PUBLIC WORKS DEPARTMENT
CITY HALL
10300 TORRE AVENUE • CUPERTINO, CA 95014-5732
TELEPHONE: (408) 777-3354
CUPERTINO.GOV
CITY COUNCIL STAFF REPORT
Date: May 5, 2026
Subject
Approval of First Amendment to Master Agreement with Ghirardelli and Associates for 2026- 2027 Pavement Maintenance Program services; authorize contract execution increase contract by $588,538 to total not to exceed amount of $808,538.
Recommended Action
Authorize the City Manager to execute a First Amendment to a Master Agreement (#2026-011) with Ghirardelli and Associates for Project Management and Construction Management Services for 2026-2027 Pavement Maintenance Program (Attachment A), increasing the contract amount by $588,538 for a new total not to exceed amount of $808,538.
Background
On August 12, 2025 staff advertised a Request for Proposals (RFP) on the City website for Project Management and Construction Management Services for the 2026-2027 Pavement Maintenance Program. The RFP process was conducted in accordance with applicable City policy and the Municipal Code while following standard best practices for this process. On September 9, 2025, two proposals were received. Staff thoroughly reviewed the proposals and determined Ghirardelli and Associates to be most qualified to meet the project objectives.
In November 2025, staff executed a Master Agreement with Ghirardelli and Associates with a maximum compensation not to exceed $220,000 (Attachment B). The contract amount was based upon the Consultant’s cost proposal to analyze the City’s street assets, develop a multi- year maintenance plan based on a budget total established by the City, develop project Plans, Specifications and Estimate (PS&E) packages for the 2026 Pavement Maintenance Phase 1 and 2 Projects, and assist the City through the bidding process. The RFP scope of work included the expectation for the selected Consultant to provide future Construction Management Services for the 2026 Pavement Maintenance Phase 1 and Phase 2 projects. However, at the time Consultant’s submitted proposals, these costs were not able to be provided because the projects were not fully scoped. Upon completion of the multi-year plan and following the bid advertisement of the pavement maintenance projects, the City requested a cost proposal for Construction Management services for these projects from Ghirardelli and Associates.
Reasons for Recommendation and Available Options
After review and negotiation of Ghirardelli and Associates proposal for Construction Management services, the costs are $254,412 for the 2026 Phase 1 Project and $334,126 for the 2026 Phase 2 Project, or approximately 13.6% and 12.9% of construction contract costs respectively, which is typical for projects of this nature. If approved, this amendment will increase the maximum compensation of the Master Agreement to $808,538.
Sustainability Impact
No sustainability impact.
Fiscal Impact
The First Amendment to the Master Agreement will result in a fiscal impact of up to $588,538.
Sufficient funds are budgeted in 270-85-821 900-921 (Capital Outlay Annual Asphalt Project) and 270-85-821 900-971 (Capital Outlay SB1 Roads). No additional appropriations are needed.
Fiscal Summary
Project Funding Status Amount
Capital Outlay Annual Asphalt Project (GL# 270-85-
821 900-921) includes $438,330 of vehicle registration fee revenues received from VTA
$6,631,379
Capital Outlay SB1 Roads (GL# 270-85-821 900-971) $2,143,527 Funding Available for 2026 Pavement Maintenance
Program
$8,774,906
Funding Impact Amount
2026 Pavement Maintenance Program Phase 1 –
Contractor (pending award, separate agenda item
5/5/2026) (GL# 270-85-821 900-921)
-$2,150,274
2026 Pavement Maintenance Program Phase 2 –
Contractor (pending award, separate agenda item
5/5/2026) (GL# 270-85-821 900-971)
-$2,143,527
2026 Pavement Maintenance Program Phase 2 –
Contractor (pending award, separate agenda item
5/5/2026, GL# 270-85-821 900-921)
-$715,632
Construction Management – Ghirardelli Associates
(this item) -$588,538
Total - Funding Impact -$5,597,971
Project Funding Remaining 3,176,935
City Work Program (CWP) Item/Description
None
Council Goal
Quality of Life, Transportation
California Environmental Quality Act
No California Environmental Quality Act impact
_____________________________________
Prepared by: Jo Anne Johnson, Public Works Project Manager Reviewed by: Chad Mosley, Director of Public Works
Floy Andrews, Interim City Attorney
Approved for Submission by: Tina Kapoor, City Manager
Attachments:
A – Draft First Amendment to Ghirardelli and Associate Master Agreement B – Ghirardelli and Associates Inc. Master Agreement for 2026 – 2027 Pavement Maintenance Program