Item 14 - Extension of the 2018-19 Street Maint. Contract for 2020-2021; Bid No. 18-022, American Asphalt South, Inc.June 16, 2020, Item #14DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA RE PO RT City of Poway June 16, 2020 Honorable Mayor and Members of the City Council Robert Manis, Director of Development ServicesM Jeff Beers, Special Projects Engineer~ (858) 668-4624 or jbeers@poway.or~ CITY COUNCIL Extension of the 2018-2019 Street Maintenance Project Contract for the 2020-2021 Street Maintenance Project; Bid No. 18-022, American Asphalt South, Inc. The street maintenance project consists of placement of type II emulsion aggregate slurry and polymer modified chip seal along with raising water, sewer and monument lids flush to grade. On June 19, 2018 the 2018-2019 Street Maintenance Project was awarded to American Asphalt South, Inc. The contract includes a provision that allows for the contract to be extended twice. This is the second and final of the allowable extensions. Recommended Action: It is recommended that the City Council approve the second amendment to the 2018-2019 Street Maintenance Project contract for the 2020-2021 Street Maintenance Project in the amount of $1,153,978.65. Discussion: American Asphalt South, Inc. successfully executed and completed the 2019-2020 Street Maintenance Project and submitted new unit prices, as required by the contract documents. The revised unit prices have been reviewed and accepted by staff. The cost of most of the work within the project remained the same as last year. Some unit costs increased within expected escalation rates. All provisions of the 2018-2019 Street Maintenance Project contract will remain except for the description of the 2020-2021 Street Maintenance Project scope of work and revised unit pricing. The scope of this year's project includes placement of street maintenance treatments on streets within Street Maintenance Zone 2. The streets are located south of Lake Poway Road, east of Midland Road and north of Poway Road. The work is also located on both sides of Twin Peaks Road from Espola Road to Midland Road and on both sides of Espola Road from Sandhill Road to Poway Road excluding Titan Way to Twin Peaks Road. That section of Espola Road was excluded until the completion of the Espola Road Safety Improvements project. This work has been coordinated with the 2019-2020 Street Overlay Project and the 2020-2021 Citywide Striping Project. 1 of 4
June 16, 2020, Item #14Environmental Review: The proposed asphalt/concrete pavement rehabilitation of existing City streets with the 2020-2021 Street Maintenance Project is Categorically Exempt from the California Environmental Quality Act (CEQA) as a Class 1 Categorical Exemption, pursuant to Section 15301 (c) of the CEQA Guidelines, in that the project involves maintenance of existing streets with no expansion of use. Fiscal Impact: The Proposed Budget for Fiscal Year 2020-21, which will be considered by Council on June 16, 2020, includes $422,700.00 in account 411040-43203, $800,000.00 in account 411040-43205, and $35,700.00 in account 415010-43040, for a total of $1,258,400.00. This is to extend the 2018-2019 Street Maintenance Project contract for the 2020-2021 Street Maintenance Project in the amount of $1,153,978.65, upon adoption of the proposed budget. Public Notification: None. Attachments: A. Second Amendment to the Contract Reviewed/ Approved By: Assistant City Manager 2 of4 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch~ City Manager
June 16, 2020, Item #14SECOND AMENDMENT TO THE CONTRACT BETWEEN THE CITY OF POWAY AND AMERICAN ASPHALT SOUTH, INC. 14436 Santa Ana Avenue Fontana, CA 92337 This Second Amendment to Contract (the "Second Amendment") is made effective June 17, 2020, by and between the City of Poway, a municipal corporation (the "City") and AMERICAN ASPHALT SOUTH, INC., a California corporation (the "Contractor") to extend the term of that certain City of Poway Unit Price Contract to the 2018-2019 Street Maintenance Project dated June 20, 2018 (the "Contract"). RECITALS A. The City and Contractor entered into the Contract for a term that began on June 20, 2018, and which was originally to expire on June 18, 2019. 8. Under the conditions of the 2018-2019 Street Maintenance Project Special Provisions, Section 2-15, Contract Length, the parties by mutual consent, can extend the agreement by up to two (2) one-year periods. C. The parties now wish to extend the term of the Contract to June 30, 2021. NOW, THEREFORE, in consideration of the mutual benefits to be derived thereupon, the parties agree to amend the Contract as follows: 3 of4 1. For the period of June 17, 2020, through June 30, 2021, the title of the project shall be changed from the "2018-2019 STREET MAINTENANCE PROJECT" to the "2020-2021 STREET MAINTENANCE PROJECT," (the "2020-2021 Project"). Except for work to cure any defaults in work performed under the Contract during its initial term, all work to be performed between the effective date and expiration date of this Contract extension shall be for the 2020-2021 Project. 2. The Construction Contract for the 2020-2021 Project, attached to this Extension as Attachment 1, shall apply to all work performed for the 2020-2021 Project. 3. The Bonds for Material and Labor and for Faithful Performance, attached to this Extension as Attachments 2 and 3, respectively, shall apply to all work performed for the 2020-2021 Project. 4. The Guaranty for the 2020-2021 Project, attached to this Extension as Attachment 4, shall apply to all work performed for the 2020-2021 Project. 5. The Worker's Compensation Insurance Certificate dated _____ , 2020, attached to this Extension as Attachment 5, shall apply to all work performed for the 2020-2021 Project. ATTACHMENT A
June 16, 2020, Item #14Second Amendment American Asphalt South, Inc. Page 2 6. The Unit Price Proposal for the 2020-2021 Project, together with the revised Bid Schedule, collectively attached to this Extension as Attachment 6, shall apply to all work performed for the 2020-2021 Project. 7. The List of Subcontractors for the 2020-2021 Project, attached to this Extension as Attachment 7, shall apply to all work performed for the 2020-2021 Project. 8. The Worker Classifications for the 2020-2021 Project, attached to this Extension as Attachment 8, shall apply to all work performed for the 2020-2021 Project. 9. The Non-Collusion Affidavit for the 2020-2021 Project, attached to this Extension as Attachment 9, shall apply to all work performed for the 2020-2021 Project. Except as otherwise expressly provided above, all the provisions of the Contract between the City of Poway and AMERICAN ASPHALT SOUTH, INC., effective June 20, 2018, as extended by the Second amendment, shall remain in full force and effect. IN WITNESS WHEREOF the parties have caused the Contract to be executed as follows: BY: BY: ATTEST: 4of4 DATED --------------------Ly I e Stone Secretary American Asphalt South, Inc. DATED --------------------Chris Hazeltine City Manager City of Poway Faviola Medina City Clerk City of Poway DATED ---------