City Council
MEETING DATE: 10/14/2015
TITLE:
Title
Purchase order with Petrochem Materials Innovation, LLC (PMI) for Rubberized Emulsion Aggregate Slurry (REAS) for Phase 1 of the City’s 2015-2016 Pavement Management Program (PMP).
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FROM:
John A. Corella, City Engineer
RECOMMENDATION:
Recommendation
Staff recommends the City Council authorize the City Manager to execute the required "piggyback" contract/purchase order documents with PMI to supply and apply REAS on PMP programmed streets and include traffic control in the amount of $706,807.80; and approve an approximate ten percent (10%) contingency in the amount of $78,534.20 dollars for unforeseeable construction costs; and authorize the City Engineer to negotiate and execute a contract/purchase order for thermoplastic street striping, stop bar and stop lettering in the amount of approximately $40,000; and approve $5,000 for staff labor to perform project management, inspection and materials testing; and authorize the City Engineer to add streets within Phase 1 of the PMP if it is projected that contingency funds are available; and authorize the City Engineer to request insurance for this project and issue a Notice of Proceed; thereby, making the first phase of the 2015/2016 PMP expenditure at $785,342.
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BACKGROUND:
As part of the 2015/2016 CIP, the City Council approved the initiation of the Cathedral City Pavement Management Program (PMP). The PMP is a preventative street maintenance program intended to revitalize and prolong the life of the City’s streets by either reconstruction or applying a specified form of asphalt slurry on each public street within the City, until all streets are renewed. Staff estimates that this may take approximately 5 to 7 years to cover all streets depending on future budgets. Once all streets have received attention the cycle will start again. Although this is an ambitious program, good results will prolong the life of streets for up to 15 plus years.
This year’s initial 2015-2016 program will start with Phase 1 application of PMI’s Type II Central Mix REAS slurry on programmed streets within individual Assessment Districts (ADs) that have matured and funding is available.
The REAS paving system was chosen for the durability, quality of the emulsion and the costs. PMI has secured the City of Los Angeles’s REAS paving contract as the most qualified low bidder. In accordance with past City Council approved piggyback purchasing authorization, the City is able to secure equal prices for material and application as given to the City of Los Angeles on a per unit basis. This piggybacking provides Cathedral City with a significant savings for this year’s kick off of the PMP.
As added background, on June 22, 2015, the City Council approved Resolution 2015-18 approving PMI to furnish REAS for the East Palm Canyon Drive REAS Project. A Public Interest Finding determined that the cost-effectiveness of the same piggybacking price received from the City of Los Angeles and offered to the City, was cost effective and competitively bid.
DISCUSSION:
City staff is requesting authorization to utilize cooperative purchasing to “piggyback” on the City of Los Angeles contract with PMI to furnish REAS within the City’s Assessment Districts outlined below.
PMI has evaluated the condition of the streets with City Staff and have concluded that the REAS application process will have an average spread ratio of approximately 10 square feet per gallon. Based on this evaluation and subsequent calculations, it is proposed that PMI will slurry City programmed streets (based on a gallon conversion to square feet) within each AD based on the amount of funding available within each AD:
1. AD 88-2 is located in the Panorama Neighborhood. AD 88-2 is generally bound by 30th Avenue to the north, Vega Road to the south, Date Palm Drive to the east, and Avenida La Paloma to the west. AD 88-2 will receive approximately 210,171 square feet of REAS.
2. AD 88-3 is also located in the Panorama Neighborhood. AD 88-3 is generally bound by Vista Chino to the north, 30th Avenue to the south, Date Palm Drive to the east, and Landau Boulevard to the west. AD 88-2 will receive approximately 550,924 square feet of REAS.
3. AD 2004-02 is located in The Cove of Cathedral City. AD 2004-02 is generally bound by East Palm Canyon Drive to the north, Foothill Road and the San Jacinto Mountains to the south, Chuparosa Road to the east, and Bankside Drive and West Cathedral Canyon Channel to the west. AD 2004-02 will receive approximately 425,000 square feet of REAS.
Please note that the above are estimates based on an estimated REAS absorption rate (based on a gallon conversion to square feet). Some City programmed streets may be eliminated and/or streets may be added within each individual AD. If a street is eliminated in this year’s program it will be added to next year’s program.
In addition, traffic control will be needed during this PMP process. Staff is requesting that PMI also perform the required traffic control as part of the contract. This is an additional cost estimated to be $1,000 per day.
After the REAS application process, thermoplastic striping, stop bar and stop word street application (striping) will be required. This service not performed by PMI. Staff is requesting that the City Engineer be authorized to negotiate and execute a contract/purchase order for striping services at an estimated amount of $40,000.
Phase 1 of the Pavement Management Program is estimated to be completed in five (5) continuous working days, subject to weather conditions and material availability. Phase 2 of the 2015-2016 PMP will take place in early spring 2016 after the street conditions in the other assessment districts have been evaluated.
ENVIRONMENTAL ANALYSIS:
Staff has reviewed the Project and has determined that the Project does not have a significant effect on the environment and is Categorically Exempt as it involves work on existing streets and is listed as a Class 1 Exemption under CEQA Guidelines §15301.(c).
FISCAL IMPACT:
The City Capital Improvement Program (CIP) overall PMP budget for Fiscal year 2015-2016 is $1,298,861. Phase 1 of the 2015-2016 PMP will only use a portion of the budget. Funding is divided among the ADs as follows:
Fund Assessment Amount Budget
346 88-2 $111,267.00 Existing
347 88-3 $370,540.80 Existing
354 2004-02 $225,000.00 Existing
TOTAL: $706,807.80
Subtracted from each AD, in proportion to the gallons applied, Staff is requesting that overall a 10% contingency of $78,534.20 to be applied for unforeseeable construction circumstances, $40,000 to be applied for striping, $5,000 be applied for Staff labor to perform project management, inspection and materials testing and $706,807.80 be applied to entering of a contract/purchase order with PMI for the supply and application of the REAS.
If contingency funds are projected to be available towards the end of Phase 1, Staff is requesting that these funds be used to add streets to this Project.
ATTACHMENTS:
Attachment No. 1: Assessment District Map(s)