TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Award of Contract and Approve a Pilot Project for the Utilization of Rubberized Emulsion Aggregate Slurry (REAS).
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RECOMMENDATION
1) Create a Project MS254, titled “TM 18903 Rubberized Emulsion Aggregate Slurry Project”; 2) appropriate $52,087 to the General Fund (Fund 100), with a corresponding year-end transfer in the same amount from the Deposits for Future Improvements account (220-24270); 3) approve Resolution 2024-040 supporting the pilot project for the utilization of Rubberized Emulsion Aggregate Slurry (REAS); 4) award a contract to Petrochem Materials, Innovation, LLC, Carlsbad, CA for $44,351.34 and approve a construction contingency for $4,435 (10% of contract) for a total not to exceed amount of $48,786.34 for the application of Rubberized Emulsion Aggregate Slurry (REAS); and 5) authorize the City Manager to execute the necessary documents on behalf of the City.
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FISCAL IMPACT
Requires an appropriation to the General Fund (Fund 100) of $52,087 with a corresponding year-end transfer in the same amount from the Deposits for Future Improvements Deposit Account (Fund 220). Costs associated with this project are completely offset by Meritage Homes of California, Inc., the developer for the Tract Map No. 18903.
Appropriation Summary:
|
|
Amount |
10% Contingency |
Total |
|
PMI - REAS Contract |
$44,351.34 |
$4,435 |
$48,786.34 |
|
Self-Performed Work (City) |
$3,000 |
$300 |
$3,300 |
|
|
|
Total |
$52,087 (rounded) |
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Financial Stability
• Effective Technology
|
Revenue: |
Expenditure: 1007010 - 40010 | 48005 - MS254 |
|
Transfer In: 100-1000-50000 |
Transfer Out: 220-24270 |
BACKGROUND
The Planning Commission conditionally approved Site Approval PL17-0112 and Tentative Tract Map. No 18903 on August 20, 2018, for the development of 38 single-family homes. This development is generally located north of Chino Avenue between Pipeline and Norton Avenues, as shown in Exhibit A.
The Conditions of Approval ("COA") required public improvements along the project’s frontage between Pipeline and Norton Avenues north of Chino Avenue as well as in-tract improvements which include curb, gutter, sidewalk, curb ramps, signing & striping, drive approaches, street paving, sewer, storm drain, and domestic water improvements.
The public improvements for this tract are substantially complete and all deficiencies have been addressed, except for the pavement cracking on Rushmore Court, Ryan Way, and Denali Lane. Notably, the City Council acknowledged the completion of the storm drain improvements on March 19, 2024. However, pending the resolution of pavement conditions, the City Council withholds final acceptance of remaining public improvements.
On June 10, 2024, staff presented a proposal to the Infrastructure Streets Committee. This initiative proposes piloting Type II Rubberized Emulsion Aggregate Slurry ("REAS"), a proven technology utilized successfully in neighboring cities. REAS, adheres to industry standards, and offers enhanced durability, and crack coverage. Its application can be reapplied as needed to maintain street integrity and neighborhood aesthetics. The Infrastructure Committee expressed optimism about the staff's recommendation to proceed with the pilot project.
The City is taking the lead on completing the remaining street work in this tract. Petrochem Materials Innovation, LLC (PMI) provided a quote of $44,351.34 for Type II Central Mix REAS, covering approximately 58,770 square feet in one day. This includes material transport, traffic control, sweeping, equipment, resident notification, and labor. The City plans to handle crack-sealing and striping internally, which is estimated to cost $3,000. Therefore, the total estimated project cost is $47,351.34, with an additional 10% contingency of $4,735 for a total amount not to exceed $52,086.47.
Additionally, it should be noted that Petrochem Materials Innovation, LLC., (PMI) currently holds a contract with Los Angeles County and has offered the City of Chino the same pricing (i.e. “piggy-backing” price). Despite the smaller paved area in Chino compared to Los Angeles County, the City benefits from quantity-based pricing, leveraging economies of scale to implement REAS for the first time. This practice is consistent with Purchasing Policy 3.1.5 Noncompetitive Proposal - “Same Price Purchased by Another Public Agency”
ISSUES/ANALYSIS
Meritage Homes of California, the developer, has placed $121,252.68 into the City's account. This sum is designated for the initial application of REAS, covering the City staff's efforts, with the remainder allocated for future expenses related to a second application of REAS on the specified streets. Any remaining funds after the project's completion will be reserved for the future application of REAS moving into the future.
Moving into the future, it is important to know that cost analysis shows initial investment in REAS may exceed conventional treatments, yet its extended lifespan and reduced maintenance costs offer long-term savings. Its quick curing and minimal disruption during application align with project timelines and operational needs. Choosing REAS mitigates risks of premature pavement failures, backed by its proven performance in similar projects, ensuring reliable, durable outcomes. Based on its unique characteristics, proven performance, technical compatibility, cost-effectiveness, industry standard, and urgency, REAS stands as a viable option for this project.
Additionally, the unique benefits of REAS are unlike traditional asphalt or concrete surfaces, REAS offers a distinct combination of rubberized emulsion and aggregate, significantly enhancing durability. The rubberized emulsion component improves flexibility and reduces cracking, addressing long-term maintenance needs effectively. Extensive testing has validated REAS against technical standards, including resistance to weathering, rutting, and deformation under heavy traffic conditions. Moreover, REAS integrates seamlessly with existing road infrastructure, requiring minimal modifications and ensuring consistent application across various material types. This application aligns with the current 2024 Greenbook Standard Specifications for Public Works Construction.
REAS includes a 7-year warranty, ensuring prompt contractor response to address any street degradation issues, including cracking. It's important to note that environmental factors and settling may lead to occasional raveling and new surface cracks.
Therefore, it is staff’s recommendation to the City Council to approve the pilot project to use REAS to address pavement cracking on Rushmore Court, Ryan Way, and Denali Lane, based on the findings and justifications provided in the resolution and staff report. Staff will monitor the implementation of REAS, assess its performance, and report back to the City Council with findings and recommendations for future applications.
Attachments: Exhibit A: Location Map
Exhibit B: Resolution 2024-040
Exhibit C: Agreement - PMI