Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Award of the Construction Contract for the 2021 Pavement Preservation Project Date: July 26, 2022
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended City Council adopt a resolution awarding the 2023 Pavement Preservation Project (Project) to Pavement Coatings Co. and authorizing the City Manager to execute the construction contract for the Project, the Construction Management and Inspection Agreement and any needed change orders and amendments up to the approved project budget.
Background
The City’s Annual and Multi-Year Capital Plan includes a list of street paving projects. The paving projects are based on the Pavement Management Program (PMP), updated every 2 years, which generally guides the identification and prioritization of street pavement projects. The PMP provides strategies to prioritize the annual roadway projects based on their condition and treatment costs.
Pavement maintenance projects are significantly funded by, and made possible by, Measure G/S, the City’s local revenue measure; and City Council continues to prioritize street repair and maintenance and the overall street condition, as measured by the Pavement Condition Index, has increased significantly (trend of PCI over past several years is shown on the attached chart). The City has completed $5.7 million of roadway rehabilitation in the last two years and has made significant progress in improving the condition of its roadways. Additionally, the City Council continued to make significant planned investments to reconstruct roads for FY 22/23, including $3.2M for Quick Strike (La Plaza and West Sierra Avenue), and reconstruction of various roads around town, currently in design, budgeted at $3.2M.
While the City continues to reconstruct streets in poor condition, projects like this are intended to keep other streets in good condition to avoid the need for costly reconstruction. In addition to this street paving project, the City has plans to reconstruct W Sierra Avenue and reconstruct 2 miles of the City in the Spring of 2023. Up to date budget and schedule information on these and other active City Public Works construction projects are available on the City’s website.
Analysis/Discussion
The 2023 Pavement Preservation Project (Project) is included in the City’s current Annual Capital Plan adopted by City Council on June 28, 2022. The Project extents are shown on the attached figure, and consist of pavement maintenance on approximately 5.4 miles of roadway.
On February 8, 2022, City Council approved the design agreement for the Project. Bid documents were finalized and the Project was advertised for bidding. On July 14, 2022, three bids were received, with the low bid provided by Pavement Coatings Co. for an amount of $703,543.70 which is 12 percent under the engineer’s cost estimate. The bid summary is attached. The low bid was evaluated and was determined to be a responsive bid.
In April 21, 2022, the City issued a request for qualifications and selected 4Leaf, Inc. from the sixteen proposals received, based on their being qualified and best suited to perform Construction Management services for this Project. City staff requested and 4Leaf, Inc. provided a proposal for Construction Management and Inspection services for and amount not to exceed $96,348. City staff negotiated the terms and conditions of the proposed agreement and has determined the resulting agreement to be fair and reasonable.
Financial Considerations
Accounting for the construction contract, Construction Management professional services and change orders, amendments, and a 15 percent contingency, the total anticipated project budget is $920,000. The total amount allocated for the Project budget in the City’s adopted Fiscal Year 2022/23 budget is $1,085,000. Staff recommends adjusting the Project budget to the lower number for the remainder unused funds to be returned to the unappropriated General Fund balance.
Environmental Issues
The Project is Categorically Exempt under Section 15301 of the California Environmental Quality Act (CEQA) Guidelines as it consists of the repair and maintenance of an existing facility.
Attachments:
Project Bid Tabs (PDF) City
of Cotati PCI (PDF)