CITY COUNCIL STAFF REPORT
Meeting: June 6, 2023
Subject
Consider award of a construction contract for the 2023 Pavement Maintenance Phase 2 Project to Doolittle Construction, LLC. for asphalt slurry seal on identified roadways throughout the City of Cupertino.
Recommended Action
Award a construction contract for the 2023 Pavement Maintenance Phase 2 Project (Project No. 2023-102) in the amount of $579,479 to Doolittle Construction, LLC.; Authorize the City Manager to execute the construction contract when all conditions have been met; and Authorize the Director of Public Works to execute any necessary change orders up to a construction contingency amount of $57,947.90 (10%) for a total contract amount of $637,426.90.
Reasons for Recommendation
On April 20, the City of Cupertino advertised the 2023 Pavement Maintenance Phase 2 Project (Project No. 2023-102). This project consists of preventive maintenance treatments recommended by StreetSaver asset management system which include crack seal, fog seal and slurry seal on identified streets throughout the City (see Attachment B and Attachment C). On May 12, the City received the following five responsive bids:
Bidder
Bid Amount
Engineers Estimate
$1,100,000
Doolittle Construction, LLC
$579,579.00
Dryco Construction Inc.
$713,671.52
Graham Contractors, Inc.
$751,390.80
Pavement Coatings Col
$781,969.05
VSS International, Inc.
$867,530.90
The Department of Public Works reviewed the Doolittle Construction LLC.’s bid documents for completeness and confirmed the contractor’s experience and qualifications and determined the bid to be the lowest responsive and responsible bid per the Instruction to Bidders and Cupertino Municipal Code. Therefore, staff recommends awarding a construction contract to Doolittle Construction LLC. for the contract amount of $579,479.00 and a 10% construction contingency in the amount of $57,947.90 for a total contract amount not-to-exceed of $637,426.90. Construction contingency allows for unforeseen conditions and are a typical contracting best practice. A Draft Construction Contract is included as Attachment A while the full project specifications can be found at https://apps.cupertino.org/bidmanagement/index.aspx. It is recommended that the Council authorize the award of the construction contract to the low bidder, Doolittle Construction, LLC.
Sustainability Impact
Maintaining and preserving the local streets and roadway system will reduce drive time and traffic congestion, improve bicycle safety, and create a safer and more appealing pedestrian experience. This leads to reduced vehicle emissions, helping the City achieve air quality and greenhouse gas emission reduction goals.
Fiscal Impact
Award of this contract will result in a fiscal impact up to $637,426.90. Sufficient funds are budgeted 270-85-821 900 971 (Capital Outlay Senate Bill 1 Roads), which is funded by external Road Maintenance and Rehabilitation Amount revenues received in Fiscal Year 22-23. No additional appropriations are needed.
California Environmental Quality Act (CEQA)
This project is exempt under CEQA Guidelines Sections 15301(c) (repair and maintenance of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities). _____________________________________
Prepared by: Jo Anne Johnson, Project Manager
Reviewed by: Chad Mosley, Interim Director of Public Works Reviewed by: Matt Morley, Assistant City Manager
Approved for Submission by: Pamela Wu, City Manager
Attachments:
A – Draft Contract
B – Street List
C – Location Map