Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Acceptance of the 2021 Pavement Preservation West Side Project Date: November 08, 2022
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council adopt a resolution accepting the 2021 West Side Street Project, authorizing the City Clerk to file the Notice of Completion with the County Clerk, and authorizing the release of retention after 35 day noticing period with no protests.
Background
The City’s Five-Year Capital Improvements Program includes a list of street paving projects. The paving projects are based on a Pavement Management Program (PMP), updated every two years, which guides the identification and prioritization of street pavement maintenance 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 S, the City’s local revenue measure and City Council continues to prioritize street repair and maintenance. This project was additionally funded using the Streets Improvements Lease issued in January of 2022 and revenue replacement funds in the General Fund due to the Federal American Rescue Plan Act of 2021.
The City has completed $5.7 million of roadway rehabilitation in the last two years and has made considerable progress improving the condition of its roadways. The 2021 Street Construction & Improvements Project (a.k.a. West Side Project) consisted of pavement rehabilitation of West Cotati Avenue, West School Street, Clifford Street, Richardson Lane, and portions of Old Redwood Hwy (between Myrtle and Page), Condor Ct, Robin Ave, and John Roberts Drive.
Analysis/Discussion
On August 24, 2021, the City Council awarded the construction contract to the lowest qualified bidder, Ghilotti Bros, Inc. The bid amount was $3,095,133, which was 16 percent below the engineer’s estimate. A Notice to Proceed was issued with a construction start date of September 20, 2021, and a required completion date, as specified by contract documents, of December 3, 2021. On March 22, 2022, the City Council approved increasing the Project’s budget to reflect rehabilitating additional streets and upgrading the guardrail on West School Street, as detailed in the attached resolution. The contractor was granted additional workdays due to weather and the added scope of work.
The Project has been managed and inspected by the City’s contract Construction Manager, Green Valley Consulting Engineers. The contract work has been completed on the revised schedule and within the revised budget. The final inspection was completed on June 15, 2022, and the work was determined to have been substantially completed in accordance with the project requirements. A punch list of remaining items was completed by early October and the City Engineer is recommending the project for acceptance by the City Council. Following City Council acceptance, a Notice of Completion is to be filed with the County Recorder and, after thirty-five days, if no protests are received, the City is to release the retention to the Contractor.
Financial Considerations
On March 22, 2022, the City Council authorized additional Project to account for added scope, and the total Project budget increased from $3,704,000 to $4,080,900 (including Construction Contract, Construction Management, and Construction Design support agreements). The total project expenditure of $4,017,766, shown in the following table, is less than the authorized Project budget of $4,080,900. Remaining funds will be returned to the City’s unappropriated General Fund balance.
Total retention withheld from payment on the above expenses related to this project is to be returned to Ghilotti Bros Construction upon completion of the filing period.
Description Contractor/Consultant Expenditure
Construction Agreement Ghilotti Bros, Inc $3,095,133
Construction net change (increase) Ghilotti Bros, Inc $341,764 Total Construction $3,436,897
Construction Management (CM) Green Valley $131,175
CM Amendment 1 Green Valley $86,930
CM Amendment 2 Green Valley $74,380
CM Amendment 3 Green Valley $7,500
Total Construction Management $299,985
Design Harris & Associates $241,994
Design Assistance (DA) - Construction Harris & Associates Included in Design DA Amendment 1 Harris & Associates $38,890
Total Design $280,884
Combined Project Total $4,017,766
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.