1 CITY COUNCIL STAFF REPORT
Meeting: March 18, 2025
Subject
Construction contract for the 2025 Slurry Seal/Fog Seal Project to Doolittle Construction, LLC. in the amount of $859,000.
Recommended Actions
1. Award a construction contract for the 2025 Slurry Seal/Fog Seal Project number 2025-102 in the amount of $859,000 to Doolittle Construction, LLC.
2. Reject the non-responsive bid of the lowest bidder.
3. Authorize the City Manager to execute the construction contract with Doolittle Construction, LLC. when all conditions have been met.
4. Authorize the Director of Public Works to execute any necessary construction change orders up to a construction contingency amount of $85,900 (10%) for a total contract amount not to exceed $944,900.
Reasons for Recommendation
Background
The City of Cupertino performs annual maintenance on its road pavement assets. These efforts include preventative maintenance such as surface treatments, which prolong the useful life of roadway pavements. This 2025 Slurry Seal/Fog Seal Project (Project) consists of preventative maintenance treatments including slurry seal, fog seal and crack seal on identified streets throughout the City.
On January 28, the City publicly advertised the Project. The bid documents issued by the City are available at https://apps.cupertino.org/details/798. Project streets were selected based upon Pavement Condition Index and maintenance history. See Attachment B for the Project street list. A location map is provided as Attachment C.
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2 On February 19, the following bids were received:
Bidder Bid Amount
Engineers Estimate $900,000
BuildCorp, Inc. (non-responsive) $857,001
Doolittle Construction, LLC. $859,000
S&H Construction, Inc. $868,600
Pavement Coatings Co. $909,972
VSS $949,120
Sierra Nevada Construction, Inc. $951,507
Graham Contractors $1,182,972
Discussion
The Department of Public Works reviewed proposals for responsiveness and compliance with bid specifications. The apparent low bid received from BuildCorp, Inc., was deemed to be non-responsive due to omissions on the subcontractors list and failure to submit the wet-inked original bid bond per the Instructions to Bidders. Staff recommend the City Council reject this bid as non-responsive.
Staff confirmed the bid from Doolittle Construction, LLC. (“Doolittle”) was responsive, that it had the experience and qualifications to complete the project and thus Doolittle is the lowest responsive and responsible bidder per the Instructions to Bidders and Cupertino Municipal Code. Therefore, staff recommend awarding the construction contract (Attachment A) to Doolittle in the amount of $859,000 and include a 10% construction contingency in the amount of $85,900, for a total contract amount not to exceed $944,900. Construction contingency covers other costs that could be incurred due to unforeseen circumstances and is a typical contracting best practice.
Next Steps
If approved, the City and contractor anticipate work to begin in May 2025 with completion scheduled in July 2025.
If the contract is not approved, the City will cancel the project and defer work to a later date. When applied in a timely manner, these preventative treatments extend the useful life of the pavement.
Sustainability Impact
Maintaining and preserving the local streets and roadway system reduces drive time and traffic congestion, improves bicycle safety, and creates 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
3 Award of this contract will result in a fiscal impact of up to $944,900, including the base contract and potential contingency. Sufficient funds are budgeted at 270-85-821 900-971 (Capital Outlay Senate Bill 1 Roads). No additional appropriations are needed.
Fiscal Summary
Budget Unit 270-85-821 900-971 Amount
Available funds as of 2/26/25 $1,779,164
Construction Contract ($859,000 base contract
and $85,900 contingency) ($944,900)
Remaining Balance at Completion: $834,264
City Work Program (CWP) Item: No
CWP Item Description: N/A
Council Goal: N/A
California Environmental Quality Act (CEQA)
This project is categorically exempt from CEQA under CEQA Guidelines Section 15301(c) (repair and maintenance of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities).
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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
D – Contract Documents - Project Manual