Agenda Item Wording:
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Notice of Completion for the FY23-24 Reclamite Project - Authorize the City Manager to file a Notice of Completion for the FY 23-24 Reclamite Project.
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Deadline for Action: 11/18/2024
Submitting Department: Public Works
Contact Name and Phone Number:
Danny Galindo, Public Works Manager, danny.galindo@visalia.city <mailto:danny.galindo@visalia.city> 713-4186
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city <mailto:nick.bartsch@visalia.city> 713-4052
Department Recommendation:
Staff recommends that City Council authorize the City Manager to file a Notice of Completion for the FY 23-24 Reclamite Project (CIP 1410-72000/CP0248-999 & CIP 2730-72000/CP8358-999).
Summary and Background:
The City currently utilizes multiple pavement preservations methods including, but not limited to, reclamite, cape seal, and crack seal. The streets are analyzed through the City’s pavement management program to determine the most applicable, and most cost-effective maintenance method to optimize the City’s limited resources.
The annual Reclamite Project is developed from a project list derived from the City’s pavement management program, in combination with field investigations. To increase the longevity of pavement surfaces, it is important for the City to perform the correct preventative maintenance treatment to streets at the appropriate time. The reclamite process restores and preserves the durability of existing asphalt by applying a rejuvenating agent used to penetrate the surface of the pavement and restore components of the asphalt that are lost from exposure to the elements and the aging process. Performing a reclamite pavement treatment at the appropriate life-stage of the selected streets is beneficial as it extends the life of the pavement at a relatively inexpensive cost. Without this preventive maintenance, as streets continuously deteriorate, future maintenance becomes more expensive and more time consuming.
This year’s Reclamite Project was performed throughout the City as shown in the attached map. The project treated approximately 54 miles of streets, which encompassed an area of 1,851,827 square yards. The contractor, Talley Oil of Madera, CA, completed the FY 23-24 Reclamite Project within the allotted contract timeframe and budget. The project was publicized through the City’s social media and the contractor’s own notification process, which minimized complaints.
In the last 5 years, the City has treated approximately 290-total miles of streets with the application of the reclamite asphalt rejuvenation process, equating to a total area of 6.6 million square yards. To optimize the benefits of this process, it is scheduled to be reapplied to eligible streets every 4-5 years.
Fiscal Impact:
This project was funded by Measure N and Landscape and Lighting Districts (L&L). Since L&L District funds can only be used in the respective L&L district, the project is split into two parts:
CP0248 - Measure N (Fund 141)
CP8358 - L&L (Fund 273)
Each L&L District maintains its own fund balance for which any maintenance activity (i.e. landscaping, pavement rehabilitation, etc.) performed within that district is charged. Older assessment districts were not assessed to cover pavement rehabilitation maintenance at the time. In these cases, Measure N Funds are used to cover costs.
The authorized budget for each project is as follows:
Measure N Reclamite Project for 2023-24 (1410-72000/CP0248-999) $ 1,500,000
L&L Reclamite Project for 2023-24 (2730-72000/CP8358-999) $ 756,000
The total cost of the FY 2023-24 Reclamite Project for Measure N and L&L District is shown below:
Project Cost Summary: FY 23-24 Reclamite Project, CP0248 (Measure N Fund)
Project Budget $1,500,000.00
Project Costs:
Construction Cost $1,214,219.45
Construction Management & Inspection $11,975.91
Total Project Cost $1,226,195.36
Project Budget Surplus (Measure N) $273,804.64
Project Cost Summary: FY 23-24 Reclamite Project, CP8358 (L&L Fund)
Project Budget $756,000.00
Project Costs:
Construction Cost $92,433.15
Construction Management $123.80
Total Project Cost $92,556.95
Project Budget Surplus (L&L Fund) $663,443.05
Note that the L&L Fund balance represents the sum balance of the available pavement maintenance budget of all districts combined; each district’s balance varies from district to district. Cost expenditures for each district will be tracked and recorded against each district upon project completion. The L&Ls involved have adequate funding for this project.
Unexpended Measure N and L&L funds, following completion of the project, will be returned to its respective fund sources to be used for future pavement preservation projects.
Prior Council Action:
October 16, 2023: City Council authorized the City Manager to award the FY 23-24 Reclamite Project to Talley Oil of Madera, Ca in the amount of $1,325,012.20.
Alternatives:
None recommended.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to file a Notice of Completion for the FY 23-24 Reclamite Project.
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Attachments:
1) Reclamite Project Map
2) Contractor Disclosure Form