SR-02-26-2013-3DID
A00
City of City Council Report
Santa Monica
City Council Meeting: February 26, 2013
Agenda Item: 3' D
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Purchase Order Amendment for Street Maintenance Slurry Material
Recommended Action
Staff recommends that the City Council amend Purchase Order No. 342316 -OP with
Petrochem Manufacturing, Inc. (PMI), a California -based company, in the amount of
$338,333.76 for the purchase and delivery of slurry materials and authorize this as a
sole source purchase. This will result in a total purchase order amount of $434,333.76,
with future year funding contingent on Council budget approval.
Executive Summary
The purchase order for slurry materials and delivery with PMI is projected to exceed the
$100,000 City Council approval threshold in FY2012 -13. Slurry seals are a mixture of
asphalt emulsion, graded aggregates, mineral filler water, and other additives, which
result in a free flowing composite material that can be spread over the existing road
surface. Staff recommends increasing the vendor purchase order to cover existing
commitments and fund necessary purchases through the end of FY2012 -13 and for
FY2013 -14.
Discussion
In July 2012, the City issued purchase order 342316 -OP in the amount of $54,000 to
PMI to provide rubberized emulsion aggregate slurry (REAS) materials and delivery for
the rehabilitation of the asphalt walkway in Palisades Park and in various alleys. In
May 2012, staff received sole source authorization to purchase REAS, an innovative
rubberized slurry product from PMI that is centrally mixed in their plant and ready for
application when it reaches the worksite. This product qualified as a soul source
product because of the manufacturing technique used in its production. Other vendors
have verified that PMI is currently the only manufacturer with the ability and capacity to
manufacture a REAS (rubberized emulsion aggregate slurry) through a central mix
1
process, creating a product delivered to the work site ready for application. The central
mix process is an in -plant mix process that provides accurate, tested mixes that are
warranted for up to 5 years. Other slurry seals are available, but none have this unique
pre -mixed process. Others are delivered and staff must mix the slurry at the site. This
product keeps 162 tires out of landfills per approximately 70,000 sq. ft. of asphalt
surface paved. Resurfacing alleys with a rubberized slurry seal can be accomplished
with minimal preparation, and more alleys can be renovated in less time, extending the
life of their surface at a fraction of the cost of demolishing and laying a new asphalt
surface. As a result, work efforts are shifting toward alley renovation, rather than
replacement.
A change order in the amount of $42,000 was processed in November 2012 for
additional slurry materials to re- surface an additional eleven alley segments. The
cumulative purchase order total year -to -date is $96,000. Staff has expended
$88,208.43 with PMI in FY2012 -13 with a remaining balance of $7,791.57 in purchase
order 342316 -OP. Staff recommends an amendment to purchase order 342316 -OP in
the amount of $338,333.76 to cover existing commitments and purchase additional
material for the remainder of FY2012 -13 ($88,333.76) and for FY2013 -14 ($250,000).
The additional material will be used to re- surface another 20 alleys in FY 2012 -13, per
Attachment A, and in FY2013 -14, staff anticipates re- surfacing an additional 66 alleys,
at a cost of $250,000. This would result in a total purchase order amount of
$434,333.76 with PMI.
E
Financial Impacts & Budget Actions
The purchase order amendment to be awarded to PMI is $338,333.76, for a new
purchase order total of $434,333.76 (342316 -OP). Funds are available in the FY2012-
13 budget in division 01421; purchase order will be charged to account 014212.544140.
Budget authority for subsequent budget years will be requested in each budget for
Council approval. Future funding is contingent upon Council approval and budget
adoption.
Prepared by: Ryan Kraemer, Senior Administrative Analyst
Approved:
6q)c�k
Martin Pastucha
Director of Public Works
Forwarded to Council:
Rod Gould
City Manager
Attachment: A — FY 2012 -13 Alley Slurry Projects
K,
Attachment A
FY 2012 -13 Alley Slurry Projects
Areas previously re- surfaced with rubberized slurry
Alle Name
Block #
From /To
15 Ct
1300 block
Arizona Ave to Santa Monica Blvd
15 on Ct
1400 Block
Santa Monica Blvd to Broadway
161h Ct
1600 block
At Olympic Blvd
22 no Ct
2100 -2200 block
Pico PI South to Pearl PI North
23` Ct
2300 -2600 block
Pearl PI South to Ocean Park PI North
261h Ct
1400 block
Santa Monica Blvd to Broadway
Dewey PI North
1800 -2200 block
18 In St to 23` St
Marine PI North
1800 -2000 block
18 In St to 21st St
Ocean Park PI South
1600 block
16 St to 17 1h St
Ocean Park PI South
2300 -2400 block
23no St to 25 lh St
Pico PI South
2200 Block
22 no St to 23` St
Pearl PI North
2200 block
22 no St to 23` St
Princeton Ct
1400 block
Santa Monica Blvd to Broadway
Princeton Ct
1500 block
Broadway to Colorado Ave
Santa Monica PI South
2600 -2700 block
26 In St to Harvard St
Stanford Ct
1300 block
Arizona Ave to Santa Monica Blvd
Stanford Ct
1400 block
Santa Monica Blvd to Broadway
Palisades Park Walkway
1400 block
Colorado Ave to California Ave
Additional alleys scheduled for re- surfacing in April -May 2013
Alle Name
Block #
From/To
10 Ct
900 block
Idaho Ave to Washington Ave
loll Ct
1000 block
Washington Ave to California Ave
11` Ct
900 block
Idaho Ave to Washington Ave
18 th Ct
2300 -2500 block
Pearl PI South to Ocean Park PI North
Berkeley Ct
1200 block
Wilshire Blvd to Arizona Ave
Berkeley Ct
1300 block
Arizona Ave to Santa Monica PI North
Berkeley Ct
1400 block
Santa Monica PI South to Broadway
Chelsea Ct
1000 block
Washington PI South to California PI North
Chelsea Ct
1200 block
Wilshire PI South to Arizona Ave
Colorado Place North
2900 block
Yale St to Stanford St
Colorado Place North
3100 block
Berkeley St to Franklin St
Colorado Place North
3200 block
Franklin St to Centinela Ave
Euclid Ct
900 block
Idaho Ave to Washington Ave
Euclid Ct
1000 block
Washington Ave to California Ave
Franklin Ct
1200 block
Wilshire PI South to Arizona Ave
Franklin Ct
1700 block
Pennsylvania Ave to Nebraska Ave
Harvard Ct
800 -900 block
Montana PI South to Washington PI North
Harvard Ct
1400 block
Santa Monica PI South to Broadway
Lincoln Ct
900 block
Idaho Ave to Washington Ave
Yale Ct
1500 block
Broadway to Colorado PI North