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 to Increase the City Manager’s Authority to Approve Additional Work by Contractor All American Asphalt for the Slurry Seal Project Encompassing the Central Area of the Sand Section, if Necessary, by $33,663 for a Total Amount of $168,318 Resulting in a Total Not to Exceed Amount of $841,593 (Public Works Director Lee).
ADOPT RESOLUTION NO. 22-0059
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council take the following actions:
a) Adopt Resolution No. 22-0059
1. Increase the City Manager’s Authority to Approve Additional Work by Contractor All American Asphalt for the Slurry Seal Project Encompassing the Central Area of the Sand Section, if Necessary, by $33,663 for a Total Amount of $168,318
FISCAL IMPLICATIONS:
Funding for the Slurry Seal Project is programmed in the Streets & Highway Fund as part of the allocation for the Biennial Slurry Seal Program within the City’s approved Capital Improvement Plan (CIP). On January 18, 2022, City Council approved an appropriation of $75,470 within the Pier Fund in order to include the addition of the Lower Pier Parking Lot into the project. On the same date, City Council awarded construction of the Slurry Seal Project to All American Asphalt and authorized the City Manager to execute a construction contract for the project for a total amount not to exceed $807,930. On April 19, 2022, the City Council allocated $50,000 from the Public Arts Trust Fund to install a rainbow crosswalk at the intersection of Manhattan Beach Boulevard and The Strand.
Due to the incorporation of a rainbow crosswalk at Manhattan Beach Boulevard and The Strand into the project, an increase of $33,663 to the City’ Manager’s authority to approve additional work is required. Sufficient budget exists for this increase in the Public Arts Trust Fund. With the proposed increase to the City Manager’s authority, the total not to exceed amount for the contract with All American Asphalt would be increased to $841,593.
BACKGROUND:
In October 2021, staff from Parks and Recreation and Public Works discussed the possibility of incorporating a rainbow crosswalk at Manhattan Beach Boulevard and The Strand into the Slurry Seal Project’s construction. The current Slurry Seal Project involves the application of new striping in multiple downtown areas, including the Lower Pier Parking Lot. The main scope of work for the project includes:
• Dig outs and patchwork for replacement/repair of asphalt potholes, depressions, and distressed areas;
• Removal of lane striping, markers, markings;
• Crack seal to fill cracks prior to slurry seal placement;
• Slurry seal application, curing, monitoring; and
• Striping placement.
Since the rainbow crosswalk installation is similar to the striping placement outlined above, it can be purchased and installed with a change order under the City’s existing contract with All American Asphalt.
On March 21, 2022, the design for the rainbow crosswalk was selected by the Cultural Arts Commission. The design was sent to the Slurry Seal Project contractor, All American Asphalt, and a quote was requested for its surface preparation, purchase, and installation. On April 19, 2022, City Council provided direction to proceed with installation of the rainbow crosswalk at the Strand and Manhattan Beach Boulevard.
DISCUSSION:
In early April 2022, a quote was requested from the slurry seal project contractor, All American Asphalt, for surface preparation, purchase, and installation of the rainbow crosswalk.
The rainbow crosswalk’s scope of work included:
• Remove 2" Depth Old Crosswalk at The Strand and Manhattan Beach Boulevard and Replace with 2" Sika Top 122 Plus With 3/8" Aggregate at Approximately 400 Square Feet.
• Install Custom Decomark Rainbow Crosswalk
The total cost for this work was quoted at $75,000. Part of this quote included the removal of the stamped thermoplastic and concrete that is currently at the existing crosswalk. This work must be completed before the new thermoplastic rainbow crosswalk can be installed. In order to expedite this project and reduce associated costs, Public Works staff will perform this removal work. By doing so, the costs payable to the contractor for the purchase and installation of the rainbow crosswalk will be reduced to $42,000.
An increase in the City Manager’s authority to approve additional work for the Slurry Seal Project is required to accommodate current, known change orders and potential change orders that may be necessary to address unforeseen circumstances and additional costs. Current, known change orders include additional precautions that the contractor is taking to perform all work abutting the outdoor dining decks. Since the rainbow crosswalk will also be incorporated into the project by change order, staff recommends increasing the City Manager’s authority by $33,663 (to the allowable maximum of 25% of the construction contract cost) to ensure the City is adequately prepared for possible unforeseen circumstances that may be encountered with the Slurry Seal Project. This would increase the total authority for additional work to $168,318.
Staff will be working with the contractor to install the rainbow crosswalk as soon as possible.
PUBLIC OUTREACH:
Planning and discussion will remain ongoing with the Downtown Manhattan Beach Business + Professional Association, the Chamber of Commerce, and all affected agencies regarding project details. The businesses and residents impacted have been provided advance information regarding the project, including dates, times of construction, and contact information for the project’s manager. Notices will 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. 22-0059
2. Budget and Expenditure Summary Report