP No. C-610. RECOMMENDATION Adopt Resolution No. 60-2020, amending the construction contract for the 2019/20 Pavement Slurry Seal Project, CIP No. C-610D. Prepared by: Steven Jones, P.E. City Engineer Reviewed by: Tai J. Williams Assistant Town Manager Attachments: A – Resolution No. 60-2020 B – June 16, 2020 Town Council Staff Report RESOLUTION NO. 60-2020 AMENDING THE CONSTRUCTION CONTRACT FOR THE 2019/20 PAVEMENT SLURRY SEAL PROJECT, CIP NO. C-610D WHEREAS, the Danville Town Council previously appropriated funding for the Pavement Management Project, CIP No. C-610, in the adopted 2020/21 Capital Improvement Program; and WHEREAS, the Danville Town Council adopted Resolution No. 49-2020, awarding a construction contract to VSS International, Inc. for the 2019/20 Pavement Slurry Seal Project; and WHEREAS, this project was previously found to be categorically exempt from the requirements of the California Environmental Quality Act, Section 15301, Class 1; and WHEREAS, adding high-visibility (“green”) thermoplastic bicycle lane markings and pavement legends to the project requires a change order; and WHEREAS, the total cost of the change order exceeds the previously approved total construction budget; and WHEREAS, the construction contract with VSS International, Inc. needs to be amended to increase the total authorized construction budget by $350,000, resulting in an amended total construction budget of $1,844,144; and WHEREAS, sufficient funds have previously been appropriated by the Town Council to fund the change order; now, therefore, be it RESOLVED, by the Danville Town Council, that the Town Manager is hereby authorized to execute, on behalf of the Town, a contract amendment in the amount of $350,000 with VSS International, Inc. DocuSign Envelope ID: BD4A430F-AF97-432C-9DC9-F4980655E38A ATTACHMENT A PAGE 2 OF RESOLUTION NO. 60-2020 APPROVED by the Danville Town Council at a special meeting on August 11, 2020 by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: CITY ATTORNEY CITY CLERK DocuSign Envelope ID: BD4A430F-AF97-432C-9DC9-F4980655E38A ADMINISTRATIVE STAFF REPORT 5.11 TO: Mayor and Town Council June 16, 2020 SUBJECT: Resolution No. 49-2020, awarding a construction contract for the 2019/20 Pavement Slurry Seal Project, CIP No. C-610D BACKGROUND This is the first construction project of the 2019/20 fiscal year as part of the Pavement Management Program (CIP No. C-610D). The project will apply slurry seal surface treatment to various streets throughout the Town. Slurry seal is a cost effective preventative maintenance technique designed to extend the life of existing pavements by filling surface cracks and voids, providing a weather-tight seal, and adding texture and uniform appearance to the street. A slurry seal will extend pavement life approximately five to seven years. To determine those streets that will receive a slurry seal treatment, the Town, along with all Bay Area cities and counties, uses StreetSaver, a pavement management program developed by the Metropolitan Transportation Commission (MTC). The software relies on a classification system known as Pavement Condition Index (PCI), which ranges from 0 to 100. New streets start at 100 and decrease as they age. The Town’s Pavement Management Program seeks to sustain an average overall PCI of 70 or better for Town streets using funding allocated annually. Streets eligible for slurry seal treatment generally have PCIs in the range of 70 to 90. Although the bulk of the work involves slurry seal treatment, this project also includes dig-out repairs and crack sealing. Traffic striping and marking replacement will follow the resurfacing work. A complete list of streets is shown in Attachment C. DISCUSSION Five bids were received and opened on June 3, 2020. The lowest responsive bidder was VSS International, Inc. of West Sacramento, California at $1,245,120. Bid results are summarized in Attachment D. The work is scheduled to begin this summer and should be completed later this year, assuming the weather is favorable. ATTACHMENT B Award of Contract for 2019/20 2 June 16, 2020 Pavement Slurry Seal Project CIP No. C-610D This project is considered maintenance and repair work, and is therefore categorically exempt from the requirements of the California Environmental Quality Act (CEQA) according to Guidelines Section 15301 (Class 1). PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. A standard Town Capital Improvement sign will be placed at the various project sites. Adjacent property owners will be notified in advance of the construction schedule. FISCAL IMPACT The low bid amount is $1,245,120, plus a 20% contingency of $249,024, which results in a total construction budget of $1,494,144. Sufficient funds have been appropriated in the Capital Improvement Program (Pavement Management Program) to cover these costs. RECOMMENDATION Adopt Resolution No. 49-2020, awarding a construction contract for the 2019/20 Pavement Slurry Seal Project, CIP No. C-610D. Prepared by: Nader Salama, P.E. Associate Civil Engineer Reviewed by: Tai J. Williams Assistant Town Manager Attachments: A - Resolution No. 49-2020 B - CIP Page No. C-610D C - Candidate Street List D – Bid Results Summary RESOLUTION NO. 49-2020 AWARDING A CONSTRUCTION CONTRACT FOR THE 2019/20 PAVEMENT SLURRY SEAL PROJECT, CIP NO. C-610D WHEREAS, the Danville Town Council has appropriated funding in the Capital Improvement Program for the Pavement Management Program, CIP No. C-610D in the 2019/20 Capital Improvement Program; and WHEREAS, the plans and specifications for the subject project have been reviewed and approved by the City Engineer; and WHEREAS, this project is categorically exempt from the requirements of the California Environmental Quality Act, Section 15301, Class 1; and WHEREAS, the City Clerk of this Town did, in open session on the 3rd day of June, 2020, publicly open and read aloud the sealed bids received as required by law; and WHEREAS, the lowest responsive bidder is VSS International, Inc. of West Sacramento, California, and the City Engineer has recommended awarding a contract for the project to said contractor; now, therefore, be it RESOLVED, by the Danville Town Council, that the Town award the construction contract for the 2019/20 Pavement Slurry Seal Project, CIP No. C-610D to VSS International, Inc. of West Sacramento, California; and, be it further RESOLVED, by the Danville Town Council, that the Town Manager be and hereby is authorized to execute, on behalf of the Town, a written contract with VSS International, Inc. for $1,245,120 and authorize use of a 20% construction contingency of $249,024 for a total construction budget of $1,494,144 for work in connection therewith, and the City Clerk is hereby directed to attest same and affix thereto the official seal of the Town; and, be it further RESOLVED, that staff shall within five (5) days of the adoption of this resolution, transmit an Extract of Public Works contract award to the Department of Industrial Relations, Division of Apprenticeship Standards, P.O. Box 420603, San Francisco, CA 94142. (Note: Should a finding of any discrepancy regarding this ratio of apprentices to journeymen be made, the Town shall notify the Division of Apprenticeship Standards of such findings.) DocuSign Envelope ID: 696E43CB-A2E6-440D-82E2-91272A086F88 ATTACHMENT A PAGE 2 OF RESOLUTION NO. 49-2020 APPROVED by the Danville Town Council at a special meeting on June 16, 2020, by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: CITY ATTORNEY CITY CLERK DocuSign Envelope ID: 696E43CB-A2E6-440D-82E2-91272A086F88 None None Arnerich, Blackwell, Morgan, Stepper, Storer None www.danville.ca.govCIP117 Projects PAVEMENT MANAGEMENT PROJECT DESCRIPTION AND LOCATION: DESCRIPTION OF MODIFICATIONS: RATIONALE FOR PROPOSED PROJECT: Provide for maintaining the Town's PCI above 70.EXPECTED IMPACT ON OPERATING BUDGET:Additional worker hours required to maintain per year:0 Additional Town direct operating costs per year:$0 PROJECT COST ESTIMATE PROJECT APPROPRIATION AND FUNDING The pavement management program is an annual effort approved by the Town Council to maintain the Town's street system at a high level of service. A proactive approach to pavement maintenance prevents more costly pavement repairs in the future. The planned level of expenditures is aimed at sustaining an overall pavement condition index (PCI) of 70 for Town streets. 4/19/2019PRINTED ON: CIP No:C-610 STATUS:In Construction PRIORITY:1 PROJECT MANAGER:NNSGREEN PROJECT:No 2019/20Prior Years 2020/21 2021/22 2022/23 2023/24 TotalExpenditure Category Design/Plan Review $0 $11,000 $11,000 $11,000$22,000 $66,000$11,000 Construction $0 $2,967,000 $2,967,000 $2,967,000$5,532,401 $17,400,401$2,967,000 Inspection & Admin.$0 $22,000 $22,000 $22,000$44,000 $132,000$22,000 $5,598,401 $3,000,000 $0 $3,000,000 $3,000,000 $3,000,000 $17,598,401Total Cost Estimate: $3,668,754Total Expenditure: Unexpended: $321,566 on 3-25-2019 2019/20Prior Years 2020/21 2021/22 2022/23 2023/24 TotalFunding Source(s) CIP Gen Purpose Rev $3,310,000 $25,000 $300,000 $950,000 $900,000 $5,485,000$0 Gas Tax $950,000 $1,500,000 $750,000 $750,000 $750,000 $4,700,000$0 Meas J Rtrn to Src $1,100,000 $1,000,000 $500,000 $500,000 $500,000 $3,600,000$0 Solid Waste VIF $238,401 $475,000 $1,450,000 $800,000 $850,000 $3,813,401$0 $5,598,401 $3,000,000 $0 $3,000,000 $3,000,000 $3,000,000 $17,598,401Total Funding: www.danville.ca.govCIP117 Projects ATTACHMENT B No. Road Name Beging Location End Location 1 OBRIEN DR WEBER PL HILL RD 2 OBRIEN PL OBRIEN DR END 3 DAVID LN HILL RD END 4 HILL RD DIABLO RD END 5 JEANNIE CT HILL RD END 6 WEBER LN BLEMER RD MATADERA WAY 7 WEBER PL WEBER LN END 8 DIABLO RD (WB) - DIAB2WB I-680 INTERCHANGE WEST SIDE VIA HERMOSA 9 DIABLO RD (EB) - DIAB2EB VIA HERMOSA I-680 INTERCHANGE WEST SIDE 10 DIABLO RD VIA HERMOSA CAMINO TASSAJARA 11 DIABLO RD CAMINO TASSAJARA BOBBIE DR 12 DIABLO RD BOBBIE DR BETTEN CT 13 DIABLO RD BETTEN CT EL CERRO BLVD 14 DIABLO RD W EL PINTADO (EAST SIDE OF BRIDGE) I-680 INTERCHANGE - WEST SIDE 15 DIABLO RD EL CERRO BLVD DUSTIN LN 16 DIABLO RD DUSTIN LN MATADERA WAY 17 DIABLO RD HARTZ AVE FRONT ST (WEST SIDE OF BRIDGE) 18 DIABLO RD MATADERA WAY GREEN VALLEY RD 19 DIABLO RD CLYDESDALE DR ALAMEDA DIABLO 20 DIABLO RD GREEN VALLEY RD CLYDESDALE DR 21 DIABLO RD ALAMEDA DIABLO AVENIDA NUEVA 22 DIABLO RD HARTZ AVE FRONT ST (WEST SIDE OF BRIDGE) 23 DIABLO RD W EL PINTADO (EAST SIDE OF BRIDGE)I-680 INTERCHANGE - WEST SIDE 24 MATADERA WAY DIABLO RD 328' W/O DIABLO RD 25 MATADERA WAY 328' W/O DIABLO RD 871' W/O DIABLO RD 26 CAMERON CT BLACKHAWK RD END 27 DIABLO CREEK PL BLACKHAWK RD END 28 CREEKLEDGE CT DIABLO RD END 29 DIABLO CREEK CT DIABLO CREEK PL END 30 CONCHA CT CONTADA CIR END 31 LA MANCHA CT CONTADA CIR END 32 CAMINO TASSAJARA GATETREE DR OLD ORCHARD DR 33 CAMINO TASSAJARA SYCAMORE VALLEY RD GATETREE DR 34 FARNHAM PL PARK HILL RD END 35 DERBYSHIRE PL PARK HILL RD END 36 AMBLESIDE CT INDIAN HOME RD END 37 NEVA CT GLEN ARMS DR END 38 GLEN ARMS DR LAUREL DR (EAST)LAUREL DR (WEST) 39 CHELTA CT GLEN ARMS DR END 40 LONG VIEW CT MORNINGHOME RD END 41 MORNINGHOME RD SYCAMORE VALLEY RD PARKHILL RD (WEST) 42 MORNINGHOME RD PARK HILL RD (WEST)PARK HILL RD (EAST) 2019/20 Sluury Seal Project C-610D Street List Attachment C Page 1 of 2 ATTACHMENT C 2019/20 Sluury Seal Project C-610D Street List 43 RAMSGATE CT MORNINGHOME RD END 44 ROSEMEAD CT THORNHILL RD END 45 WOODMONT CT LARKSTONE CT END 46 BROOKSIDE PL BROOKSIDE DR END 47 ORANGE BLOSSOM WAY BROOKSIDE DR EL CAPITAN DR 48 PARAISO DR GREENBROOK DR EAST END 49 MERRILLE PL GREENBROOK DR END 50 WESTERN STAR PL GREENBROOK DR END 51 BURTON CT VAN PATTEN DR END 52 ST PHILIP CT VAN PATTEN DR END 53 VAN PATTEN DR GREENBROOK DR END 54 CREEKWOOD CT HARLAN DR END 55 MEESE CIR END END 56 MEESE CT HARLAN DR END 57 WATERMAN CIR END END 58 WATERMAN CT HARLAN DR END 59 SHERBURNE CT HARLAN DR END 60 DANVILLE BLVD DEL AMIGO RD EL PORTAL WAY 61 FAIRMAYDEN LN DANVILLE BLVD END 62 KENDALL LN EL PORTAL RD END Page 2 of 2 BID RESULTS SUMMARY 2019/20 PAVEMENT SLURRY SEAL PROJECT CIP NO. C-610D June 3, 2020 Engineer’s Estimate $1,355,976.67 CONTRACTOR BID AMOUNT 1 VSS International $ 1,245,120.00 2 Pavement Coatings Company $ 1,437,725.00 3 American Asphalt Repair and Resurfacing $ 1,457,252.52 4 Intermountain Slurry Seal $ 1,480,480.00 5 Graham Contractors $ 1,778,613.00 ATTACHMENT D