Item 5 - Partial Accept. of Ext. of 18-19 St. Maint. for 20-21 St. Maint. Proj.; Bid 18-022 with American Asphalt SouthFebruary 16, 2021, Item #5DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA REPORT CityofPoway February 16, 2021 Honorable Mayor and Members of the City Council Robert Manis, Director of Development Services~ Jeff Beers, Special Projects Engineer ~ (858) 668-4624 or jbeers@poway.org CITY COUNCIL Partial Acceptance of the Extension of the 2018-2019 Street Maintenance Project Contract for the 2020-2021 Street Maintenance Project; Bid No. 18-022 (Second Amendment) with American Asphalt South, Inc., as Complete On June 16, 2020, the City Council awarded the contract for the Extension of the Fiscal Year 2018-2019 Street Maintenance Project Contract for the Fiscal Year 2020-2021 Street Maintenance Project; Bid No. 18-022 to American Asphalt South, Inc. in the amount of $1,153,978.65. This action will partially accept the project as complete. Recommended Action: It is recommended that the City Council partially accept the contract of the Extension of the 2018-2019 Street Maintenance Project Contract for the 2020-2021 Street Maintenance Project as complete and authorize the release of retention in the amount of $56,001.93, if unencumbered, 45 days after City Council acceptance. Discussion: The 2020-2021 Street Maintenance Project (FY 2020-21 Project) placed approximately 4.2 million square feet of type II and 166,000 square feet of type I emulsion aggregate slurry and approximately 314,000 square feet of polymer modified chip seal and raised 207 water, sewer, and monument lids flush to grade. The scope of the FY 2020-21 Project included 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. This section of Espola Road was excluded until the completion of the Espola Road Safety Improvements project. The rehabilitation of the Community Park parking lot was scheduled to be complete with the 2019-2020 Street Maintenance Project. With the construction of the new Mickey Cafagna Community Center it was determined that the rehabilitation of the parking lot would be rescheduled to the spring of 2021, prior to the completion of the new Community Center. A change order will be processed and 1 of 2
February 16, 2021, Item #5paid from the Mickey Cafagna Community Center Project budget (BDG0001) to place a type I slurry seal and complete the parking lot rehabilitation. The change order will extend the contract time by 140 days. Tasks from the FY 2020-21 Project scope of work were completed in December 2020 to the satisfaction of City staff. By partially accepting the project as complete, the retention on that portion of the contract ($1,120,038.69) may be released. The remaining retention on the FY 2020-21 Project scope of work is $56,001.93. This action partially accepts the Extension of the 2018-2019 Street Maintenance Project Contract for the 2020-2021 Street Maintenance Project as complete, however the contract will remain in force and open until March 31, 2021 to complete the change order tasks for the Community Center parking lot. There was one Change Order to zero-out the exact quantities constructed with the estimated quantities in the contract bid schedule which reduced the contract by $33,939.96. The current contract amount is $1,120,038.69. Environmental Review: The matter of acceptance of public improvements that have been completed, which were the subject of a prior environmental determination, is not subject to the California Environmental Quality Act. Fiscal Impact: Sufficient funds are available in 2020-2021 Street Maintenance Project account (411040-43205). After the retention payment of $40,225.93, there will be an available balance of $598,285.92. Once the remaining portions of the project have been completed, surplus funds will be returned to the Gas Tax Fund, for use on future projects. Public Notification: None. Attachments: None. Reviewed/ Approved By: Wendy Kaserman Assistant City Manager 2 of 2 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch~ City Manager