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HomeMy WebLinkAboutE-5 Staff Report - QAP Street and Highway ConstructionCONSENT ITEM E-5 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: ROBERT DELGADILLO, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER DATE: SEPTEMBER 20, 2021 SUBJECT: ADOPT A RESOLUTION APPROVING THE CITY OF AZUSA’S QUALITY ASSURANCE PROGRAM FOR STREET AND HIGHWAY CONSTRUCTION BACKGROUND: The Quality Assurance Program (QAP) is a requirement of the California Department of Transportation (Caltrans). The QAP is a program that provides assurance that the materials and workmanship incorporated into the City’s street and highway construction projects are in conformance with the contract specifications. The program should be updated every 5 years or more frequently if there are any changes of the testing frequencies or to the tests themselves. By formally adopting this manual the City will be in compliance with this federal aid requirement. The QAP must be in place prior to receiving any Federal funds administered by Caltrans. RECOMMENDATION: Staff recommends the City Council take the following actions: 1)Adopt a Resolution No. 2021-C42 approving the City of Azusa’s Quality Assurance Program for Street and Highway Construction ANALYSIS: In February 2016, the City Council adopted resolution 2016-C18 approving the City of Azusa’s Quality Assurance Program. To be in compliance with the requirements of the California Department of Transportation in order to receive federal funding for projects, the City of Azusa has updated its Quality Assurance Program. APPROVED CITY COUNCIL 9/20/2021 Quality Assurance Program September 20, 2021 Page 2 FISCAL IMPACT: There is no fiscal impact associated with the recommended action. However, if the QAP is not approved, the City would not be eligible to receive Federal funds administered by Caltrans. Prepared by: Reviewed and Approved by: Christina Curiel. Sergio Gonzalez Public Works Project Manager City Manager Reviewed by: Robert Delgadillo, P.E. Director of Public Works/City Engineer Attachment: 1) Resolution No. 2021-C42 2) Quality Assurance Program RESOLUTION NO. 2021-C42 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, APPROVING THE CITY OF AZUSA QUALITY ASSURANCE PROGRAM FOR STREET AND HIGHWAY CONSTRUCTION, WHICH IS A REQUIREMENT OF THE CALIFORNIA DEPARTMENT OF TRANSPORTATION WHEREAS, the California Department of Transportation (Caltrans) requires all entities receiving federal funding for projects to have a Quality Assurance Program in place prior to receiving any federal funds administered by Caltrans; and WHEREAS, staff has prepared a Quality Assurance Program that meets all requirements. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The City approves the Quality Assurance Program. SECTION 2. The City Clerk shall certify the adoption of this resolution. PASSED, APPROVED and ADOPTED this 20th day of September, 2021. By: ________________________________ Robert Gonzales, Mayor I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City Council of the City of Azusa at a regular meeting held on the 20th day of September, 2021, by the following vote of the Council: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAIN: COUNCILMEMBERS: ___________________________________ Jeffrey Lawrence Cornejo Jr., City Clerk Attachment 1 QUALITY ASSURANCE PROGRAM SEPTEMBER 20, 2021 The purpose of this program is to provide assurance that the materials incorporated into the construction projects are in conformance with the contract specifications. This program should be updated every five years or more frequently if there are changes of the testing frequencies or to the tests themselves. To accomplish this purpose, the following terms and definitions will be used: DEFINITION OF TERMS ●Acceptance Testing (AT) – Sampling and testing, or inspection, to determine the degree of compliance with contract requirements. ●Independent Assurance Program (IAP) – Verification that AT is being performed correctly by qualified testers and laboratories. ●Quality Assurance Program (QAP) – A sampling and testing program that will provide assurance that the materials and workmanship incorporated into the construction project are in conformance with the contract specifications. The main elements of a QAP are the AT, and IAP. ●Source Inspection – AT of manufactured and prefabricated materials at locations other than the job site, generally at the manufactured location. MATERIALS LABORATORY The City of Azusa will use a private materials laboratory to perform AT on Federal-aid and other designated projects. The materials laboratory shall be under the responsible management of a California registered Engineer with experience in sampling, inspection and testing of construction materials. The Engineer shall certify the results of all tests performed by the laboratory personnel under the Engineer’s supervision. The materials laboratory shall contain certified test equipment capable of performing the tests conforming to the provisions of this QAP. The materials laboratory used shall provide documentation that the laboratory complies with the following procedures: 1.Correlation Testing Program – The materials laboratory shall be a participant in one or more of the following testing programs: a.AASHTO Materials Reference Laboratory (AMRL) b.Cement and Concrete Reference Laboratory (CCRL) c. Caltrans’ Reference Samples Program (RSP) 2.Certification of Personnel – The materials laboratory shall employ personnel who are certified by one or more of the following: CITY OF AZUSA ENGINEERING DIVISION 213 E. FOOTHILL BLVD AZUSA, CA 91702 Attachment 2 CITY OF AZUSA QAP - September 20, 2021 a.Caltrans District Materials Engineer b.Nationally recognized non-Caltrans organizations such as the American Concrete Institute, Asphalt, National Institute of Certification of Engineering Technologies, etc. c.Other recognized organizations approved by the State of California and/or recognized by local governments or private associations. 3.Laboratory and Testing Equipment – The materials laboratory shall only use laboratory and testing equipment that is in good working order. All such equipment shall be calibrated at least once each year. All testing equipment must be calibrated by impartial means using devices of accuracy traceable to the National Institute of Standards and Technology. A decal shall be firmly affixed to each piece of equipment showing the date of the last calibration. All testing equipment calibration decals shall be checked as part of the IAP. ACCEPTANCE TESTING (AT) AT will be performed by a materials laboratory certified to perform the required tests. The tests results will be used to ensure that all materials incorporated into the project are in compliance with the contract specifications. Testing methods will be in accordance with the CT Methods or a national recognized standard (i.e., AASHTO, ASTM, etc.) as specified in the contract specifications. Sample locations and frequencies may be in accordance with the contract specifications. If not so specified in the contact specifications, sample shall be taken at the locations and frequencies as shown in Appendix D, “Acceptance Sampling and Testing Frequencies” of the Caltrans QAP Manual. INDEPENDENT ASSURANCE PROGRAM (IAP) IAP shall be provided by personnel from Caltrans or the City of Azusa’s private materials laboratory. IAP will be used to verify that sampling and testing procedures are being performed properly and that all testing equipment is in good condition and properly calibrated. IAP personnel shall be certified in all required testing procedures, as part of IAP, and shall not be involved in any aspect of AT. IAP shall be performed on every type of materials test required for the project. Proficiency tests shall be performed on Sieve Analysis, Sand Equivalent and Cleanness Value tests. All other types of IAP shall be witness tests. Poor correlation between acceptance tester’s results and other test results may indicate probable deficiencies with the acceptance sampling and testing procedures. In cases of unresolved discrepancies, a complete review of AT shall be performed by IAP personnel, or an independent materials laboratory chosen by the Agency. IAP samples and tests are not to be used for determining compliance with contract requirements. Compliance with contract requirements is determined only by AT. REPORTING ACCEPTANCE TESTING RESULTS The following are time periods for reporting material test results to the City Engineer: CITY OF AZUSA QAP - September 20, 2021 ●When the aggregate is sampled at material plants, test results for Sieve Analysis, Sand Equivalent and Cleanness Value should be submitted to the City Engineer within 24 hours after sampling. ●When materials are sampled at the job site, test results for compaction and maximum density should be submitted to the City Engineer within 24 hours after sampling. ●When soils and aggregates are sampled at the job site: (1)Test results for Sieve Analysis, Sand Equivalent and Cleanness Value should be submitted to the City Engineer within 72 hours after sampling. (2)Test results for “R” Value and asphalt concrete extraction should be submitted to the City Engineer within 96 hours after sampling. When sampling products such as Portland Cement Concrete (PCC), cement-treated base (CTB), hot mix asphalt (HMA), and other such materials; the time of such sampling shall be varied with respect to the time of the day insofar as possible, in order to avoid a predictable sampling routine. The reporting of AT results, if not performed by the City Engineer’s staff, shall be done on an expedited basis such as by e- mail, fax, or telephone. TESTING MANUFACTURED MATERIALS During the Design phase of the project, the Project Engineer may submit a “Source Inspection Request”, Exhibit 16-W of the LAPM, to the City, consultant, or Caltrans for inspection and testing of manufactured and prefabricated materials by their materials laboratory. A list of materials that can be typically accepted on the basis of certificates of compliance during construction is found in Appendix F of the Caltrans QAP Manual. All certificates of compliance shall conform to the requirements of the contract specifications, for examples see Appendix J of the Caltrans QAP Manual. Should the City request Caltrans to conduct the source inspection, and the request is accepted, all sampling, testing, and acceptance of manufactured and prefabricated materials will be performed by Caltrans’ Office of Materials Engineering and Testing Services. For federal-aid projects on the National Highway System (NHS), Caltrans will assist in certifying the materials laboratory, and the acceptance samplers and testers. For Federal-aid projects off the NHS, Caltrans may be able to assist in certifying the materials laboratory, and the acceptance samplers and testers. PROJECT CERTIFICATION Upon completion of a Federal-aid project, a “Materials Certificate” shall be completed by the City Engineer. The City shall include a “Materials Certificate” in the Report of Expenditures submitted to the Caltrans District Director, Attention: District Local Assistance Engineer. A copy of the “Materials Certificate” shall also be included in the City’s construction records. The City Engineer shall sign the certificate. All materials incorporated into the work which did not conform to specifications must be explained and justified on the “Materials Certification”, including changes by virtue of contract change orders. See Appendix K of the Caltrans QAP Manual for an example.