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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk, Director
Subject: Resolution awarding contract to
O ,... , ,... I . ,. American Asphalt Repair & Resurfacing
h j . '. j L Co., Inc., for pavement rehabilitation by
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app ymg s urry sea at vanous ocatlOns, per
Plan No. 10321.
MCC Date: February 4, 2002
Dept: Development Services
Date: January 24, 2002
File: 1.7242
Synopsis of Previous Council Action:
7/9/01 Allocation of $420,700 in the 2001/02 Capital Improvement Program (CIP) for Pavement
Rehabilitation by applying slurry seal at various locations (Account No. 126-369-5504-7187 for
$75,000 & Account No. 129-367-5504-7242 for $345,700).
Recommended Motion:
I) Adopt Resolution.
2) Authorize the Director of Finance to amend the FY 2001/2002 budget and transfer $c 20,000
from Account No. 242-000-3405 (unallocated balance - Street Construction Fund) to Account
No. 242-362-5504-0000 (New project - Street Construction Fund).
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Contact person: Mehran Sepehri, Senior Civil Engineer
Phone:
S127
1,2, 6 & 7
Supporting data attached: Staff Report, Map, Exhibit B & Reso. Ward:
FUNDING REQUIREMENTS: Amount: $251,000
Source: (Acct. No's.) 126-369-5504-7187, 129-367-5504-7242,
242-362-5504-0000 & 001-325-5507-0000
Council Notes:
Acct. Description: City-wide Pavement rehabilitation (Slurrv Seal Phase
11) ~
Finance: ~i<<~L;/f1iA~
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Agenda Item No.J5
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Resolution awarding contract to American Asphalt Repair & Resurfacing Co., Inc., for pavement
rehabilitation by applying slurry seal at various locations, per Plan No. 10321.
Background:
This project consists of repairing parking lots, street sections, crack sealing, street cleaning, and
application of slurry seal. It is intended that slurry seal will be applied to residential streets that are
in moderate condition. However, pursuant to general policy direction received and consistent with
good pavement management philosophy, nearby streets that are considered to be in poor condition
will not receive a slurry seal application. Staff will incorporate more substantial pavement
rehabilitation strategies for some of these residential streets into the up-coming draft five year
Capital Improvement Program budget for council consideration, based on an assessment of
available funding road conditions and overall City-wide priorities, as determined by the Pavement
Management Program. Staff proposes to move forward with this project as the most economic
way to extend the life of the selected streets by 3 to 5 years.
Each year an allocation is made in the 126 Gas Tax Fund and in the 129 v,-cent Sales Tax Fund for
the rehabilitation of various streets within the community. Factors to consider are traffic volumes,
street conditions, service life of pavement, and the availability of funding. For reference purposes,
Exhibit "B" shows a summary of locations where slurry sealing has been completed from phases I
to II over the last several years.
The areas selected for the II TH phase of this project include the three neighborhoods depicted in
Exhibit "A" as area "A", generally, but not all inclusive of the area bordered by Baseline Street to
the south, State Street to the west, Highland Avenue to the north, and Medical Center Drive to the
east; area "B", generally, but not all inclusive of the area bordered by Portola Street to the south,
Bronson Street to the west, Jadestowne Avenue to the north, and Acapulco Avenue to the east, and
area "C", generally, but not all inclusive of the area bordered by 1-10 south, Richardson to the
west, Hardt Street to the north, and Revera A venue to the east.
In addition, staff is proposing to rehabilitate two City owned parking lots at this time. Parking Lot
#1 is the CYSA Soccer Complex parking lot at the northeast comer of Pacific Avenue & Arden
Drive. Parking Lot # 2 is also a City owned lot at the northeast comer ofMt. Vernon Avenue &
5th Street. The proposed construction cost to repair and apply slurry seal to Parking Lot # I is
$19,990 and the cost for Parking Lot # 2 is $11,350. In order to receive the best price for those
improvements, staff included them in the overall Phase XI Slurry Seal project to take advantage of
the associated economics of scale.
The Parking Lot rehabilitation projects are being recommended by staff in response to concerns
registered by commercial business owners utilizing Parking Lot #2 and residents utilizing Parking
Lot #1 at the CYSA Soccer Complex. Parking lot #2 is a parking lot located at the Central City
West redevelopment project. This project built a commercial strip mall and the Villasenor Library
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
on the corner of Fifth Street and Mount Vernon. When the project was completed, the Agency
retained the commercial buildings and deeded the parking lots to the City. The reasoning for this
was that the City owned other parking lots and could maintain the lots more effectively and
economically. The ultimate outcome of this project is to restore the parking lot to a good condition
and then deed the lot back to the Agency. The Agency is splitting the overall cost of the
restoration. The Rehabilitation of Parking Lot # I is recommended by staff in order to preserve the
life of the pavement for three to five years.
Plan and specifications for this project are complete. The project is ready to be awarded. The
estimated project costs are as follows:
Construction Cost $183,178
Contingencies $37,000
Design, Inspection, and Contract Administration $30,822
Total $251,000
This project was advertised locally in the San Bernardino County Sun Newspaper, F.W. Dodge,
Green Sheet, Daily Construction, Bid America, Plan Room, the City's web site, and with the San
Bernardino Area Chamber of Commerce. The following four companies responded:
Name of Bidder Citv Amount of Bid
American Asphalt R & R Co., Inc. Fontana $183,178.00
California Pavement & Maintenance Sacramento $190,515.30
Valley Slurry Seal Co., Inc. West Sacramento $220,915.40
Pavement Coating Co. Cypress $225,354.04
Engineering Estimate $246,056.00
NOTE: Staff is aware of no local contracting firms that would typically bid on such public works
slurry seal projects.
Based on review of the sealed competitive bids received, staff has determined that American Asphalt
Repair & Resurfacing Co., Inc., the apparent low bidder, has met the minimum requirements of the
specifications and bid guidelines, and therefore, staff recommends that the Mayor and Common
Council award the referenced contract accordingly.
Financial Impact:
Adequate funding for the street portion of this slurry seal project in the amount of $420,700 has
been allocated from Gas Tax and 1/2 Cent Sales & Road Tax Funds and made available in the FY
2001 /2002 budget. The estimated $219,660 cost associated with the street improvements will be
charged to Account No's. 126-369-5504-7187 ($75,000 budgeted) and 129-367-5504-7242
($345,700 budgeted). Funding for parking lot #1 (CYSA Soccer Complex) will be made available
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
by transferring $19,990 from Account No. 242-000-3405 (unallocated balance - Street
Construction Fund) to Account No. 242-362-5504-0000 (New Project - Street Construction Fund).
The estimated $19,990 cost associated with parking lot #1 will be charged to Account No. 242-
362-5504-0000 (Street Construction Fund), and the estimated $11,350 cost associated with parking
lot #2 will be charged to Account No. 001-325-5507-0000 (Facilities Funds).
Recommendation:
Authorize the Director of Finance to amend the FY 2001/2002 budget and transfer $19,990 from
Account No. 242-000-3405 (unallocated balance - Street Construction Fund) to Account No. 242-
362-5504-000 (New project - Street Construction Fund); and adopt resolution.
City of San Bernardino, California
Department of Public Works, Division of Engineering
December 19. 2001
File No.6. 14-14.7268
W.O. No. 243-363-5504-7268
DWG. No. 10352
City of San Bernardino
Blair Park
Ball Field Lighting
VICINITY MAP
N.T.S.
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RESOLUTJaN'~'~ -J
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AWARDING A CONTRACT TO AMERICAN ASPHALT REPAIR &
RESURFACING CO., INC., FOR PAVEMENT REHABILITATION BY SLURRY SEAL
AT VARIOUS LOCATIONS PER PLAN NO. 10321.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. American Asphalt Repair & Resurfacing Co., Inc. is the lowest responsible
bidder for pavement rehabilitation by slurry seal application at various locations. A contract is
awarded accordingly to said bidder in a total amount of $183,178.00 with a contingency amount
of $37,000.00 but such award shall be effective only upon being fully executed by both parties.
All other bids, therefore, are hereby rejected. The Mayor is hereby authorized and directed to
execute said contract on behalf of the City; a copy of the contract is on file in the office of the
City Clerk and incorporated herein by reference as fully as though set forth at length.
SECTION 2. This contract and any amendment or modifications thereto shall not take
effect or become operative until fully signed and executed by the parties and no party shall be
obligated hereunder until the time of such full execution. No oral agreements, amendments,
modifications or waivers are intended or authorized and shall not be implied from any act or
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course of conduct of any party.
SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it
within sixty (60) days of passage of the resolution.
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12 MC GINNIS
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AWARDING A CONTRACT TO AMERICAN ASPHALT REPAIR &
RESURFACING CO., INC., FOR PAVEMENT REHABILITATION BY SLURRY SEAL
AT VARIOUS LOCATIONS PER PLAN NO. 10321.
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 _, 2002, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LIEN
13 SCHNETZ
14 SUAREZ
15
ANDERSON
16
MC CAMMACK
17
18
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20
City Clerk
day of
The foregoing resolution is hereby approved this
,2002.
Judith Valles, Mayor
City of San Bernardino
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Parking lot #1
{CYSA soccer field}
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Commercial Center
VICINITY MAP
CITY OF SAN BERNARDINO
EVELOPMENT SERVICES DEPARTMENT
REAL PROPERTY SECTION
ADDENDUM
PLAN NO. 10321 i /1,. (S-
FILE NO. 1.7213 lJ), /
10/11/01 0.1e"
~ indicates un-incorporated areas
~ within City's Sphere af Influence
Created by: L. Foqa~~y Date: 08//6//0/79
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EXHIBIT "B"
SLURRY SEAL PROJECTS
.
BID
PHASE OPENING GENERAL LOCA nON WARD
DATE
I 9/23/97 Surrounding SBVCC, S I Rialto Ave, W I "I" St 3
II 3/17/98 E I "E" St., S I Base Line St., W I Waterman Ave. and N 19th St. 1&2
III 4/21198 E I "E" St., S I Rte 30, WI E. Twin Creek Channel and N I Highland Ave. 7
IV 6/16/98 E I Victoria Ave., S I City Limit Line, N I Highland Ave and W I La Praix 4
& City Limit Line
V 9/22/98 E I Little Mt. Rd., S I 33'0 St., WI Muscupiabe Dr. and N I 27th St. E I 5,6& 7
Meridian Ave., S I Union St., W I Terrace Rd. and N I Spruce St
VI 10/27/98 E I Pennsylvania Ave., S I Base Line St., W I "I" St and N 15th Street 1,3 & 6
VII 7/19/99 One area WI University Parkway, SI Kendall Drive and the other located 3' &5t
WI Rancho Avenue and SI Rialto Avenue
Area "F" is S/Highland Ave., W/Waterman Ave., N/16'n St., E/"E" St. Area
VIII 11110/99 "G" is S/16'h St., WIPerris Hill Park Rd, N/Base Line St., EI"E" St. and 2
W/Waterman. Area "M" is S/16th St., N/Base Line St., E/"E" Street and
W/Waterman Ave.
IX 1118/00 Area "C" is n/40th St., e/Mt. View Ave., w/Waterman Ave. Area "0" is 4
s/40'h St., n/Lynwood Dr., e/Harrison St., w/Sterling Ave. ,
X 10/3 1/00 N/I-30 freeway to 40th Street, e/Waterman Ave. to Harrison Street. 5&7
N/Kendall Dr. to Verdemont Ave., eIPalm Ave. to Venture Ave.
S/o Highland, N/o Base Line, E/o California, W/o Medical Center Dr. ,
XI 10/3010 I SW/o Cajon Blvd., W/o June, S/o Bronson St., S/o Victoria Ave., N/o 1-10, 1&6 i
E/o Richardson St., W/o Mt. View. ,
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ORl<e\NAL-
FILE NO. 1.7213
ACCT. NO. 125-378-5504-7213
CITY OF SAN BERNARDINO
STATE OF CALIFORNIA
CONTRACT DOCUMENTS
PLANS AND SPECIAL PROVISIONS NO. 10321
FOR
PAVEMENT REHABILITATION
BY
SLURRY SEAL METHOD
AT
V ARlOUS LOCATIONS
(PHASE XI)
DIVISION OF PUBLIC WORKS
DEPARTMENT OF DEVELOPMENT SERVICES
CITY OF SAN BERNARDINO
SEPTEMBER, 2001
BIDS WILL BE RECEIVED UP TO THE HOUR OF 2:00 P.M.
ON
OCTOBER 30
,2001
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AGREEMENT: PAVEMENT REHABILITATION
BY SLURRY SEAL METHOD
AT VARIOUS LOCATIONS (PHASE XI)
4, City hereby promises and agrees with the said Contractor to employ, and does
hereby employ the said Contractor to provide the materials and to do the work according to the
terms and conditions herein contained and referred to, for the prices aforesaid, and hereby
contracts to pay the same at the time, in the manner, and upon the conditions above set forth;
and the same parties for themselves, their heirs, executors, administrators, and assigns, do
hereby agree to the full performance of the covenants herein contained.
5. It is further expressly agreed by and between the parties hereto that should there
be any conflict between the terms of this instrument and the bid of said Contractor, then this
instrument shall control and nothing herein shall be considered as an acceptance of said terms of
said bid conflicting herewith.
IN WITNESS WHEREOF, the parties of these present have hereunto set their
hands the year and date first above written.
CONTRACTOR
CITY OF SAN BERNARDINO
" ". .
Name of Firm:
" . ..
" . "
" . . ,
JUDITH V ALLES, Mayor
City of San Bernardino
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BY
BY:
TITLE:
ATTEST:
MAILING ADDRESS:
RACHEL CLARK, City Clerk
PHONE NO.: (_)
APPROVED AS TO FORM
AND LEGAL CONTENT:
JAMES F. PENMAN, City Attorney
BY: L ?-./~
{J
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
February 7, 2002
TO:
Mebran Sephri, Senior Civil Engineer
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2002-42
At the Mayor and Common Couocil meeting of February 4, 2002, the City of San Bernardino
adopted Resolution 2002-42 - Resolution awarding a contract to American Asphalt Repair &
Resurfacing Co, Inc., for pavement rehabilitation by slurry seal at various locations, per Plan
No. 10321.
I am providing you with one certified copy of Resolution 2002-42 and four (4) original bouod
contracts. Please obtain signatures where indicated and return one fully executed original
contract to the City Clerk's office as soon as possible.
Please be advised that the resolution and contract will be null and void if not executed
within 60 days, or by April 5, 2002.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
I hereby acknowledgll receipt ofthe above mentioned documents.
Signed: --( /7/J./'Vi 0A.-vvt/
"2- / B / () 2- Please sign and return.
o
Date:
"
** FOR OFFICE USE ONL Y - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): :) ~-o;;L Item #
Vote: Ayes 1-3 -;-(,0 Nays ri
,
15 Resolution , __JOO~_-L\ ~_
Abstain ...0- Absent _~___ _._____
Change to motion to amend original documents: -
--~-~--~-~~-~
Reso. # On Attachments: -L Contract term: -
Note on Resolution of Attachment stored separately: J~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/C01JNTY
Null/Void After:_~QJ2AcI;._t/l- 5 -.Q,2...__
By: ~___
Date Sent to Mayor:
;}-(,,0.:2,
Reso. Log Updated: /
Seal Impressed: ___~__..
Date of Mayor's Signature: :). -(, -Co:J
Date ofClerklCOC Signature: ,;I.-')-0;,J-
Date Memo/Letter Sent for Signature: ;) - '1-();L
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:'/ Date Returned: ."l 161 0 ;)-
r I
See Attached:
See Attached:
Request for Council Action & StafT Report Attached: Yes L-
Updated Prior Resolutions (Other Than Below): Yes
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes
Updated COC Personnel Folders (5557): Yes
Updated Traffic Folders (3985,8234,655,92-389): Yes
No By
No -L By
No ~ By
No +- By
No By _
Copies Distributed to:
City Attorney /
Parks & Rec.
Code Compliance Dev_ Services ~
Police Public Services Water
EDA
Others:
Finance,/ MIS
(11. ,')&8-\11\ CCWnf'1tc1) \
Notes:
P"coUND C(\(lT~ f\.<:-r'
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: /hi Date: :3 f H 10 {}-
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Revised 01/12/0 I