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 Resolutions Awarding a Construction Agreement to Pavement Coatings Co. for the Slurry Seal Project Encompassing the North Area of the Sand Section (Area 7) for $1,188,249; Approving a Construction Inspection Professional Services Agreement with Z & K Consultants, Inc. for $52,224; and Approving an Additional Appropriation of $177,448 from the Capital Improvements Program (CIP) Fund and a Public Arts Trust Fund Allocation of $326,822 for the Project (Public Works Director Lee).
(Estimated Time: 15 Mins.)
A) ADOPT RESOLUTION NOS. 23-0003 AND 23-0004
B) APPROPRIATE FUNDS
C) DISCUSS AND PROVIDE DIRECTION
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
a) Adopt Resolution No. 23-0003:
1. Awarding a construction agreement to Pavement Coatings Co. for the Slurry Seal Project encompassing the north area of the Sand Section (Area 7) (Project) for $1,188,249 and authorizing the City Manager to execute the agreement; and
2. Approving the Final Plans and Specifications for the Project; and
3. Authorizing the City Manager and/or his or her designee to approve additional work, if necessary, for up to $204,138.
b) Adopt Resolution No. 23-0004:
1. Awarding a Construction Inspection Professional Services Agreement to Z & K Consultants, Inc. for the Project for $52,224; and
2. Authorizing the City Manager to execute the agreement.
c) Appropriate an additional $177,448 from the CIP Fund for the Project.
d) Allocate $326,822 from the Public Arts Trust Fund to reapply decorative crosswalks, and
e) Discuss and provide direction on the design of the decorative crosswalks at the intersections of Highland Ave at 34th Street, 35th Street, 36th Street, and Rosecrans Avenue.
FISCAL IMPLICATIONS:
Funds for this Slurry Seal Project are programmed in the Streets & Highway Fund and CIP Fund. Subsequent to the adoption of the CIP budget, the area identified for asphalt preservation by the Manhattan Beach Unified School District (MBUSD) at Grand View Elementary School increased beyond the parking lot to include the playground area. To accommodate this increase in work, an appropriation of $177,448 is required from the unreserved CIP Fund balance.
The Slurry Seal Project’s base bid includes the preservation of asphalt in the vicinity of decorative crosswalks at the intersections of Highland Ave at 34th Street, 35th Street, 36th Street, and Rosecrans Avenue. Many of these crosswalks are showing wear and would benefit from repairs, but this would require the replacement of any decorative elements. The replacement of these decorative crosswalks would require an allocation of $326,822 from the Public Arts Trust Fund.
Should City Council award the construction contract to Pavement Coatings Co., the City Manager will contract for the Base Bid and Additive Bid Items A, D, and E of the Project totaling $1,188,249, along with a construction contingency of $204,138, for a total not to exceed amount of $1,392,387. Additionally, should City Council award an inspection services contract to Z & K Consultants, Inc., $52,224 would need to be encumbered from the project budget.
The expected design, construction and inspection expenditures for this project total $971,901 from the Streets & Highway Fund, $227,448 from the CIP Fund, and $326,822 from the Public Arts Trust Fund for a total of $1,526,171, as outlined in the Budget and Expenditure Summary Report.
BACKGROUND:
Biennial Slurry Seal Program
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 biennial rotating basis, the City implements a slurry seal program for asphalt preservation in seven zones throughout the City.
This year, the City is continuing its slurry seal efforts in the north area of the Sand Section (Area 7), after recently completing the central area. This project’s heavily traveled areas are adjacent to residences, shops, restaurants, and offices, and the streets exhibit conditions that qualify for slurry seal according to an assessment completed as part of a Pavement Management Report prepared for the City in 2021. That 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. The area’s roadway surfaces require crack seal and slurry seal applications to extend pavement life, improve safety, and reduce life cycle costs. 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 a previous cycle, they are anticipated to be resurfaced in the future as part of another project, or their current condition does not warrant a slurry seal treatment.
The main scope of work items for the Project include:
• Full-depth asphalt removal and replacement and patchwork for repair of small 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
Slurry Seal is a mixture of fine aggregates and emulsified asphalt. The sealant is applied in liquid form and dries in approximately four hours depending on temperature and humidity. This coating increases pavement life by mitigating water intrusion and improving skid resistance. Crews will first remove striping and perform small spot repairs for full-depth asphalt removal and replacement, patchwork, and crack seal prior to application of the slurry seal. This preliminary work should last no more than one day for each street segment treated, thus minimizing inconvenience to residents and businesses. Once the asphalt surface is prepared by these fixes, the slurry seal application, curing, monitoring and striping will follow. The final end product results in refreshed pavements with new striping.
Slurry Seal of MBUSD:
The Master Agreement between the City and MBUSD was executed in 2013 for the provision, use, and maintenance of educational, recreational, and community facilities and programs, with the most recent amendment’s term extending through June 30, 2024. Per the agreement, the District is able and willing to provide the City with the use of educational and recreational facilities for use by the City in carrying out its programs for the benefit of its residents, including, but not limited to, athletic fields, playgrounds, play yards and play equipment, tennis courts, outdoor basketball courts, racket courts, swimming facilities, auditoriums, gymnasiums, classrooms, cafeterias, labs, multipurpose rooms, meeting rooms and open space. In exchange, the City is to incorporate the District’s hardscape and associated parking lots into the City’s periodic resurfacing and slurry seal program, at no cost to the District.
DISCUSSION:
Project Striping and Pavement Markings:
The City awarded a design contract to KOA Corporation in 2021 for design services needed to create striping plans and specifications for the Tree and Sand Section (Areas 6 & 7). To make use of the striping plans prepared by KOA for the North Sand Section, two amendments were executed to update the plans for Fiscal Year 2022-2023, and to incorporate the scope at Grand View Elementary School.
The project will maintain all travel lanes and street parking in the existing configuration. Bike “sharrow” markings will be added on Highland Avenue between Marine Avenue and 45th Street in conformance with the proposed bike route in the City’s Mobility Plan. The sharrows will not change any rules-of-the-road or require changes to the roadway geometry. If City Council decides to omit the added sharrows from the striping plans, City Council can elect to award the contract noting the revision for change order, crediting the City for the deletion of work.
Decorative Crosswalks
On July 21, 2009, City Council approved the work plan submitted by the North Manhattan Beach Business Improvement District (NMB-BID) which consisted of improvements in the Highland Avenue right-of-way, and in the 2010 Highland Avenue Resurfacing Project, patterned crosswalks were installed at 4 intersections (8 crosswalks) along Highland Avenue as follows: Rosecrans Avenue (5 crosswalks), 36th Street, (1 crosswalk), 35th Street (1 crosswalk) and 34th Street (1 crosswalk).
Although Highland Avenue’s overall pavement quality is rated as “Very Good” in the Pavement Management Report prepared for the City in 2021, the decorative crosswalks are currently showing wear, most notably in the heavily used turn lane southbound from Highland Avenue onto Rosecrans Avenue’s eastbound lanes. City Staff recommends reapplying the eight crosswalks using an updated surface application technology that does not require the removal of asphalt and provides for easier maintenance. This placement technology was recently used for the scrambled and rainbow crosswalks that were installed in Downtown Manhattan Beach.
The NMB-BID is in the process of trademarking a new logo. On January 4, 2023, the NMB-BID Board approved a recommendation to City Council to maintain the patterned design and to place their logo in place of the existing circular surfboard graphics located on four crosswalks at Highland Avenue and Rosecrans Avenue.
Construction Work
In November 2022, bids for construction were solicited on a competitive basis in accordance with the provisions of the California Public Contract Code. The Project was advertised on the City of Manhattan Beach Public Works Department Bid Opportunities webpage, the City’s Bid Portal with PlanetBids (an online service that connects vendors, suppliers, and contractors to government procurement opportunities), and in the City’s publisher of record (The Beach Reporter).
A total of four bids were received and opened on December 15, 2022. The bid results are as follows:
Contractor Calculated Total Bid Amount
Pavement Coatings Co. $1,297,196
American Asphalt South, Inc. $1,318,829
All American Asphalt $1,437,012
Roy Allan Slurry Seal, Inc. $1,446,229
All base bid and additive bid item submissions were analyzed for arithmetical errors, completeness, accuracy, etc. Staff reviewed the bid and contractor’s license for the apparent lowest bidder, Pavement Coatings Co., and found them to be in order. Additionally, references indicate Pavement Coatings Co. has the knowledge and capability to complete the work in accordance with the plans and specifications.
Pavement Coatings Co. bid amount includes the base bid plus all additive bid areas as shown in the Location Map and as follows:
The Base Bid includes streets within the north area of the Sand Section. Additive Bid A includes work for MBUSD Grand View Elementary School Parking Lots and Playground. Additive Bid B includes work for City Parking Lot 6. Additive Bid C includes streets within the south area of the Sand Section. Additive Bid D includes Outdoor Dining Areas. Additive Bid E includes supply and installation of surface-applied decorative crosswalks.
Bid Schedule Bid Amount
Base Bid $702,400.00
Additive Bid Schedule A $163,362.50
Additive Bid Schedule B $ 27,427.50
Additive Bid Schedule C $ 81,520.00
Additive Bid Schedule D $ 63,486.00
Additive Bid Schedule E $259,000.00
Given the low bid received and the anticipated additional project expenses identified in the attached Budget and Expenditures summary report, staff recommends an award of contract to Pavement Coatings Co. for the base bid and additive bid schedules A, D, & E scope of work only for $1,188,249.
Staff recommends that the City Manager and/or his or her designee be authorized to approve up to $204,138 (17% of the construction contract cost) for additional work resulting from unforeseen conditions. This contingency amount may only be utilized if additional design or repairs are determined to be necessary by City staff. Staff’s goal is to maximize the amount of slurry seal work that can be accomplished with the total budget available this year, and the robust methodology used to identify the repair limits of full-depth asphalt removal, replacement, and patched areas has the potential to increase the repair effort.
Work is anticipated to begin in February 2023 and is expected to be completed in May 2023, to avoid impacting residents, visitors, and businesses throughout the summer months. The areas under the temporary outdoor dining decks currently located in the Right-of-Way of the commercial areas would receive slurry seal if the dining decks are removed by late April 2023. If they are not removed by this time, this additive bid item would have to be accomplished during another, future slurry seal project.
All travel lanes on Highland Avenue and Rosecrans Avenue shall be open between 5:00 a.m. and 8:30 a.m. and between 3:30 p.m. and 9:00 p.m. One travel lane in each direction shall be open at all times between 8:30 a.m. and 3:30 p.m. unless otherwise indicated on the plans or approved by the City Engineer. With the approval of the Engineer, flaggers may be used if one lane in each direction cannot be kept open. All traffic lanes shall be open before and after work hours.
Inspection Services
The City issued a Request for Proposals on November 23, 2022, seeking full-time construction inspection services for the Project. The scope of work includes:
• Ensuring the contractor complies with the plans, specifications, and applicable standards;
• Performing field project oversight;
• Documenting the daily work performed by the contractor;
• Verifying the completed work; monitoring, providing supporting documentation and inspecting any additional work performed; and
• Preparing a list of items for correction.
Four proposals were received by the December 12, 2022 deadline. These proposals were evaluated by an evaluation committee of City staff according to the following selection criteria:
• Demonstrated understanding of the Scope of Services requested;
• Firm qualifications and experience performing similar work;
• Project/Construction management methods and quality control;
• Qualifications and experience of key personnel; and
• Consultant’s familiarity with local (sensitivity) conditions.
Based on the selection criteria, Z & K Consultants, Inc. provided a responsive proposal. The assigned staff has excellent experience on similar projects, understands key project issues, and proposed an appropriate level of staffing for the size and complexity of the project. Z & K’s methodology for executing the scope of work was clear and organized.
Z & K revised their proposal on December 19, 2022 to include Additive Bid Schedule E which was added during the contractor bid solicitation process, and the cost for providing inspection services for base bid and all additive item inspection services of the Project is $59,392. Given the low bid received and the anticipated additional project expenses identified in the attached Budget and Expenditures summary report, staff recommends an award of Construction Inspection Services Agreement to Z & K Consulting, Inc. for only the base bid and additive bid schedules A, D, and E scope of work for $52,224.
PUBLIC OUTREACH:
Preliminary discussion and planning will remain ongoing with the North Manhattan Beach Business Improvement District (NMB-BID), the Downtown Business and Professionals Association (DBPA), and the Manhattan Beach Chamber of Commerce regarding project details. The businesses and residents impacted by this project will be provided advance information regarding the project, including dates and times of construction. Contact information will also be provided for residents who require additional information. Notices will be sent to residences adjacent to the work once the project timeline has been confirmed and work is ready to commence.
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. 23-0003
2. Agreement - Pavement Coatings Co.
3. Bid Proposal - Pavement Coatings Co.
4. Resolution No. 23-0004
5. Agreement - Z & K Consultants, Inc.
6. Plans and Specifications (Web-Link Provided)
7. Budget Expenditure Summary Report
8. Location Map
9. PowerPoint Presentation