City Council
MEETING DATE: 10/12/2016
TITLE:
Title
Approve a Purchase Order with Petrochem Materials Innovation, LLC (PMI) to Supply and apply Rubberized Emulsion Aggregate Slurry (REAS) for the Third Phase of the City’s Pavement Management Program (PMP) and perform minor patch repairs on East Palm Canyon.
End
FROM:
John A. Corella, P.E., 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 to City Staff designated streets for the Third Phase of the PMP and include traffic control and striping in the amount of $327,470.20 and authorize the City Manager (or designee) to execute the required contract documents; and approve a ten percent (10%) contingency in the amount of $32,747 dollars for unforeseeable construction costs; and approve $5,000 for staff labor to perform inspection and materials testing; and authorize the City Engineer to request insurance for this project and issue a Notice of Proceed; and, thereby making the Phase Three of the Pavement Management Program expenditure $365,217.20; and authorize the City Engineer to coordinate and contract outside services for additional street patch repairs on East Palm Canyon with conventional asphalt and REAS while PMI is working within the City not to exceed $30,000.
Body
BACKGROUND:
On September 14 2015, staff provided the City Council with an update and opened a discussion on some of the projects and future efforts the City will be initiating in the Dream Homes neighborhood. One of the projects included in this discussion was an application of rubberized emulsion aggregate slurry (REAS) to the asphalt in this area to maintain and prolong the life of these streets. At the time, staff was waiting on a cost estimate from PMI to determine if the entire neighborhood would be able to receive treatment.
DISCUSSION:
City staff is requesting authorization to utilize cooperative purchasing to “piggyback” on the City of Los Angeles' contract with PMI to furnish REAS for the Third Phase of the Pavement Management Plan. The City of Los Angeles conducted a competitive bid process and a contract was awarded to PMI on 01/01/2016.
PMI has evaluated the condition of the streets with City Staff and has determined the REAS application will have an average spread ratio of approximately 10 square feet per gallon. Based on this evaluation and subsequent calculations, PMI prepared a cost estimate that includes the price of the slurry, machinery, and labor. The cost estimate also includes traffic control and striping in the contract with PMI. The contracts for each phase of the program are based on the amount of funding available in this assessment district.
Staff is proposing to apply REAS to each of the residential streets within the assessment district only. The Public Works Division is currently applying crack seal to these streets in preparation of the REAS. Staff is currently working with PMI to coordinate traffic control and resident parking to have minor inconvenience throughout the duration of this Phase. Each address and parcel in the Dream Homes will be pre-noticed in addition to the notice provided by PMI. Staff has also been in contract with the Palm Springs Unified School District in anticipation of this REAS project. No Sunline Transit bus routes will be impacted during this work.
Staff is lastly proposing to make repairs to existing rubberized pavement on East Palm Canyon (EPC) while PMI is working within the City. The work will involve hiring a contractor to grind designated areas in need of repair, replace with conventional asphalt and applying REAS over the surface.
ENVIRONMENTAL ANALYSIS:
No environmental impact. All slurry 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 PMI cost estimate for AD 2004-01 (Dream Homes) is calculated at $327,470.20. In addition to the cost estimate, staff is seeking approval of a ten percent (10%) contingency of $32,747 to be applied for unforeseeable construction circumstances; approval of $5,000 for inspection and materials testing; and thus, making the total amount of Phase III $365,217.20.
City Engineer street patch repairs will be funded by Gas Tax (Fund 231) and Measure A (Fund 243) and will not to exceed $30,000.
ATTACHMENTS:
1. Attachment No. 1: PMI Phase III Agreement Package.