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 a Resolution Approving Amendment No. 1 to the Professional Services Agreement with KOA Corporation for Additional Design Services for the Slurry Seal Project Encompassing the North Area of the Sand Section (Area 7) at a Cost Not-to-Exceed $31,920 (Public Works Director Lee).
ADOPT RESOLUTION NO. 22-0126
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 22-0126 approving Amendment No. 1 to the Professional Services Agreement with KOA Corporation for additional design services for the Slurry Seal Project Encompassing the North Area of the Sand Section (Area 7) at a cost not-to-exceed $31,920.
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FISCAL IMPLICATIONS:
The original agreement with KOA Corporation to provide striping design for the Slurry Seal Areas 6 & 7 Project was executed on September 9, 2021 for $47,980. The additional services to be rendered under Amendment No. 1 will increase the contract amount by $31,920 for a total not to exceed $79,900. City Council approval of Amendment No. 1 is required as the total contract amount exceeds the City Manager’s awarding authority per the City’s purchasing policy. Sufficient funding exists for this amendment within the appropriation for the Biennial Slurry Seal Program within the Streets and Highways and Capital Improvement Program (CIP) Funds. There are no additional fiscal implications at this time.
BACKGROUND:
The City is responsible for the repair and maintenance of approximately 100 centerline miles of streets, collectively one of the City’s most valuable assets. On a rotating basis, the City implements a slurry seal program in seven zones throughout the City.
This year, the City is focusing on continuing its slurry seal efforts in the North Area of the Sand Section. These heavily traveled areas are adjacent to residences, shops, restaurants, and offices. Current roadway surfaces display distresses that require crack seal and slurry seal applications to extend pavement life, improve safety, and reduce life cycle costs. The City’s 2021 Pavement Management Report describes the importance of pavement preservation and reiterates the fact that it costs much less to maintain streets in good condition than to repair streets that have failed. It is worth noting that some streets in the Sand Section will not receive slurry seal as part of this project because they were included in the previous cycle or are anticipated to be addressed in the future as part of another project.
In September 2021, the City finalized an Agreement with KOA Corporation to perform design services for the Slurry Seal Areas 6 & 7 Project Striping. Three proposals were received for the project, and KOA’s was determined to provide the best quality and value. Following the striping plan’s creation, the FY 2021-2022 slurry seal project design required value engineering, revision of the project boundaries due to low bid withdrawal, rejection of all bids, construction rebid, and modifications to accommodate the extension to outdoor dining decks. In January 2022, City Council awarded a construction agreement to All American Asphalt for the Slurry Seal Project Encompassing the Central Area of the Sand Section. Only a portion of the original plans were utilized in the project due to the budget, construction timeline, and revised bid boundaries.
DISCUSSION:
To efficiently continue slurry seal application in the Sand Section for FY 2022-2023, staff has reviewed the recommended locations for slurry based on the 2021 Pavement Management Report and has considered potential additional locations in Area 7 in need of slurry seal, which include MBUSD property at Grandview Elementary School, City owned Parking Lot 6, and outdoor dining deck footprints in the Downtown and North Manhattan Beach Business Districts. The dining deck footprint areas will receive slurry seal after their temporary encroachment permits related to the COVID-19 pandemic ultimately expire, which may align with the FY 2022-2023 slurry schedule.
In order for contractors to accurately bid and construct this work, KOA will need to amend the striping plans to clearly identify the work required in each slurry area. Amendment No. 1 to the KOA agreement will provide the necessary budget for KOA to provide the services associated with the tasks enumerated below:
Task 1: Scoping Meeting with City Staff
Task 2: Base Map Development
Task 3: Field Verification
Task 4: Draft Striping Plans
Task 5: Final Striping Plans and Specifications
Task 6: Construction Phase Services
Following approval of Amendment No. 1, the anticipated schedule milestones for the project are as follows:
• Resume Design Fall 2022
• Bidding Fall 2022
• Project Award Winter 2022/2023
• Construction Spring 2023
As it relates to the potential for this project to involve restriping of City streets, staff is aware that members of the City Council and the community have expressed concerns about traffic lanes that were eliminated from the roadway as part of the restriping that occurred during the last slurry seal project in Downtown in early 2022. Therefore, any proposed elimination of traffic lanes that are developed as part of the design process for this upcoming project will be explicitly brought to the City Council’s attention for review and approval.
PUBLIC OUTREACH:
Current project planning and discussion is ongoing with the Manhattan Beach Unified School District (MBUSD), the North Manhattan Beach Business Improvement District, the Downtown Manhattan Beach Business + Professional Association, the Chamber of Commerce, and all affected agencies regarding project details.
The businesses and residents impacted will be provided advance information regarding the project, including dates, times of construction, and contact information for the project’s manager. Notices would also be sent to occupants adjacent to the work if the project timeline changes.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has 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.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS
1. Resolution No. 22-0126
2. Amendment No. 1
3. Agreement
4. Location Map