TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Bianca Cardenas, Associate Engineer
SUBJECT:Title
Consideration of Accepting as Complete Work Performed by Pavement Coatings Co. Regarding the Slurry Seal Project Encompassing the North Area of the Sand Section (Public Works Director Lee).
A) ACCEPT
B) AUTHORIZE
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_________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Formally accept as complete the Pavement Coatings Co. construction agreement for the Slurry Seal Project Encompassing the North Area of the Sand Section;
2. Authorize the filing of the Notice of Completion with the County Recorder; and
3. Release the retention of $57,950.16 to Pavement Coatings Co.
Body
FISCAL IMPLICATIONS:
The construction agreement with Pavement Coatings Co. was awarded for a total not-to-exceed amount of $1,392,387 to perform slurry seal roadwork in the North Area of the Sand Section, install decorative crosswalks, and seal coat the Grand View Elementary School parking lot and playground. This amount was divided by task between the Gas Tax Fund, the Public Arts Trust Fund, and the CIP Fund. The contractor has completed all work for a total construction cost of $1,159,003.25 and is now requesting formal acceptance of the project.
After formal acceptance of Pavement Coatings Co.’s work and the filing of the Notice of Completion, retention totaling $57,950.16 will be released to the contractor after a 35-day lien period. The unexpended amounts from the Gas Tax and CIP Funds will be disencumbered and remain in the Biennial Slurry Seal Program. The unused amount the Public Arts Trust Fund will be disencumbered for use on other Public Arts related projects.
BACKGROUND:
On a biennial rotating basis, the City implements a slurry seal program for asphalt preservation in seven zones throughout the City. In Fiscal Year (FY) 2022-2023, the City focused its slurry seal efforts on the North Area of the Sand Section (Area 7), applying a mixture of fine aggregates and emulsified asphalt to improve skid resistance and increase pavement life by mitigating water intrusion.
The main scope of work items within public right-of-way included:
• Full-depth asphalt removal, replacement, and patchwork for repair of small asphalt potholes, depressions, and distressed areas;
• Removal of lane striping, markers, and markings;
• Crack seal to fill cracks prior to slurry seal placement;
• Slurry seal application, curing, and monitoring; and
• Striping placement.
Due to the COVID-19 Emergency Orders, temporary outdoor dining decks were still in place at the time of the FY 2021-2022 slurry seal and striping in the downtown area. The decks were removed in March 2023, and the current work included slurry and striping at the former deck locations.
Decorative Crosswalks
Decorative crosswalks in the north Sand Section were showing wear, most notably in the heavily used turn lane from southbound Highland Avenue onto eastbound Rosecrans Avenue. Staff recommended reapplying the eight decorative crosswalks along Highland Avenue between 34th Street and Rosecrans Avenue using an updated surface application technology that would not require the removal of asphalt and is easier to maintain. The North Manhattan Beach Business Improvement District’s Board approved a recommendation to City Council to maintain the patterned design and to place their new logo in place of the circular surfboard graphics that were located on four crosswalks at Highland Avenue and Rosecrans Avenue. City Council authorized the placement of the City logo in two locations and the Business District logo in the other two locations.
Slurry Seal of MBUSD:
A Master Agreement between the City and Manhattan Beach Unified School District (MBUSD) provides the City with the use of educational and recreational facilities in carrying out its programs for the benefit of its residents. In exchange, and among other terms and conditions, the City is to incorporate MBUSD’s hardscape and associated parking lots into the City’s periodic resurfacing and slurry seal program, at no cost to the District. Grand View Elementary School’s parking lot and playground are located in the North Sand Section project area and were incorporated into the contractor’s bid for pavement preservation.
On January 17, 2023, following a competitive bid process for the Slurry Seal Project, City Council awarded a construction contract to Pavement Coatings Co. in the amount of $1,188,248.50 and authorized a construction contingency for additional work up to $204,138.50. On March 7, 2023, City Council provided final direction on the design for the decorative crosswalks, which did not affect Pavement Coatings Co.’s executed contract amount.
DISCUSSION:
The Slurry Seal Project began on March 6, 2023 and was substantially complete on May 18, 2023. The contractor received and installed decorative crosswalks in June 2023 and completed additional change order work by July 17, 2023.
One change order was necessary for the work performed by Pavement Coatings Co. and their subcontractors within the North Area of the Sand Section.
Contract Change Order No. 1 included the following:
1. Adjustment in Final Bid Quantities for Bid Items
2. Reimbursement for Saturday Inspection at Grand View Elementary School
3. Removal of Playground Paint (Black Out)
4. Parking Lot Signing and Striping (Paint)
5. Addition of Sand and Latex to Grand View Elementary Seal Coat Mix
6. 12” Red Thermoplastic Striping
7. Removal and Replacement of Downtown Parking Stalls
8. Removal and Replacement of Downtown Traffic Striping
The total value of Change Order No. 1 decreased the original contract price of $1,188,248.50 by $29,245.25, resulting in a final contract amount of $1,159,003.25. The original Contract Time of 51 working days was extended by 3 working days.
The Pavement Coatings Co. contract budget and expenditure summary is as follows:
Budget (Including 17% Construction Contingency):
|
Gas Tax Fund |
$ 880,769 |
|
CIP Fund |
$ 187,868 |
|
Public Arts Trust Fund |
$ 323,750 |
|
Total Amount |
$1,392,387 |
The total combined Pavement Coatings Co. contract budget was $1,392,387.
Expenditures:
|
Gas Tax Fund$ 765,141.97 |
|
|
CIP Fund |
$ 134,861.28 |
|
Public Arts Trust Fund |
$ 259,000.00 |
|
Total Amount |
$1,159,003.25 |
The contractor has completed all work for a total construction cost of $1,159,003.25 and is now requesting formal acceptance of the project. The five percent retention amount of $57,950.16 will be released 35 days after the recordation of the Notice of Completion with the County Recorder. All work inspected by the Public Works Department has been found to be in conformance with the plans and specifications and of good quality.
PUBLIC OUTREACH:
Throughout the project, planning and discussion remained ongoing with the North Manhattan Beach Business Improvement District, Downtown Manhattan Beach Business + Professional Association, the Chamber of Commerce, and all affected agencies regarding project details. The businesses and residents impacted were provided advance notices regarding the project, including dates, times of construction, updates, and Project Manager contact information.
ENVIRONMENTAL REVIEW:
The City reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA). At the time of award, the City Council determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1 (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines. A Notice of Exemption was filed with the Los Angeles County Clerk’s Office for the Project, and no further environmental review is necessary for this action.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Location Map