HomeMy WebLinkAbout08 - 2007-2008 Citywide Slurry Seal ProgramCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 8
November 12, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Andy Tran
949 -644 -3315 or atran @city.newport - beach.ca.us
SUBJECT: 2007 -2008 CITYWIDE SLURRY SEAL PROGRAM — COMPLETION AND
ACCEPTANCE OF CONTRACT NO. 3960
Recommendations:
1. Accept the completed work.
2. Authorize the City Clerk to file a Notice of Completion.
3. Authorize the City Clerk to release the Labor and Materials bond 35 days after
the Notice of Completion has been recorded in accordance with applicable
portions of the Civil Code.
4. Release the Faithful Performance Bond 1 year after Council acceptance.
5. Approve a budget amendment recognizing contributions in the amount of $660
from Our Lady of Mount Carmel Church for improvements to its parking lot.
Discussion:
On April 22, 2008, the City Council authorized the award of the 2007 -2008 Citywide
Slurry Seal Program to Roy Allan Slurry Seal, Inc. The contract provided for the slurry
sealing of various streets in the Newport Heights and Irvine Terrace community, two
bike trails by Newport Dunes and along Coast Highway, and various parking lots. The
contract has now been completed to the satisfaction of the Public Works Department..
A summary of the contract cost is as follows:
Original bid amount: $286,912.00
Actual amount of bid items constructed: $267,832.85
Total amount of change orders: $8,638.25
Final contract cost: $276,471.10
The decrease in the actual amount of bid items constructed over the original bid
amount resulted from a decrease in the actual slurry sealed area. The final overall
construction cost including one change order was 3.6 percent below the original bid
amount. The one change order was for additional striping in the Newport Heights
community and seal coating city easement within Our Lady of Mount Carmel Church
parking lot which was partially paid for by Our Lady of Mount Carmel Church. The total
contribution was $1660, however, $1000 was received last fiscal year. Therefore, the
budget amendment only recognizes $660 received this current fiscal year.
2007 -2008 Citywide Slurry Seal Program
November 12. 2008
Page 2
A summary of the project schedule is as follows:
Estimated completion date per June'07 schedule: September 5, 2008
Project award for construction: April 22, 2008
Estimated completion date at award: August 19, 2008
Actual substantial construction completion date: August 26, 2008
Construction was slightly delayed due to concurrent construction activities in the
Newport Heights area. The utility undergrounding contractor for Assessment District 92
was trenching in this area. Undergrounding work was not completed until late July
2008. City staff requested Roy Allan Slurry Seal, Inc. to demobilize and re- mobilize in
order to facilitate the utility undergrounding efforts.
Environmental Review:
The project was determined to be exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15301 of the CEQA Implementation Guidelines at the time
the project was authorized by the City Council. This exemption covers the repair,
maintenance and minor alteration of existing public facilities with negligible expansion.
Funding Availability:
In addition to the primary construction contract, this project involved other project
expenses. Total project expenses are summarized as follows:
Construction $276,471.10
Material Testing — LaBelle Marvin $30,760.00
Construction Inspection $611.55
Incidentals $95.00
Total Project Cost $307,937.65
Funds for the construction contract were expended from the following accounts:
Account Description
Gas Tax
General Fund
General Fund
General Fund
Prepared by:
Andy Tr
Senior Civil Engineer
Account Number
7181- C2002011
7013- C2002001
7013- C2002000
7013- C2002003
Amount
$88,321.10
$68,905.00
$48,095.00
$71,150.00
Total. $276,471.10
Submitted by:
Works Director
City of Newport Beach NO. BA- 09BA -022
BUDGET AMENDMENT
2008 -09 AMOUNT: $660.00
EFFECT ON BUDGETARY FUND BALANCE:
X Increase Revenue Estimates X Increase in Budgetary Fund Balance
Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase revenue estimates to recognize contributions from Our Lady of Mount Carmel Church for improvements to
to the Church parking lot made in conjunction with the City's annual slurry seal program.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
010 3605 General Fund - Fund Balance
REVENUE ESTIMATES (3601)
FundQvision Account
5100 5864
EXPENDITURE APPROPRIATIONS (3603)
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Signed
Description
Public Works - Private Refunds /Rebates
Description
Approval: Administrative Services Director
City Manager
Amount
Debit Credit
$660.00
$660.00
' Automatic
Date
d j a�
Date
Signed:
City Council Approval: City Clerk Date