Agenda Item #12.2
For Council Meeting of: July 11, 2023
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: ROBERT SPRINKLE, DEPUTY DIRECTOR TRAFFIC ENGINEERING
TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
SUBJECT: CONTRACT AWARD FOR SANTA ROSA PAVEMENT MAINTENANCE 2023 AGENDA ACTION: MOTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by motion, award Contract No. C02424, Santa Rosa Pavement Maintenance 2023, in the amount of $2,698,573 to the lowest responsible bidder, Pavement Coatings Co. of Sacramento, California, approve a 10% contract contingency, and authorize a total contract amount of $2,968,430.30.
EXECUTIVE SUMMARY
This motion will award a construction contract to Pavement Coating Co., of Sacramento, California in an amount not-to-exceed $2,698,573, and approve a 10% contract contingency and authorize a total contract amount not to exceed $2,968,430.30 for the Santa Rosa Pavement Maintenance 2023 project.
BACKGROUND
This project will perform preventive maintenance on City streets with an application of slurry seal to minimize water intrusion and oxidation in order to postpone major repairs or replacement of City streets. Priorities are established by the Pavement Management System and analysis of existing street sections. Project will slurry seal approximately 2,700,000 square feet.
PRIOR CITY COUNCIL REVIEW
Not applicable.
ANALYSIS
The project was advertised on May 9, 2023, and bids were received on June 1, 2023. A total of four (4) bids were received, ranging from $2,698,573.00 to $3,119,119.00. The low bid was 57.12% over the Engineer’s estimate.
Our estimate was based on historical bid prices and consideration of market prices, and was reviewed and considered by Transportation and Public Works staff. However, it is difficult to predict the market at this time.The pricing for restriping of the project and the roadway treatment was incrementally higher than the estimate anticipated. Due to the large quantities of these items in the contract, the project came in over 50% above the estimate. With four (4) responsive bids and the need for this project to continue for execution this summer, it is recommended by the Transportation and Public Works Department to move forward.
The low bidder, Pavement Coatings Co., possesses a valid contractor’s license of the required class, as verified by the Contractor’s State License Board, and is registered with the State Department of Industrial Relations (DIR).
The contract agreement has been reviewed and approved by the City Attorney.
Construction is anticipated to begin approximately August 2023. The length of the contract is 65 working days.
The Public Participation Plan has been reviewed and approved by the Transportation and Public Works Communications Coordinator.
FISCAL IMPACT
Approval of this contract has no additional impact on the General Fund. Sufficient funds can be appropriated to Account No. 17450 (Pavement Preventative Maintenance) by the 2023/2024 and 2024/2025 Capital Improvement Program budget. The future 2024/2025 project scope for pavement preventive maintenance program will be adjusted to provide funding for this project.
ENVIRONMENTAL IMPACT
The contract award is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential to result in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guidelines Section 15378. Additionally, the construction authorized as a part of this contract award has been reviewed in compliance with the California Environmental Quality Act (CEQA) and is categorically exempt pursuant to CEQA Guidelines Section 15301(c) and 15302(c), as it consists of the repair and minor alteration of existing streets that does not create additional automobile lanes.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Location Map
Attachment 2 – Summary of Bids
PRESENTER
Deziré Perez Barbante, Assistant Engineer
CONTRACT AWARD FOR SANTA ROSA PAVEMENT MAINTENANCE 2023 PAGE 2 OF 3