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Home My WebLink About4.09 Actions Taken During City Council RecessSTAFF REPORT CITY COUNCIL Page 1 of 3 Agenda Item 4.9 DATE:August 15, 2023 TO:Honorable Mayor and City Councilmembers FROM:Linda Smith, City Manager SUBJECT:Actions Taken During City Council RecessPrepared by:Laurie Sucgang, City Engineer, and Raelyn Miranda,Administrative Aide EXECUTIVE SUMMARY:The City Council will receive a report on the administrative actions taken during the City Council recess between June 21 and August 14, 2023, which were related to the Annual Street Resurfacing and Overlay projects, the Alamo Creek Fence Replacement Project, and an agreement with All City Management Services, Inc. for the provision of crossing guards. STAFF RECOMMENDATION:Receive the report. FINANCIAL IMPACT:While administrative actions were taken to move certain projects forward during the City Council recess, the only contract awarded through the recess was to All City Management Services, Inc. for crossing guard services. There are sufficient funds in the adopted Fiscal Year 2023-24 budget for the All City Management Services, Inc. agreement. Dublin Unified School District will reimburse the City for the cost of crossing guards at six sites and the City will be responsible for the remaining 11 sites. DESCRIPTION:Annual Street Resurfacing and Overlay ProjectsOn June 20, 2023, the City Council adopted Resolution No. 69-23 delegating authority to the City Manager to approve the plans and specifications and to award construction contracts for the Annual Street Resurfacing Project, CIP No. ST0117. The Five-Year Capital Improvement Program (CIP) includes the Annual Street Resurfacing project, CIP No. ST0117 (Attachment 1).On June 15, 2023, Staff received four bids for the 2023 Slurry Seal Project. All bids were over the engineer’s estimate, ranging from $1,053,656.70 to $1,292,000, which exceeded the budget. All 296 Page 2 of 3 bids were therefore rejected by the City Manager, and a separate project with a revised scope of work was advertised. On July 24, 2023, Staff received four bids for the revised July 2023 Slurry Seal Project ranging from $706,586.60 to $921,129.00. The lowest responsive bid of $706,586.60was submitted by American Asphalt Repair & Resurfacing Co., Inc., which is within existing budgetary appropriations. Staff reviewed the bid results, checked references and necessary licenses, and in a separate item on the August 15, 2023 City Council meeting agenda, Staff recommends the City Council award the Annual Street Resurfacing Project (July 2023Slurry Seal), CIP No. ST0117, to American Asphalt Repair & Resurfacing Co., Inc. as the lowest, responsive, responsible bidder.The Revised 2023 Slurry Seal Project includes localized repair of failed asphalt concrete pavement, slurry seal, and pavement delineation on the following street segments: Alegre Drive, Amarillo Court, Barn Hollow Court, Bay Laurel Court, Bay Laurel Street, Betlen Drive, Buckeye Court, Calle Verde Road, Casa Linda Court, Castle Court, Castle Drive, Circle Way, Corto Court, Cresta Lane, Dillon Way, Estrella Court, Hansen Drive, Kingston Place, Kolb Place, Ladera Court, Ladera Drive, Las Palmas Court, Las Palmas Way, Luna Court, Mancini Court, Manzanita Lane, Mape Way, Meadow Court, Peppertree Road, Prow Way, Rampart Drive, Reilly Court, San Sabana Court, San Sabana Road, Shadow Drive, Shadow Place, and Tina Place. Construction is anticipated to begin at the end of August/early September 2023 and be completed at the end of November/early December 2023, weather dependent.Resolution No. 69-23 also delegated authority to the City Manager to approve the plans and specifications and to award a construction contract for the 2023 Overlay Project, CIP No. ST0117. This project has been postponed for bidding and construction until 2024 due to the scope of work and engineer’s estimates exceeding initial estimates. Since paving is dependent on weather and favorable temperatures, Staff does not recommend advertising an overlay project that cannot be completed before the rainy season. The 2024 Overlay Project is anticipated to include pavement overlay of John Monego Court, Dublin Boulevard, between Hacienda Drive and to approximately John Monego Court, the Alamo Creek Trail pathway along Persimmon Drive, between Central Parkway and Gleason Drive, as well as localized pavement repairs in various City park parking lots.Alamo Creek Fence Replacement ProjectOn June 20, 2023, the City Council adopted Resolution No. 70-23 delegating authority to the City Manager to approve the plans and specifications and to award a construction contract for the Alamo Creek Park and Assessment District Fence Replacement Project, CIP No. PK0122, whichincludes the removal and disposal of existing ornamental metal fencing that has reached the end of its service life at Alamo Creek Park and along Fall Creek Road, Dougherty Road, and Wildwood Road, and replacement with new six-foot-high, vinyl-coated, chain-link fencing. The project also includes patching, painting, and replacement of the decorative metal fencing on the concrete masonry monument sign and culvert walls with new decorative metal fencing in Alamo Creek Park. The project is currently being advertised with bids due after this August 15, 2023 City Council meeting. It is anticipated that Staff will receive bids, review the bid results, check references and necessary licenses, and return to the City Council at a future meeting with a recommendation for award of a construction contract. 297 Page 3 of 3 All City Management Services, IncOn June 20, 2023, the City Council adopted Resolution No. 71-23 delegating authority to the City Manager to approve an agreement with All City Management Services, Inc. to provide crossing guards in designated school zones at 17 location sites. The City Manager approved the agreement on July 18, 2023 for a not-to-exceed amount of $800,000. STRATEGIC PLAN INITIATIVE:None. NOTICING REQUIREMENTS/PUBLIC OUTREACH:None. ATTACHMENTS:1) Resolution No. 69-23 - Approving the Plans and Specifications and Delegating Authority to the City Manager to Award Construction Contracts for Annual Street Resurfacing Project, CIP No. ST01172) Resolution No. 70-23 - Approving the Plans and Specifications and Delegating Authority to the City Manager to Award a Construction Contract for Alamo Creek Park and Assessment District Fence Replacement Project, CIP No. PK01223) Resolution No. 71-23 - Delegating Authority to the City Manager to Approve an Agreement with All City Management Services, Inc. 298 Reso. No. 69-23, Item 4.8, Adopted 06/20/2023 Page 1 of 2 RESOLUTION NO. 69 - 23 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN DELEGATING AUTHORITY TO THE CITY MANAGER TO APPROVE THE PLANS AND SPECIFICATIONS AND TO AWARD CONSTRUCTION CONTRACTS FOR THE ANNUAL STREET RESURFACING PROJECTS (2023 SLURRY SEAL AND 2023 OVERLAY), CIP NO. ST0117 WHEREAS, the design team prepared the plans and specifications for the Annual Street Resurfacing Projects (2023 Slurry Seal and 2023 Overlay), CIP No. ST0117, (“Projects”) which plans and specifications are hereby expressly referred to for a description of said work and for all particulars relative to the proceedings under the request for bids; and WHEREAS, the City Council will be in recess from June 21, 2023 through August 14, 2023; and WHEREAS, Staff is aware of specific actions that will be needed for the Projects during the City Council recess; and WHEREAS, the City Council will be exercising authority pursuant to Section 2.04.190 of the Dublin Municipal Code to delegate its authority in Sections 2.36.160 and 2.36.090 of the Dublin Municipal Code to the City Manager, provided the bids come in within the budget pre-approved by the City Council and that all other competitive bidding procedures are satisfied. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager or designee to approve the plans and specifications for the Projects. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager or designee to consider, approve, award, and execute the contracts and other associated administrative matters needed for the Projects within existing budgetary appropriations during the City Council’s scheduled recess. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager or designee to approve the Projects’ Contract Change Orders based on the appropriated funds designated for the Projects up to the contingency amounts of $100,000 for the 2023 Slurry Seal Project and $150,000 for the 2023 Overlay Project. BE IT FURTHER RESOLVED that the City Manager shall report to the City Council regarding the actions taken under this resolution at the August 15, 2023 City Council meeting. {Signatures on the following page} Attachment 1 299 Reso. No. 69-23, Item 4.8, Adopted 06/20/202 Page 2 of 2 PASSED, APPROVED AND ADOPTED this 20th day of June 2023, by the following vote: AYES: Councilmembers Hu, Josey, McCorriston, Qaadri and Mayor Hernandez NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk 300 Attachment 2 301 302 Reso. No. 71-23, Item 4.8, Adopted 06/20/2023 Page 1 of 1 RESOLUTION NO. 71 – 23 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN DELEGATING AUTHORITY TO THE CITY MANAGER TO APPROVE AN AGREEMENT BETWEEN THE CITY OF DUBLIN AND ALL CITY MANAGEMENT SERVICES, INC. WHEREAS, the City of Dublin desires to enter into an agreement with All City Management Services, Inc. to provide crossing guards in designated school zones; and WHEREAS, Dublin Unified School District requested 17 location sites; and WHEREAS, the City Council will be exercising authority pursuant to Section 2.04.190 of the Dublin Municipal Code to delegate its authority in Sections 2.36.160 and 2.36.090 of the Dublin Municipal Code to the City Manager, provided the compensation amount is within the budget pre- approved by the City Council. NOW, THEREFORE, BE IT RESOLVED City Council of the City of Dublin does hereby authorize the City Manager or designee to approve and execute an agreement with All City Management Services, Inc. for a period of two years and for a compensation amount not to exceed $800,000, inclusive of contingency. BE IT FURTHER RESOLVED that the City Manager shall report to the City Council regarding the actions taken under this resolution at the August 15, 2023 City Council meeting. PASSED, APPROVED AND ADOPTED this 20th day of June 2023, by the following vote: AYES: Councilmembers Hu, Josey, McCorriston, Qaadri and Mayor Hernandez NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk DocuSign Envelope ID: 55A0E7D6-2109-43E7-A206-BBB7911FC688 Attachment 3 303