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Home My WebLink AboutC36690 - Revise Funding Source 751-18 CONTRACT NO. C36690 STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: May 24, 2018 PREPARED BY: Ryan Gayler, Project Administrator Vi"C` REQUEST: Revise the funding source for the 2018 Slurry Seal Project. (Project No. 751-18). Recommendation By Minute Motion, revise the funding source for the 2018 Slurry Seal Project from Measure "A" funds to Gas Tax Funds. Strategic Plan This action will have no impact on the strategic plan. Background Analysis On April 12, 2018, the City Council awarded the contract for the 2018 Slurry Seal Project to Roy Allan Slurry Seal, Inc. The staff report indicated that the project would be funded out of the Measure "A" Fund. However, it was staffs intent that the project be funded out of the Gas Tax Fund. The Gas Tax Funds have a requirement that the monies be spent on projects to improve City streets within a specified time frame, and the slurry seal project was identified as a good candidate for the funding source. Therefore staff recommends that the project funding be changed from Measure "A" to Gas Tax. Funds are available in project account 2114311-4332000. Fiscal Analysis This action has no fiscal impact beyond the contract amount. LEGAL REVIEW DEPT. REVIEW FINANCIAL CITY REVIEW MANAGER N/A C4u_Li*ttf Robert W. Hargreav s Ti othy R. J n n, P.E. et Moore Lauri Aylaian City Attorney ndependent Int m Director Director of Finance City Manager of Public Works ATTACHMENTS: April 12, 2018 Staff Report awarding contract CONTRACT NO. C36690 & C36690A STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: April 12, 2018 PREPARED BY: Ryan Gayler, Project Administrator /g REQUEST: Award Contract No. C36690 for construction of the 2018 Slurry Seal Project to Roy Allan Slurry Seal, Inc., of Santa Fe Springs, California, in the amount of $1,730,599 (Project No. 751-18), and authorize the Mayor to execute a Reimbursement Agreement with the City of Indian Wells for the slurry seal of portions of Fred Waring Drive and Portola Avenue. Recommendation By Minute Motion: 1. Award Contract No. C36690 for construction of the 2018 Slurry Seal Project to Roy Allan Slurry Seal, Inc., of Santa Fe Springs, California, in the amount of $1,730,599 (Project No. 751-18); 2. Authorize the Mayor to execute the subject agreement; 3. Authorize the Mayor to execute a Reimbursement Agreement with the City of Indian Wells for the slurry seal of portions of Fred Waring Drive and Portola Avenue; and 4. Budget estimated revenue in the amount of $200,000 to the Measure "A" Fund. Funding is available for this project in Measure"A" Account No. 21 3431 1-4332000, Street Maintenance. Strategic Plan The proposed action will further the goals of the Strategic Plan by providing a high quality, cost-effective method of maintaining the transportation system. The slurry seal used to rehabilitate the streets uses rubber from recycled tires, reducing the use of non-renewable resources such as mined aggregates and fossil fuels. This furthers the City's goals related to Energy & Sustainability. April 12, 2018 - Staff Report Award Contract No. C36690 to Roy Allan Slurry Seal, Inc. (Project No. 751-18) Page 2 of 3 Background Analysis The 2018 Slurry Seal Project will use rubberized slurry seal to coat various streets within Palm Desert. The rubberized slurry has an elastic quality that prolongs street life beyond what is expected from conventional slurry. The areas to be slurried this year were selected based upon their need and the pavement condition index ranking. The project area includes major arterials Monterey Avenue, Washington Street, and portions of Cook Street, Fred Waring Drive, and Portola Avenue. The project will also slurry the streets in the Shepherd Lane vicinity as well as the neighborhood between Palm Desert Charter Middle School and Palm Desert High School (see the location map). The project is expected to commence late April and will conclude around the end of June. This project will be constructed during the spring months because slurry seal will not cure as quickly when temperatures get too high. The project was advertised and contractors were encouraged to submit bids. At the March 20, 2018, bid opening, five contractors submitted bids. The bid summary is below: Contractor Location Bid Amount Roy Allan Slurry Seal Santa Fe Springs, CA $1,730,599.00 Pavement Coatings Company Mira Loma, CA $1,858,800.00 Intermountain Slurry Seal Elk Grove, CA $1,885,000.00 All American Asphalt Corona, CA $1,896,984.88 American Asphalt South Fontana, CA $2,083,525.00 Roy Allan Slurry Seal, Inc., submitted the lowest responsive bid in the amount of $1,730,599. Staff reviewed the bid documents and all the required forms were submitted. The reimbursement agreement under consideration in this report deals only with Fred Waring Drive from Deep Canyon Road to Washington Street, and a small piece of Portola Avenue south of Grapevine Street. Both Fred Waring Drive and Portola Avenue have sections of the street that are within the City of Indian Wells. In order to have a uniform street appearance, staff is requesting that Council approve a reimbursement agreement allowing the slurry seal contractor to slurry the entire street and, at the conclusion of the project, have Indian Wells reimburse Palm Desert for the cost of the work performed in Indian Wells. The reimbursement agreement was approved by the Indian Wells City Council on March 15, 2018. The value of the work in Indian Wells is estimated at $200,000. April 12, 2018 - Staff Report Award Contract No. C36690 to Roy Allan Slurry Seal, Inc. (Project No. 751-18) Page 3 of 3 Fiscal Analysis The slurry seal contract is an on-going maintenance activity with no fiscal impact beyond the contract amount. Funding is available for this project in Measure "A" Account No. 2134311-4332000, Street Maintenance. The work to be done under the reimbursement agreement will be paid for out of the same account, and when reimbursement is received, it will be returned to that Fund. LEGAL REVIEW DEPT. REVIEW FINANCIAL CITY MANAGER Approved as to Form REVIEW NIA ' . 1 • .tar6 ':®�"� Robert W. Hargreav: othy •. oiasson, P.E. 4anit Moore Lauri Aylaian City Attorney ndep- -•e terim Director of Finance City Manager Director of Public Works CONTRACTOR: Roy Allan Slurry Seal, Inc. 11922 Bloomfield Avenue Santa Fe Springs, California 91752 ATTACHMENTS: Agreement and Bonds Contractor's Bid Location of Work Location Map Reimbursement Agreement CITY COUNCILA(,'TtON APPROVED ✓✓ DF,NTED RECEIVED OTHER MEET G D�. � — , AYES: l )3 y. P 2�1 �Qn NOES: ABSENT: Q ABSTAIN: 1 VERIFIED BY: ��k Ils Original on File with Cik's Office