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Home My WebLink About081721 Summary of ActionsDoquSign Envelope ID: ED910D90-F83F-40138-A31 F-2F014C2246BC ,�,, PPP n\/r-n DANVILLE TOWN COUNCIL FINANCE COMMITTEE AGENDA Tuesday, August 17, 2021 4:25 p.m. TELECONFERENCE ONLY https: / / us02web.zoom.us/j/84843188129 CORONAVIRUS DISEASE (COVID-19) ADVISORY AND MEETING PROCEDURE On March 19, 2020, the Governor issued Executive Order N-33-20, ordering all residents in the State of California to shelter at their place of residence, with the exception of those who may leave to provide or receive critical services, as defined in Order N-33-20. Under the Governor's Executive Order N-29-20, the Danville Town Council may utilize teleconferencing for their meetings, as a precaution to protect the health and safety of staff, officials, and the general public. Councilmembers will be participating via teleconference. As such, there will be no physical location for members of the public to participate in this meeting. This Committee meeting can be viewed on the web -video communication platform Zoom. The Town of Danville encourages citizens to participate in public meetings. Members of the public can watch or listen to meetings via the web -video communication platform Zoom. Agendas are posted on the Town website: https://www.(Iaiiville.ca.gov/aendas Public comments may be provided in one of two ways: Zoom - verbal comments: To provide live comments during the meeting, join the meeting at the scheduled time via the Zoom link on the agenda. When the agenda item is opened to public comment, click on the Raise Your Hand option in Zoom. Your name will be announced, and you will have up to 3 minutes to share your comments. DocuSign Envelope ID: ED910D90-F83F-40D8-A31F-2F014C2246BC DANVILLE TOWN COUNCIL FINANCE COMMITTEE AGENDA August 17, 2021 @4:25 PM Page 2 Email - written comments: To provide written comments, send an email to the City Clerk prior to 11:00 a.m. on the day of the meeting. Correspondence should include the meeting date and agenda item number. All comments received prior to the deadline will be provided to the members in advance of the meeting. Written comments will not be read into the record. If you have questions, contact Lani Ha, Finance Director/ Treasurer, at 925-314-3358 or lha@danville,ca.gov prior to 4:00 p.m. on the day of the meeting. To view or participate in this meeting: Zoom: htttps://us02web.zooni.us/j/84843188129 Webinar ID: 848 4318 8129 For audio access to the meeting by telephone, use dial -in information below. For higher quality, dial a number based on your current location: US: (669) 900-6833 (San Jose) or (346) 248-7799 (Houston) or (253) 215-8782 (Tacoma) or (312) 626-6799 (Chicago) or (929) 205-6099 (New York) or (301) 715-8592 (Maryland) Please note that telephone access to the meeting is recommended for aydio oily. To supplement a PC, Mac, tablet or device zoithout audio, you may also join by phone at the telephone numbers listed above. AGENDA 1. CALL TO ORDER 2. FOR THE GOOD OF THE TOWN- To address the Committee about a subject which is not listed on the agenda, click on the "Raise Your Hand" option in Zoom. Your name will be announced and you will have up to three (3) minutes to share your comments. 3. ACTION ITEMS - To address the Committee on an Action item, click on the "Raise Your Hand" option in Zoom. Your name will be announced and you will have up to three (3) minutes to share your comments. 3.1 Consider authorizing the approval of the Town Manager to execute a Professional Services Agreement with Pavement Engineering, Inc., for DocuSign Envelope ID: ED910D90-F83F-40D8-A31 F-2F014C2246BC DANVILLE TOWN COUNCIL FINANCE COMMITTEE AGENDA August 17, 2021 @4:25 PM Page 3 Construction and Quality Assurance Services for the Town of Danville 2020/ 21 Cape Seal Project, CIP No. C -610E (S. Jones) 3.2 Consider authorizing the Execution of Contracts with Hurd and Associates and Dakota Press for design and production of the Live Locally Quarterly Newsletter (R. Ewing) 4. ADJOURNMENT CERTIFICATION I hereby certify that the foregoing agenda was posted at the Danville Town Offices and the Danville website at www.danville.ca.,gov, in the Town of Danville 24 hours in advance. Daeu Si ned by: �'7:i5A9Ff�+FLJ+f7 Marie Sunseri, City Clerk In compliance with the Americans with Disabilities Act, the Town of Danville will provide special assistance for disabled citizens. If you need special assistance to participate in this meeting, please contact the City Clerk (925) 314- 3388. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. [28CFR 35.102-35.104 ADA Title II] APPROVED FINANCE COMMITTEE MEMORANDUM 391 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. 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: J�4-- Steven Jones, I.E. City Engineer Reviewed by: #iijl. illiams Assistant Town Manager Attachments: A - Pavement Engineering Inc. proposal B - CIP Page C-610 Finance Committee - Construction Inspection Services (CIP No. C-610) 2 August 17, 2021 9Pavement Engineering Inc. - -:j,IJ July 14, 2021 Nader Salama Town of Danville 510 La Gonda Way Danville, CA 94526 M P21 -398A Subject: Proposal for Construction Inspection and Quality Assurance Services forthe Town of Danville — 2020/21 Cape Seal Project, CIP C -610E Dear Nader: In accordance with your request, we are providing our proposal for construction inspection services for the subject project. Our proposal includes providing construction inspection during the construction of the Cape Seal. It is understood that the Town will monitor the digout repairs, curb ramp construction, pavement markings and labor compliance. The scope of work can be modified to reflect any areas where the Town will provide services. All work will be overseen directly by one of our staff engineers. SCOPE OF WORK Task 1 — Construction Engineering Support and Submittal Reviews Construction Engineering support includes providing engineering oversite to the project and Town; meeting attendance including preconstruction, progress, and final inspection; and submittal reviews for compliance to project specifications. In addition, PEI will provide a review of the final technical specifications and plans prior to bidding. Task 2 — Construction Inspection Services During chip seal and slurry seal operations, PEI will provide full-time inspection services to assure a quality product for the Town. PEI's inspection staff is Caltrans certified and has provided inspection services for numerous Caltrans QC/QA projects as well as other public and private projects. PEI's plan is to provide one full time inspector for each surface treatment operation to monitor laydown and application rate. PEI inspectors will track staffing, quantities, and any other required information. Each inspector will also assist the Town with other duties such as dialogue with the public, notification of Police and other Town Departments when necessary. Our work will include monitoring the work and measuring the quantities. Serving 98i ATTACHMENT A Nader Salama July 14, 2021 M P21 -398A Page 2 Our inspection services are designed to give the Town a greater degree of confidence that the completed work of the contractor will conform substantially to the design concepts reflected in the contract documents. Our daily reports will include a detailed accounting of the work performed each day and will include photos of the day's activities. Task 3 — Laboratory Testing and Quality Assurance PEI will provide quality assurance testing of the cape seal materials during construction. Our inspector will collect oil samples from the contractor each day. These samples will be held and will only be tested if material problems occur in the field. For the chip and slurry seal aggregates, PEI will collect daily samples from the contractor's stockpile and will perform a sieve analysis (CT 202 & CT 105) twice a week. In addition, PEI will perform a cleanliness value (CT 277) of the chip seal aggregate twice a week. At the beginning of the project, PEI will also perform the following aggregate start up tests to confirm aggregate quality: LA Rattler (CT 211), Percent of Crushed Particles (CT 205), Film Stripping (CT 302), and Durability Index (CT 229). It is anticipated that the additional start up tests will only be run one time for the project. Task 4 — Verification and Determination of Compliance and Acceptance PEI -will monitor materials and contractor compliance with regard to the plans and specifications throughout the project and will report non-compliant issues as soon as possible, so that the Town can notify the contractor what items need to be addressed to avoid a deduction. PEI will prepare a final report that summarizes the laboratory tests and addresses contractor's compliance with specifications, plans and applicable standards. The report will outline any areas of non-compliance. In addition to the final report, PEI is committed to providing feedback throughout the project. Knowing immediately (in some cases the next day) that the supplied material did not meet the specified criteria creates a pro -active environment to correct the problems as they come up and not after the fact. Having up-to-date information on the contractor's ability to conform to project specifications during the project will assist the Town in managing its project and will result in the best possible product. PROPOSAL FEE AND FEE BREAKDOWN PEI's fee for this work is based on our experience with similar projects and knowledge of similar construction. For this project, the contractor will be placing approximately 115,000 Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals202l\MP21-398 QA Danvi11e\MP21-398A.docx Nader Salama July 14, 2021 MP21-398A Page 3 SY of chip seal, followed by 115,000 SY of slurry seal. It is estimated that this work will take approximately 12 working days. The contractor's actual schedule may result in a different level of effort and a modified estimate. It is expected that the Town will inspect all of the other items of work including the digout repair work, curb ramp construction and pavement marking and sign installation as well as monitoring all labor compliance issues. The outlined level of effort is estimated based on an eight-hour day and providing engineering support / contract administration, testing and inspection services. We will invoice our work on a time and materials basis. Individual fees associated with each task will serve as a guideline for progress payments. Additional materials tests will be invoiced per the enclosed fee breakdown. We will invoice inspection services as follows: Between 0 and 4 hours will be invoiced at 4 hours Between 4 and 8 hours will be invoiced at 8 hours Our inspection fees account for prevailing wages. Overtime will apply for workdays exceeding eight hours. PEI requires a 72 -hour notification of changes in the schedule, or a full eight-hour day fee will apply. All fees and costs associated with this project are subject to final negotiation with the Town of Danville. The attached proposal conditions apply. Please feel free to contact me at 805.781.2265 with any questions. Very truly yours PAVEMENT. �NG NEERING INC. (6sei Ririe, P.E. Senior Principal Engineer Enclosures: Estimated Fee Breakdown Schedule Proposal Conditions PC: C File / M File / MP File S/R/P Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals202l\MP21-398 QA Danvi11e\MP21-398A.docx IF Nader Salama July 14, 2021 M P21 -398A Page 4 ESTIMATED FEE BREAKDOWN SCHEDULE FOR THE TOWN OF DANVILLE 2020/21 CAPE SEAL PROJECT, CIP C -610E TASK 1 CONSTRUCTION ENGINEERING SUPPORT Position Senior Principal Engineer $240 20 $4,800 Assistant Engineer $170 20 $3,400 Clerical $80 12 $960 Estimated Fee Task 1: $9,160 TASK 2 CONSTRUCTION INSPECTION Construction Management $165 24 $3,960 Construction Inspector (Chip and Slurry Seal) $135 96 $12,960 Equipment / Vehicle Use $150 12 $1,800 Estimated Fee Task 2: $18,720 TASK 3 LABORATORY TESTING AND QUALITY ASSURANCE Aggregate Gradations (CT 202 & CT 105) $140 6 $840 Cleanness Value (CT 227) $200 6 $1,200 LA Rattler (CT 211) $215 1 $215 Percent of Crushed Particles (CT 205) $160 1 $160 Film Stripping (CT 302) $200 1 $200 Durability Index (CT 229) $425 1 $425 Estimated Fee Task 3: $3,040 VERIFICATIONTASK 4 • OF • Senior Principal Engineer $240 12 $2,880 Assistant Engineer / Lab Manager $170 24 $4,080 Estimated Fee Task 4: $6,960 EstimatedTotal :0 Overtime Rates Time and a Half Double Time Inspection• 91hour Z:\Shared\R Drive\Admin\Text\Marketing\Proposals\Proposals202l\MP21-398 QA Danville\MP21-398A.dou /0- Nader Salama July 14, 2021 MP21-398A Page 5 PROPOSAL CONDITIONS Proposal is valid for thirty days from the date of the proposal. 2. All work shall be performed utilizing common methods and practices of the civil engineering profession. Reports and construction documents will be signed by a registered civil engineer. 3. Fees for Lump Sum or Unit Price Proposals will be charged at the quoted price. The quoted prices include all laboratory testing costs. Fees for Engineering and Technical Services on a Time and Materials Basis will be charged at the applicable hourly rates of the current PEI Fee Schedule. 4. The proposal is based upon providing insurance with limits up to $2,000,000. 5. One copy of an Engineering Report or Plans and Specifications will be provided to the Owner of a project. Additional copies are $35 each. 6. Payment: Invoices will be submitted at the completion of the work for Engineering Reports. Inspection fees will be invoiced on a monthly basis. All invoices are due upon receipt. Interest of 1-1/2% per month (but not exceeding the maximum rate allowable by law) will be payable on any amounts not paid within 30 days, payment thereafter to be applied first to accrued interest and then to the principal unpaid amount. Attorneys' fees or other costs incurred in collecting any delinquent amount shall be paid by the client. ZAShared\R Drive\Admin\Text\Marketing\Proposals\Proposals202l\MP21-398 QA Danvi11e\MP21-398A.docx /0- PAVEMENT MANAGEMENT CIP No: C-610 I STATUS: In Construction e,I GREEN PROJECT: No I PRIORITY: i PROJECT MANAGER: NNS This project has been modified from the previous year. PROJECT DESCRIPTION AND LOCATION: 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. DESCRIPTION OF MODIFICATIONS: Updated description and added funding for 2025/26. PRO]E L Q .T. ESTIMATE......................................................................•--------...,...ptuKtel?QN;....siaizo2�--....... Expenditure Category Prior Years 2021/22 2022/23 2023/24 2024/25 2025/26 Total Design/Plan Review $33,000 $11,000 $11,000 $11,000 $11,000 $1.1,000 $88,000 Construction $8,499,401 $2,967,000 $2,967,000 $2,967,000 $2,617,000 $2,467,000 3;22,484,401 Inspection & Admin. $66,000 $22,000 $22,000 $22,000 $22,000 $22,000 $176,000 Total Cost Estimate: $8,598,401 $3,000,000 $3,000,000 $3,000,000 $2,650,000 $2,500,000 $22,748,401 Total Expenditure: $7,627,944 Unexpended: $2,964,372 on 6-03-2021 .P.RQIECI.AP.P.RQP.RIAIlQNAND.F.UNDINC4........................................................................................ Funding Source(s) Prior Years 2021/22 2022/23 2023/24 2024/25 2025/26 Total CIP Gen Purpose Rev $3,335,000 $250,000 $750,000 $757,359 $500,000 $300,000 $5,892,359 Gas Tax $2,450,000 $500,000 $750,000 $750,000 $750,000 $750,000 $5,950,000 Grant $0 $200,000 $0 $0 $0 $0 $200,000 Meas J Rtrn to Src $2,100,000 $500,000 $500,000 $550,000 $550,000 $550,000 $4,750,000 Operating Reserve $0 $100,000 $200,000 $92,641 $0 $0 $392,641 Solid Waste VIF $713,401 $1,450,000 $800,000 $850,000 $850,000 $900,000 $5,563,401 Total Funding: $8,598,401 $3,000,000 $3,000,000 $3,000,000 $2,650,000 $2,500,000 $22,748,401 RATIONALE FOR PROPOSED PROJECT: EXPECTED IMPACT ON OPERATING BUDGET: Provide for maintaining the Town's PCI above 70. Additional worker hours required to maintain per year: 0 Additional Town direct operating costs per year: $0 (,IPI15 [resILA I'D] APPROVED FINANCE COMMITTEE MEMORANDUM 3.L TO: Mayor and Town Council August 17, 2021 SUBJECT: Authorize Execution of Contracts with Hurd and Associates and Dakota Press for design and production of the Live Locally Quarterly Newsletter BACKGROUND Since 2016 the Town has produced a Live Locally quarterly printed newsletter ("newsletter') as a means of reaching out to the community. The newsletter, which focuses on programs, projects and events and features vibrant photos, informative articles and graphics, is delivered to approximately 19,000 Danville households. DISCUSSION The Town has maintained a contract with Hurd and Associates for design and layout services and with Dakota Press for printing and dissemination of Live Locally Quarterly Newsletter and has been extremely satisfied with the professional and quality services of both firms. With the beginning of the 2021/22 fiscal year on July 1, it is necessary to renew and update contracts with Hurd & Associates and Dakota Press. The contract price for Hurd & Associates remains the same as previous years, Twenty -Two Thousand ($22,000). The contract price for Dakota Press' printing services has increased slightly, from $32,221 to $32,691 because of a spike in the cost of paper and the cost of printing the newsletter on 30% recycled stock beginning Spring 2022. Sufficient funds are budgeted and appropriated in the FY 2021/22 Administrative Services Community Outreach budget to cover the cost of designing, printing and disseminating the newsletter. It is recommended that the Finance Committee approve a one-year term contract not to exceed $22,000 with Hurd and Associates for graphic design and layout services and a one-year term contract not to exceed $32,691 with Dakota Press for printing and mailing services, with an option to renew these contracts for an additional year. Prepared by: 7Zte4-- e3. -e�f� ) Robert B. Ewing City Attorney