Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: AWARD OF THE REDWOOD DRIVE AND CYPRESS AVENUE
PAVEMENT REHABILITATION PROJECT
Date: December 12, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council adopt a resolution awarding the Redwood Drive and Cypress Avenue Pavement Rehabilitation Project construction contract and authorizing the City Manager to execute the construction contract and any needed change orders or amendments to supporting professional agreements up to the authorized Project amount.
Background
The City has five projects on the Sonoma County Transportation Authority’s Cycle 1 Funding Program. The Funding Program capitalizes on funding opportunities by best matching agency projects with available funding sources. One of the City’s projects, the Redwood Drive and Cypress Avenue Road Rehabilitation Project (Project), has been selected to receive Locally Administered Senate Bill 1 Local Partnership Program (Formulaic) funds (LPP SB1) for Fiscal Year 22/23, for an amount of $946,000.
Analysis/Discussion
On December 13, 2022, the City Council approved a professional services agreement with GHD, Inc, to prepare Plans, Specifications, and Estimates (PS&E), State Environmental Review documents, and State Right of Way certification documents. The Cost of these services are budgeted at 323,880. The documents were prepared, and approvals secured from Caltrans, then, on June 28, 2023, the California Transportation Commission (CTC) approved allocation of the LPP SB1 funds for the Project. CTC funding requires the City to award the Project’s construction contract within 6 months of the allocation which is in late December 2023.
In November 2023, the City advertised the Project for bidding with bids opened on December 5, 2023. Four bids were received with the low bid from Argonaut Constructors for an amount of $2,593,340, which is 17.9% below the engineer’s estimate.
GHD, Inc. was determined to be the most qualified to provide Construction Management and Inspection services for the Project from the competitive selection process conducted in April 2022. Therefore, Staff requested and GHD, Inc. provided the attached proposal in the amount of to provide Construction Management and Inspection services for an amount of $342,033. Staff has reviewed the proposal and find it to be fair and reasonable.
City Staff are also proposing a contingency of $325,925 or approximately 10% of the total project cost of $3,259,253, bringing the total project including contingency to $3,585,178. See summary of costs below:
Financial Considerations
The City’s adopted FY23/24 Annual Budget includes the Project for an amount of $2,996,253, and the City’s Capital Improvement Program includes $1,500,000 for Fiscal Year 24/25, for a total Project budget of $4,756,000. With the bids and proposals received, the total requested Project budget is $3,585,178, which is a reduction in the projected total project cost of $1,171,075. These costs are to be allocated across the fiscal years as summarized in the following table:
Prior to FY24 FY24 FY25 Total
Budget $260,000 $2,996,253 $1,500,000 $4,756,000
Requested $260,000 $2,996,253 $328,925 $3,585,178
Adjustment $0 $0 -$1,171,075 -$1,171,075
No adjustment is being requested for City’s adopted FY23/24 budget and an appropriation of $328,925 (down from $1,500,000) is to be earmarked for completion of the project after July 1, 2024.
Environmental Issues
An environmental review for the Project was conducted and the Project was determined to be Categorically Exempt in accordance with the California Environmental Quality Act for Class 1 Project Classification Contract Vendor Amount
Construction Argonaut Constructors $2,593,340
Construction Management GHD Inc. $342,033
Design GHD, Inc. $323,880
Contingency $325,925
Total $3,585,178
and 2, Sections 15301, minor alteration to an existing public street, and 15302, replacement or reconstruction of existing structures or facilities.