City Council
MEETING DATE: 3/23/2016
TITLE:
Title
Phase Two of the City’s Pavement Management Program (PMP)
End
FROM:
John A. Corella, P.E. - City Engineer
RECOMMENDATION:
Recommendation
Staff recommends the City Council approve a cooperative purchase order with PetroChem MateriaIs Inc. (PMI) to supply and apply Rumberized Emulsion Aggregate Slurry (REAS) to designated streets for the first part of the Second Phase of the PMP and include traffic control and striping in the amount of $414,900 and authorize the City Manager (or designee) to execute the required contract documents; and approve a fifteen percent (15%) contingency in the amount of $62,235 dollars for unforeseeable construction costs; and approve $7,000 for staff labor to perform project management, inspection and materials testing; and authorize the City Engineer to request insurance for this project and issue a Notice of Proceed; thus making the first part of the second phase of the 2015/2016 PMP expenditure $484,135.
Body
BACKGROUND:
On October 2015, the City Council approved the first phase of the Cathedral City Pavement Management Program (PMP). The PMP is an ongoing 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. Once all streets have received attention the cycle will start again.
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 the past City Council approved cooperative 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 cooperative purchasing provides Cathedral City with significant savings for implementing this next phase of the city-wide PMP.
DISCUSSION:
City staff is requesting authorization to utilize cooperative purchasing to “piggyback” on the City of Los Angeles contract pricing with PMI to furnish REAS within the City’s Assessment Districts and additional public streets outlined below.
Petrochem Materials Innovation, LLC (PMI) has evaluated the condition of the streets with City Staff and concluded that the REAS application process will have an average spread ratio of approximately 10 square feet per gallon. Based on this estimated evaluation and subsequent calculations, it is proposed for PMI to slurry City programmed streets (based on a gallon conversion to square feet) with funding available within each designated Assessment District and using available Measure A Funds as follows:
• AD 2004-02: 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 518,700 square feet of REAS.
• AD 86-5: Located in the east side of the City. AD 86-5 is generally bound by McCallum Way to the north, Ramon Road to the south, Date Palm Drive to the west, and Santoro Drive to the east. AD 86-5 will receive approximately 412,000 square feet of REAS.
• McCallum Way: Located on the north side of Assessment District 86-5. The segment receiving slurry is bounded by Date Palm Drive and Santoro Drive. McCallum Way will receive approximately 166,000 square feet of REAS. The south half of McCallum will be completed using AD 86-5 funding and the north half will be completed using a combination of State Gas Tax and Measure A maintenance funding.
• Officer Jermaine Gibson: A road on the east side of the City limits. Officer Jermaine Gibson is situated perpendicular to East Palm Canyon Drive to the north. This segment of road will receive approximately 27,200 square feet of REAS and will be funded using State Gas Tax and Measure A maintenance funds.
• Kyle Road and Auto Park Drive: Roads located within the Cathedral City Auto Center. The Auto Center is generally bounded by Perez Road to the north and west, and by East Palm Canyon Drive to the south. Kyle Road and Auto Park Drive will receive approximately 42,100 square feet of REAS and will also be funded using State Gas Tax and Measure A maintenance funds.
Please note that the above are estimates based on an estimated REAS absorption rate (based on a gallon conversion to square feet). Some selected 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 at $1,000 per day.
After the REAS application process, striping, stop bar and stop legend thermal street paint application (striping) will be required. Staff is requesting that PMI use the same striping company (Superior Striping) to apply the required striping as part of the contract. This is an estimated cost of $20,365.
The second phase of the Pavement Management Program is estimated to be completed in seven (7) continuous working days, subject to weather conditions.
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 PMP budget for the first part of the Phase Two PMP is $484,135. The streets in Zones 3 and 4 will be funded using State Gas Tax and Measure A finds for street maintenance. Funding is divided among the ADs and additional streets as follows:
Fund Assessment Amount CIP/PMP
344 Zone 1: 86-5 $170,980.00 Existing
354 Zone 2: 2004-02 $215,260.00 Existing
241/243 Zone 3: CC Auto Center $17,471.00 Existing
241/243 Zone 4: Off. Jermaine Gibson $11,288.00 Existing
Total $414.999.00
Subtracted from each AD and the additional roads, in proportion to the gallons applied, Staff is requesting that overall a fifteen percent (15%) contingency of $62,235 to be applied for unforeseeable construction circumstances; $7,000 be applied for Staff labor to perform project management, inspection and materials testing; and $414,900 be applied to the award of a contract to PMI for the supply and application of REAS, traffic control, and striping.
If contingency funds are projected to be available towards the end of the Project, Staff is requesting that these funds be used to add streets to this phase of the PMP.
ATTACHMENTS:
Attachment No. 1: PMI Cost Estimate including traffic control and striping.
Attachment No. 2: Assessment District Map(s)