CITY COUNCIL STAFF REPORT
Meeting: June 18, 2024
Subject
Award a construction contract for 2024 Pavement Maintenance Phase 1 Project to G. Bortolotto & Co. for asphalt mill & fill and patching on identified roadways throughout the City of Cupertino in the amount of $2,662,786.
Recommended Action
Award a construction contract for the 2024 Pavement Maintenance Phase 1 project (project number 2024-101) in the amount of $2,662,786 to G. Bortolotto & Co.
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 $266,279 (10%) for a total contract amount of $2,929,065.
Reasons for Recommendation
On May 10, 2024, the City of Cupertino advertised the 2024 Pavement Maintenance Phase 1 Project. This project consists of rehabilitative maintenance treatments which include asphalt mill and fill and dig-out repairs on identified streets throughout the City. The project also includes repairs to select park pathways. Project streets were selected based on Pavement Condition Index (PCI) and community input. See attachment B for the project location list. Bids were due June 4, however no bids were received. Section 3.23.110(D) of the Cupertino Municipal Code states if no bids are received, the City Council may have the project completed without a further competitive bid process. Staff reached out to project plan holders to inquire why they chose not to submit bids and most responses indicated schedule conflicts. One plan holder, G. Bortolotto & Co., stated they were interested in submitting a proposal, but technical difficulties prevented them from submitting a bid. Staff subsequently received the following cost proposal:
Bidder
Bid Amount
Engineers Estimate
$3,200,000
G. Bortolotto & Co.
$2,662,786
The Department of Public Works reviewed G. Bortolotto’s proposal for completeness and confirmed the contractor’s experience and determined them to be qualified. Therefore, staff recommends awarding a construction contract to G. Bortolotto & Co. for the contract amount of $2,662,786, including a 10% construction contingency in the amount of $266,279 for a total contract amount not to exceed $2,929,065. Construction contingency allows for unforeseen conditions and is 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. This proposal is well under the Engineer’s Estimate. Therefore, staff recommends that the Council authorize the award of the construction contract to, G. Bortolotto & Co. to prevent project delay.
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 of up to $2,929,065, including the base contract and potential contingency. Sufficient funds are budgeted in 270-85-821 900 971 (Capital Outlay Senate Bill 1 Roads), and 270-85-821 900-921 (Capital Outlay Annual Asphalt Project). No additional appropriations are needed.
California Environmental Quality Act
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, Director of Public Works
Approved for Submission by: Pamela Wu, City Manager
Attachments:
A – Draft Contract
B – Location List
C – Location Map