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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
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Subject:. A resolution authorizing 1) an
increase to the annual purchase orders
to Matich Corporation and/or Vulcan
Materials/Cal Mat Division to supply
materials for roadway pavement
rehabilitation for use by the Public
Services Department, and
2) issuance of three separate purchase
orders to Matich Corporation and/or
Vulcan Materials/Cal Mat Division to
supply asphalt materials for roadway
pavement rehabilitation of three Capital
Improvement Projects.
From: Lynn Merrill, Director
Dept: Public Services
Date January 9, 2003
Meeting Date: January 21,2003
Synopsis of Previous Council Action
Reso 2000-37 Adopted February 22,2000 - Increase PO by $10,000
2000-245 August 7,2000 Annual PO of $40,000
2002-11 January 7, 2002 Increase PO by $110,000
Recommended Motion:
Adopt resolution.
Ray Casey, City Engineer
I/IttJ
Ly n Merrill, Public Services Director
Contact person Lynn Merrill, Director
Phone:
5140
Supporting data attached:
Ward:
4,6,7
$ 69,300
001-402-5111
Materials and Supplies
FUNDING REQUIREMENTS:
Amount:
Source:
Amount:
Source:
$ 42,500
129-367-5504-7299,7298
126-369-5504-7303
Finance:
Council Notes:
'12~'u 2CO',s -42,
J.j 3/aJ
Agenda Item No. J 7
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing 1) an increase to the annual purchase orders to Matich
Corporation and/or Vulcan Materials/Cal Mat Division to supply materials for roadway
pavement rehabilitation for use by the Public Services Department, and
2) issuance of three separate purchase orders to Matich Corporation and/or Vulcan
Materials/Cal Mat Division to supply asphalt materials for roadway pavement
rehabilitation of three Capital Improvement Projects.
Background:
As part of an overall emphasis on street repair and maintenance activities within the
current fiscal year, the Public Services Department, Street Division in conjunction with
Development Services has implemented the Capital Improvement Program Pilot
Project. On major street resurfacing efforts, this pilot project utilizes Public Services
Street Division crews to perform the street surface preparation, sweeping, rake and
shovel work during pavement application, and rolling machine work. The Development
Services Department provided field engineering services, assisted with traffic control,
administration of contract inspection, and project related signing and striping.
Contractors are used to provide inspection, cold-milling grinding and the high-volume
paving machine operations under prevailing wage provisions.
Three Capital Improvement Program pilot projects have been completed since July 1,
2002 utilizing a 1-112 inch grind and overlay procedure that was called for in the Capital
Improvement Program.
The existing purchase orders with Matich and Vulcan were approved by the Mayor and
Common Council on January 7,2002 (Resolution 2002-11) in the amount of $150,000.
As a result of the above work, CIP funds in the amount of $69,300 from Accounts 129-
367-5504-7294, 129-367-5504-7295 and 129-367-5504-7296 were used to pay for the
asphalt purchased by the Public Services Department under the existing purchase
orders. The Public Services Department is hereby requesting an increase of $69,300
from the remaining fund balance within account 001-402-5111 for a total amount not to
exceed $219,300 for the combined purchase orders to Matich Corporation and/or
Vulcan Materials/Cal Mat Division.
The Development Services and Public Services Departments are now requesting
authorization to continue this pilot project by accomplishing the following projects
identified in the FY02-03 Capital Improvement Plan:
CIP # Proiect Description
49. 28th Street between Fremontia and Valencia (Ward 7)
50. Parkdale between Sepulveda to Waterman (Ward 4,7)
55. Virginia between Med. Center to Pennsylvania (Ward 6)
TOTAL
CIP Budqet
$20,000.00
$100,00000
$75,000.00
$195,000.00
Each project consists of cold milling (grinding) 1-1/2 inch of the existing street and
replacing it with new asphalt, various street repairs, crack sealing, striping and traffic
loop installation as needed. These sections of road were identified for this work through
the City's Pavement Management Program, as well as through field inspections.
Staff is requesting authorization for the Public Works Division of Development Services
to issue separate purchase orders for paving materials for each of the above three CIP
projects identified above to Matich Corporation and/or Vulcan Materials/Cal Mat
Division, in the following amounts:
49. 28th Street between Fremontia and Valencia (Ward 7) $4,250.00
Project Account No. 129-367-5504-7299
50. Parkdale between Sepulveda to Waterman (Ward 4,7) $20,000.00
Project Account No. 126-369-5504-7303
55. Virginia between Med. Center to Pennsylvania (Ward 6) $18,250.00
Project Account No. 129-367-5504-7298
TOTAL $42,500.00
Authorization is requested to proceed with this program to further evaluate the
effectiveness of this pilot project. At the conclusion of these projects staff will prepare a
report which outlines the effectiveness of continuing this program in the future.
Financial Impact:
Use of CIP funds in the amount of $69,300.00 from Accounts 129-367-5504-7294, 129-
367-5504-7295 and 129-367-5504-7296 resulted in corresponding savings of $69,300
in account 001-402-5111 Street Division, Materials and Supply. Staff is requesting that
the Matich Corporation and/or Vulcan Materials/Cal Mat Division purchase orders, be
increased from $150,000 to a combined total amount of $219,300.00.
Funds in the amount of $42,500 for the three requested purchase orders are included in
the FY02-03 budget under accounts 129-367-5504-7299, 129-367-5504-7298 and 126-
369-5504-7303.
Recommendation:
Adopt resolution.
2
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director
Subject:. A resolution authorizing 1) an
increase to the annual purchase orders
to Matich Corporation and/or Vulcan
Materials/Cal Mat Division to supply
materials for roadway pavement
rehabilitation for use by the Public
Services Department, and
2) issuance of three separate purchase
orders to Matich Corporation and/or
Vulcan Materials/Cal Mat Division to
supply asphalt materials for roadway
pavement rehabilitation of three Capital
Improvement Projects.
Dept: Public Services
Date January 9, 2003
Meeting Date: January 21, 2003
Synopsis of Previous Council Action
Reso 2000.37 Adopted February 22,2000 - Increase PO by $10,000
2000.245 August 7, 2000 Annual PO of $40,000
2002.11 January 7,2002 Increase PO by $110,000
Recommended Motion:
Adopt resolution.
LY~~' SeN"" o;eed"
Ray Casey, City Engineer
Contact person Lynn Merrill, Director
Phone:
5140
Supporting data attached:
Ward:
4, 6, 7
FUNDING REQUIREMENTS:
Amount:
Source:
$ 69,300
001-402.5111
Materials and Supplies
Amount:
Source:
$ 42,500
129.367.5504.7299, 7298
126.369.5504.7303
Finance:
Council Notes: R'IJ2..L~~ >/';</05/ dill
;}'/3/03
Agenda Item No. /7
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing 1) an increase to the annual purchase orders to Matich
Corporation and/or Vulcan Materials/Cal Mat Division to supply materials for roadway
pavement rehabilitation for use by the Public Services Department, and
2) issuance of three separate purchase orders to Matich Corporation and/or Vulcan
Materials/Cal Mat Division to supply asphalt materials for roadway pavement
rehabilitation of three Capital Improvement Projects.
Background:
As part of an overall emphasis on street repair and maintenance activities within the
current fiscal year, the Public Services Department, Street Division in conjunction with
Development Services has implemented the Capital Improvement Program Pilot
Project. On major street resurfacing efforts, this pilot project utilizes Public Services
Street Division crews to perform the street surface preparation, sweeping, rake and
shovel work during pavement application, and rolling machine work. The Development
Services Department provided field engineering services, assisted with traffic control,
administration of contract inspection, and project related signing and striping.
Contractors are used to provide inspection, cold-milling grinding and the high-volume
paving machine operations under prevailing wage provisions.
Three pilot Capital Improvement Program projects have been completed since July 1,
2002 with the following results:
FY02-03 CIP Actual Area Paved If CIP Cost Total Direct Allocated Total Savingsl % Savings
CIP Proposed Different than CIP Estimate Project Indirect Project (Cost) to CIP fromCIP
Project Street Costs Costs Cost Program Cost
Number Segment Estimates
74 34th Street, fr Expanded From $85.800 $30.936 $12.913 $43.849 $41.951 51.1%
Stoddard to Stoddard west to E SI.
Mountain
View
75 36th Street, fr Expanded from $16.000 $14.937 $ 6.246 $21.183 1$5.183) -32.3%
Pershing to Pershing to 1 block
Mountain East of Mountain View.
View
76 30th Street, fr Expanded East from $34.200 $35.035 $15.535 $50.570 ($16.370) -47.9%
Country Club Fremontial to Valencia
to Fremontia and Expanded West
From Country Club to
Waterman.
TOTAL ALL $136.000 $80.908 $34.694 $115.602 $20.394 15.0%
PILOT
PROJECTS
In each of the above projects, the original surface area paved was expanded while
providing an overall 15.0% cost savings over the original CIP estimates for all three
projects. These direct projects costs are for actual salaries, materials and outside
services. Allocated indirect costs include that portion of the Departments' costs that are
related to Administration and operation of the Departments. This program has the
potential for providing additional savings to the CIP for pavement rehabilitation projects
of a similar nature.
The existing purchase orders with Matich and Vulcan were approved by the Mayor and
Common Council on January 7, 2002 (Resolution 2002-11) in the amount of $150,000.
As a result of the above work, CIP funds in the amount of $69,300 from Accounts 129-
367-5504-7294, 129-367-5504-7295 and 129-367-5504-7296 were used to pay for the
asphalt purchased by the Public Services Department under the existing purchase
orders. The Public Services Department is hereby requesting an increase of $69,300
from the remaining fund balance within account 001-402-5111 for a total amount not to
exceed $219,300 for the combined purchase orders to Matich Corporation and/or
Vulcan Materials/Cal Mat Division.
The Development Services and Public Services Departments are now requesting
authorization to continue this pilot project by accomplishing the following projects
identified in the FY02-03 Capital Improvement Plan under Streets and Street Lighting:
CIP # Proiect Description
49. 28th Street between Fremontia and Valencia (Ward 7)
50. Parkdale between Sepulveda to Waterman (Ward 4,7)
55. Virginia between Med. Center to Pennsylvania (Ward 6)
TOTAL
CIP BudQet
$20,000.00
$100,000.00
$75,000.00
$195,000.00
Each project consists of cold milling (grinding) 1-1/2 inch of the existing street and
replacing it with new asphalt, various street repairs, crack sealing, striping and traffic
loop installation as needed. These sections of road were identified for this work through
the City's Pavement Management Program, as well as through field inspections.
Staff is requesting authorization for the Public Works Division of Development Services
to issue separate purchase orders for paving materials for each of the above three CIP
projects identified above to Matich Corporation and/or Vulcan Materials/Cal Mat
Division, in the following amounts:
49. 28th Street between Fremontia and Valencia (Ward 7) $4,250.00
Project Account No. 129-367-5504-7299
50. Parkdale between Sepulveda to Waterman (Ward 4,7) $20,000.00
Project Account No. 126-369-5504-7303
55. Virginia between Med. Center to Pennsylvania (Ward 6) $18,250.00
Project Account No. 129-367-5504-7298
TOTAL $42,500.00
2
Financial Impact:
Use of CIP funds in the amount of $69,300.00 from Accounts 129-367-5504-7294, 129-
367-5504-7295 and 129-367-5504-7296 resulted in corresponding savings of $69,300
in account 001-402-5111 Street Division, Materials and Supply. Staff is requesting that
the Matich Corporation and/or Vulcan Materials/Cal Mat Division purchase orders, be
increased from $150,000 to a combined total amount of $219,300.00.
Funds in the amount of $42,500 for the three requested purchase orders are included in
the FY02-03 budget under accounts 129-367-5504-7299, 129-367-5504-7298 and 126-
369-5504-7303.
Recommendation:
Adopt resolution.
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RESOLUTION NO.
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21
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING 1) AN INCREASE TO THE ANNUAL
PURCHASE ORDERS TO MATICH CORPORATION AND/OR VULCAN
MATERIALS/CAL MAT DIVISION TO SUPPLY MATERIALS FOR ROADWAY
PAVEMENT REHABILITATION FOR USE BY THE PUBLIC SERVICES
DEPARTMENT, AND 2) ISSUANCE OF THREE SEPARATE PURCHASE ORDERS
TO MATICH CORPORATION AND/OR VULCAN MATERIALS/CAL MAT DIVISION
TO SUPPLY ASPHALT MATERIALS FOR ROADWAY PAVEMENT
REHABILITATION OF THREE CAPITAL IMPROVEMENT PROJECTS.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Matich Corporation and Vulcan Materials/Cal Mat Division
provides materials for City street repairs; pursuant to this determination the Purchasing
Manager is hereby authorized to increase the Annual Purchase Orders to Matich
Corporation and Vulcan Materials/CalMat Division by $69,300 for a total combined
amount not-to-exceed $219,300.
SECTION 2. The Purchase Orders shall reference this Resolution No.
and shall read, "Matich Corp. and Vulcan Materials/Gal Mat Division, materials for
roadway pavement rehabilitation increase P.Os, not-to-exceed $219,300"
SECTION 3. The Purchasing Manager is hereby authorized to issue three
separate purchase orders to Matich Corporation and Vulcan Materials/Gal Mat Division
for a combined total not-to-exceed $42,500.
SECTION 4. The Purchase Orders shall reference this Resolution No.
and shall read, "Matich Corp. and Vulcan Materials/Gal Mat Division, materials for
roadway pavement rehabilitation for a combined total not-to-exceed $42,500".
SECTION 5. The authorization to execute the above referenced increase to
purchase orders and to issue three separate purchase orders is rescinded if not issued
within sixty (60) days of the passage of this resolution.
January 7, 2003
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING 1) AN INCREASE TO THE ANNUAL
PURCHASE ORDERS TO MATICH CORPORATION AND/OR VULCAN
MATERIALS/CAL MAT DIVISION TO SUPPLY MATERIALS FOR ROADWAY
PAVEMENT REHABILITATION FOR USE BY THE PUBLIC SERVICES
DEPARTMENT, AND 2) ISSUANCE OF THREE SEPARATE PURCHASE ORDERS
TO MATICH CORPORATION AND/OR VULCAN MATERIALS/CAL MAT DIVISION
TO SUPPLY ASPHALT MATERIALS FOR ROADWAY PAVEMENT
REHABILITATION OF THREE CAPITAL IMPROVEMENT PROJECTS.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
day of
, 2003, by the
following vote, to wit:
11 Council Members:
AYES
NAYS
ABSTAIN ABSENT
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ESTRADA
LONGVILLE
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution IS hereby approved this
,2003.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
By:
I \) I
/', ,-..:t~:t., ~f'-
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I , " ' \.. _' ~ ~! '> ;
January 7, 2003
. .....
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ? .- 3 0-6 Item #
Vote: Ayes i"J-{ (, Nays.0-
I
Change to motion to amend original documents: --
Zo03 -43
Absent -e
I 1\ Resolution #
Abstain C) 'I
Reso. # On Attachments: -- Contract term: -
Note on Resolution of Attachment stored separately: -=--
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: '2.. .. 5 - eJ ....-::,
Date of Mayor's Signature: ;; - S. u 3'
Date of C1erk/CDC Signature: ,? - .,:;. CJ ~S
Date lVremGILetter Sent for Signature:
-_.~
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
------
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
./
Code Compliance Dev. Services
Police Public Services /' Water
City Attorney
Parks & Rec.
Notes:
NullNoid After:("CJ D~j I ~/-t....J-O~
I
By:
Reso. Log Updated: /
Seal Impressed: ---
Date Returned:
Yes-L No By
Yes No-L By
Yes No-L By
Yes No I By
No / ..
Yes y-
EDA
Finance ,,/'
MIS
Others:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc,l
Ready to File: .12+1-
Date: :J -'{-03
Revised 01/12/01