RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI AWARDING THE CONSTRUCTION CONTRACT FOR THE 2023 PAVEMENT PRESERVATION PROJECT TO PAVEMENT COATINGS CO. AND AUTHORIZING THE CITY
MANAGER TO EXECUTE THE CONSTRUCTION CONTRACT AND
CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES AGREEMENT,
INCLUDING ANY NEEDED CHANGE ORDERS AND AMENDMENTS, UP TO THE
AUTHORIZED PROJECT BUDGET AMOUNT
WHEREAS, the City’s Annual and Multi-Year Capital Plan includes a list of street paving projects, and 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; and
WHEREAS, the PMP provides strategies to prioritize the annual roadway projects based on their condition and treatment costs; and
WHEREAS, 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
WHEREAS, expenditures are detailed in the annual Measure G/S reports, and 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; and WHEREAS, 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; and
WHEREAS, the 2023 Pavement Preservation Project (Project) is included in the City’s current Annual Capital Plan adopted by City Council on June 28, 2022, and the Project extents are shown on the attached figure, and consist of pavement maintenance on approximately 5.4 miles of roadway; and
WHEREAS, on February 8, 2022, City Council approved the design agreement for the Project, and bid documents were finalized and the Project was advertised for bidding; and WHEREAS, 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; and
WHEREAS, the low bid was evaluated and was determined by Staff to be a responsive bid; and
WHEREAS, on 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; and WHEREAS, City staff requested and 4Leaf, Inc. provided a proposal for Construction Management and Inspection services for and amount not to exceed $96,348, and City staff negotiated the terms and conditions of the proposed agreement and has determined the resulting agreement to be fair and reasonable; and
WHEREAS, 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; and
WHEREAS, the total amount allocated for the Project budget in the City’s adopted Fiscal Year 2022/23 budget is $1,085,000, which is greater than the anticipated expenditure amount, therefore, a budget reduction is appropriate; and
WHEREAS, 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.
NOW THEREFORE LET IT BE RESOLVED by the Council of the City of Cotati that:
1. All of the above recitals are true and correct and incorporated herein by reference; and
2. The construction contract for the Project is awarded to Pavement Coatings Co. for $703,543.70; and
3. The Construction Management and Inspection Agreement with 4Leaf, Inc. for $96,348.00 is approved; and
4. The 2023 Pavement Preservation Project budget is reduced from $1,085,000 to $920,000 with the unused funds to go back to the General Fund’s unappropriated fund balance; and
5. The City Manager (or designee) is authorized to execute the construction contract for the Project, the construction management and inspection agreement and any needed change orders, amendments and miscellaneous Project expenses up to $920,000.
IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on the July 26th, 2022, by the following vote, to wit:
Approved:________________________________
Mayor
Attest:____________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:
____________________________
City Attorney
Attachments:
2023 Pavement RehabIlitation Map (PDF)