HomeMy WebLinkAbout081721-03.1
FINANCE COMMITTEE MEMORANDUM 3.1
TO: Mayor and Town Council August 17, 2021
SUBJECT: Authorize the Town Manager to execute a Professional Services
Agreement with Pavement Engineering Inc. for Construction Inspection
and Quality Assurance Services for the Town of Danville 2020/21 Cape
Seal Project, CIP No. C-610E
BACKGROUND
Capital Improvement Project Pavement Management, CIP No. C-610 provides for
pavement management of the Town’s street system. As part of this year’s pavement
management, rubberized cape seal has been introduced as another road surface
treatment measure. This method generally includes the following steps: An asphalt-
rubber binder is applied to the road, preheated aggregate “chips” are dropped into the
binder and rolled with pneumatic rubber-tired rollers. Excess chips are swept and
disposed of. Later, a second step includes the application of a Type II slurry seal to
further lock in the chips and provide the road with a smooth, black appearance as a
contrast for striping.
The 2020/21 Cape Seal Project, CIP No. C-610E is in the final stages of design.
DISCUSSION
The Town has previously established a Quality Assurance Program (QAP), a sampling
and testing program that will assure that the materials and workmanship incorporated
into each construction project are in conformance with the contract specifications. Field
testing will be performed in accordance with AASHTO (American Association of State
Highway and Transportation Officials), ASTM (American Society of Testing and
Measurement), and Caltrans (CT) standards.
At this time, because of limited staff and experience, there is a need for construction
inspection and quality assurance services during the final design and construction phases
of the project. On July 14, 2021, Pavement Engineering Inc. submitted a proposal with a
not-to-exceed budget of $37,880 to provide the desired inspection and quality assurance
services. The proposal and rate schedule are included (Attachment A). It is also
recommended that a 20% contingency amount of $7,600 be added for any potential
change order work or unforeseen changes to field conditions.
Finance Committee – Construction
Inspection Services (CIP No. C-610) 2 August 17, 2021
Consistent with the Town’s Purchasing Policy, the total not to exceed budget, including
a 20% contingency, in the amount of $45,480 requires authorization from the Finance
Committee. Sufficient funds have been appropriated in the approved 2021/22 Capital
Improvement Program for CIP C-610 (Attachment B) to cover the contract costs.
It is recommended that the Finance Committee approve a contract not to exceed $37,880
with Pavement Engineering Inc. and authorize the use of a 20% contingency of $7,600 for
construction inspection and quality assurance services.
Prepared by:
Steven Jones, P.E.
City Engineer
Reviewed by:
Tai J. Williams
Assistant Town Manager
Attachments: A - Pavement Engineering Inc. proposal
B - CIP Page C-610
ATTACHMENT A
www.danville.ca.govCIP115
Projects
PAVEMENT MANAGEMENT
PROJECT DESCRIPTION AND LOCATION:
DESCRIPTION OF MODIFICATIONS:
Updated description and added funding for 2025/26.
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
This project has been modified from the previous year.
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 program consists of two approaches: a proactive approach that utilizes preventative maintenance methods such as Slurry Seal and Rubberized Cape Seal; and rehabilitation which includes overlays and reconstruction that replace the pavement wearing surface.
The planned level of expenditures is aimed at sustaining an overall pavement condition index (PCI) of 70 for Town streets.
A CalRecycle grant ($200,000) was awarded as part of the Rubberized Pavement Grant Program that will be used for the 2021/22 Rubberized Cape Seal Project.
6/4/2021PRINTED ON:
CIP No:C-610 STATUS:In Construction PRIORITY:1 PROJECT MANAGER:NNSGREEN PROJECT:No
2021/22Prior Years 2022/23 2023/24 2024/25 2025/26 TotalExpenditure Category
Design/Plan Review $11,000 $11,000 $11,000 $11,000$33,000 $88,000$11,000
Construction $2,967,000 $2,967,000 $2,617,000 $2,467,000$8,499,401 $22,484,401$2,967,000
Inspection & Admin.$22,000 $22,000 $22,000 $22,000$66,000 $176,000$22,000
$8,598,401 $3,000,000 $3,000,000 $3,000,000 $2,650,000 $2,500,000 $22,748,401Total Cost Estimate:$7,627,944Total Expenditure: Unexpended: $2,964,372 on 6-03-2021
2021/22Prior Years 2022/23 2023/24 2024/25 2025/26 TotalFunding Source(s)
CIP Gen Purpose Rev $3,335,000 $250,000 $757,359 $500,000 $300,000 $5,892,359$750,000Gas Tax $2,450,000 $500,000 $750,000 $750,000 $750,000 $5,950,000$750,000Grant$0 $200,000 $0 $0 $0 $200,000$0Meas J Rtrn to Src $2,100,000 $500,000 $550,000 $550,000 $550,000 $4,750,000$500,000Operating Reserve $0 $100,000 $92,641 $0 $0 $392,641$200,000
Solid Waste VIF $713,401 $1,450,000 $850,000 $850,000 $900,000 $5,563,401$800,000
$8,598,401 $3,000,000 $3,000,000 $3,000,000 $2,650,000 $2,500,000 $22,748,401Total Funding:
www.danville.ca.govCIP113
Projects
ATTACHMENT B