Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Award of the Construction Contract for the 2023 Pavement Rehabilitation Project Date: January 24, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council adopt a resolution awarding the 2023 Pavement Rehabilitation Project (Project) to Argonaut, Inc. and authorizing the City Manager to execute the construction contract for the Project, the Construction Management and Inspection Agreement, amendments to the Design agreement and any needed change orders and amendments up to the approved project budget.
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 2 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. Expenditures are detailed in the annual Measure S reports. The City has completed approximately $5.7 million of roadway rehabilitation in the last two years and has made considerable progress in improving the condition of its roadways.
Analysis/Discussion
The 2023 Pavement Rehabilitation Project (Project) is included in the City’s current Five-Year Capital Improvement Program. The streets included in the bid consist of Aguirre Way, Ahlstrom Dr, Delano St, Lasker Ln, Locust Ave, Marsh Way, Oretsky Way, Page St, Wilford Cir, Lebec Ln, Macklin Dr, John Roberts Dr, Amber Ln, Myrtle Ave. The complete bid set, including plans and specifications, are available for viewing at the Public Works/Engineer’s office in City Hall.
On June 28, 2022, City Council approved the design agreement for the Project. Bid documents were finalized and the Project was advertised for bidding on November 18th, 2022. On December 20, 2022, 4 bids were received, with the low bid provided by Argonaut, Inc. for a total base bid amount of $2,412,092 which is 4 percent below the engineer’s estimate. The bid summary is attached to the resolution. The low bid was evaluated and was determined to be a responsive bid. The additive bid item (Lund Hill Road) had a low bid cost of $561,531 and is recommended to be excluded from the construction contract as it would result in a total project cost that would significantly exceed the approved project budget. During design, improvements to the Putnam Park pathway and parking lot were added to the design and these improvements are included in the base bid amount.
In addition to the Putnam Park improvements, the City requested Harris and Associates, the Design engineering firm, to include Wilford Circle, Aguirre Way and Lasker Lane (to be bid at a later date), and to prepare the environmental Notice of Exemption document, and to perform the mix design for the roadway treatments. Harris and Associates provided a proposal for these extra scope items with a total additional cost of $60,775, bringing the total design agreement amount to $364,403.
The City issued a request for proposals for construction management services and selected Green Valley Consulting Engineers, based on their being best qualified to perform these services for this Project. City staff requested and Green Valley Consulting Engineer’s provided a proposal for Construction Management and Inspection services for the Project in an amount not to exceed $214,030. City staff has reviewed the proposal and finds it to be fair and reasonable.
Financial Considerations
The City’s adopted FY22/23 Budget includes $3.210,000 for this project. Accounting for the design agreement, construction contract, construction management professional services, engineering services during construction and change orders, amendments, and an 7.3 percent contingency, the total needed project budget is $3,210,000. As such, no additional budgetary appropriations are requested at this time.
Project Budget Expenditures Proposal:
Design (including amendments) $ 364,403
Construction $ 2,412,092
Construction Management $ 214,030
Contingency $ 219,475
Total Budget Expenditures $ 3,210,000
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. The Putnam Park pathway and parking lot minor grading and repaving portion of the project was determined to be qualify for a categorical exemption under the CEQA Guidelines, Section 15301 (Class 1, Existing Facilities), Section 15302 (Class 2, Replacement or Reconstruction), and Section 15304 (Class 4, Minor Alterations to Land) for the following reasons:
a. The project would consist of minor alteration (widening) of the existing pedestrian trail; however, the project would not expand the existing open space use outside of the Helen Putnam Park property. Therefore, the project would involve no expansion of the existing or former use of the site (Class 1).
b. The project would not create additional automobile lanes (Class 1). c. The project would replace or reconstruct the existing pedestrian pathway where the new pathway will be located on the same site as the pathway replaced. The proposed pathway would have the same purpose and similar pedestrian capacity as the pathway replaced (Class 2).
d. The proposed project would not involve removal of healthy, mature, scenic trees (Class 4). e. The project would completely avoid the drainage ditches located immediately north and south of the existing pathway (Class 4).
The project constitutes a single and complete project. For the reasons stated previously, the project is categorically exempt from CEQA by Class 1, Existing Facilities, Class 2, Replacement or Reconstruction, and Class 4, Minor Alterations to Land.