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 All American Asphalt Regarding the Slurry Seal Project Encompassing the Central Area of the Sand Section (Public Works Director Lee).
ACCEPT AND AUTHORIZE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1) Formally accept as complete the All American Asphalt construction contract;
2) Authorize the filing of the Notice of Completion with the County Recorder; and
3) Release the retention of $36,512.58.
Body
FISCAL IMPLICATIONS:
On January 18, 2022, City Council awarded a construction contract to All American Asphalt for a total not to exceed amount of $807,930 to perform slurry seal road work in the Central Area of the Sand Section and the Lower Pier Parking Lot. This amount was divided by task between the Streets & Highways and Pier Funds.
On May 3, 2022, City Council approved a $50,000 allocation from the Public Arts Trust Fund to account for the incorporation of a rainbow crosswalk at the intersection of Manhattan Beach Boulevard and The Strand. In accordance with this change, the encumbered amounts associated with each of the applicable funds were modified to reflect the updated project obligations and the contract amount was increased by $33,663 for a total not to exceed amount of $841,593.
After formal acceptance of All American Asphalt’s work and the filing of the Notice of Completion, retention totaling $36,512.58 will be released to the contractor. The unexpended $82,316.68 in the Streets and Highways Fund balance will be disencumbered and will remain in the Biennial Slurry Seal Program. The unused $17,415 that was encumbered for work on the Lower Pier Parking Lot will be returned to the unreserved Pier Fund balance. All costs for the rainbow crosswalk were charged directly to the Public Arts Trust Fund account.
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. In Fiscal Year 2021-2022, the City focused its slurry seal efforts on the Central 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 for the Project included:
• 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.
On January 18, 2022, following a competitive bid process for the Slurry Seal Project, City Council awarded a construction contract to All American Asphalt in the amount of $673,275 and authorized a construction contingency for additional work up to $134,655.
On May 3, 2022, while construction was underway, City Council adopted a resolution increasing the City Manager’s authority to approve additional work from $134,655 to $168,318 (a maximum allowable 25% of the construction contract cost) for the purchase and installation of the rainbow crosswalk at Manhattan Beach Boulevard and The Strand.
DISCUSSION:
The Slurry Seal Project began on March 8, 2022, and was substantially complete on May 27, 2022. The contractor fulfilled the remaining “punchlist” items and change order work by July 8, 2022.
One change order was necessary for the work performed by All American Asphalt and their subcontractors within the Central Area of the Sand Section.
Contract Change Order No. 1 included the following additional work:
1. Labor and equipment necessary to perform work around existing outdoor dining decks;
2. Procurement and installation of an 18’x38’ thermoplastic rainbow crosswalk;
3. Re-striping of additional portions of Highland Avenue and Manhattan Avenue;
4. Wiring and reinstallation of rectangular rapid flashing beacons and in-road warning lights;
5. Additional striping per revised plans; and
6. Removal and replacement of existing stair warning strips on the 26th Street Strand Stairs.
The total value of Change Order No. 1 was $135,560.17, with a time extension of 29 working days.
The All American Asphalt contract budget and expenditure summary is as follows:
Budget (Including 25% Construction Contingency):
Streets & Highways Fund Amount $725,323
Pier Fund Amount $ 50,000
Public Arts Trust Fund $ 66,270
Total Amounts $841,593
The total combined All American Asphalt Contract Budget was $841,593.
Expenditures:
Streets & Highways Fund Amount $643,006.32
Pier Fund Amount $ 48,855.00
Public Arts Trust Fund $ 38,390.10
Total Amounts $730,251.42
The contractor has completed all work for a total construction cost of $730,251.42 and is now requesting formal acceptance of the project. The five percent retention amount of $36,512.58 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:
Planning and discussion remained 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 were provided advance notices regarding the project, including dates, times of construction, updates, and contact information for the project’s manager.
ENVIRONMENTAL REVIEW:
The City reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and determined that the project qualified 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.
ATTACHMENT:
1. Location Map