MEETING DATE:
MAY 28, 2024
SUBJECT:
Title
RESOLUTION NO. 2024-9295 - APPROVING AMENDMENT TO THE CIP PROJECT BUDGET FOR THE ANNUAL SURFACE SEAL PROJECT (CIP# ST001)
Body
Recommendation
Recommendation
ADOPT a resolution to appropriate an additional $800,000 to the annual surface seal project along North Twin Oaks Valley Road (CIP# ST001).
Body
Board or Commission Action
N/A
Relevant Council Strategic Theme
Quality of Life
Relevant Department Goal
N/A
Executive Summary
On an annual basis, the City uses a Pavement Management Program (PMP) to assign a value, known as a Pavement Condition Index (PCI), representing the current condition of each street segment. The PCI is utilized to prioritize maintenance and rehabilitation activities. It is important that preventative maintenance, such as a surface seal, be performed before pavement begins to rapidly deteriorate. Otherwise, more expensive rehabilitation or reconstruction will be required to bring the pavement to an acceptable condition. The Annual Surface Seal Project (Project) involves a slurry seal and localized pavement repair for portions of Twin Oaks Valley Road. The additional funding will allow for the contractor to construct accessibility improvements at the signalized intersections within the limits of the project.
Discussion
The accessibility improvements were originally scoped as part of Capital Improvement Program (CIP) Project ST009. The surface seal project and accessibility project were designed to have overlapping project limits and be constructed in tandem to encourage contractors to bid on both projects in hopes of creating efficiencies in the bid and completion of work. On 6/27/23, City Council delegated and authorized the City Manager to award, finalize and execute the construction contract documents for ST001 and ST009 through Resolutions 2023-9167 and 2023-9168, respectively. After review of the bids related to ST009, City staff determined the accessibility work scope should added to the ST001 bid as an alternative bid schedule. This allowed flexibility for the City to award the accessibility work to the lowest, responsive contractor for the surface seal project. The construction bid process was conducted from 3/26/24 through 4/30/24, and the lowest bid for the surface seal work is within the ST001 project budget approved for Fiscal Year 2023-2024. The additional funding requested will allow the City to finalize the construction contract for both the surface seal and accessibility improvement work under a single contract within CIP Project ST001.
Environmental Review
The additional work for the Project is exempt from CEQA pursuant to Section 15301 Class 1 (c) of the CEQA guidelines as is it involves minor improvements and maintenance to an existing roadway without increasing the capacity of the facilities.
Fiscal Impact
The Project (CIP# ST001) budget will increase $800,000 for Fiscal Year 2023-2024, and is within the Capital Improvement Program Budget. There will be no increase to General Fund expenditures with the increased project budget, as funding will come from the available balance in City RMRA funds (Fund 219).
Attachment(s)
Attachment 1: Resolution
Attachment 2: CIP ST001 Budget Worksheet
Prepared/ Submitted by: Kyle Wright, Senior Project Manager
Reviewed by: Isaac Etchamendy P.E., Development Services Director/City Engineer
Approved by: Michelle Bender, City Manager