Agenda Item #13.1
For Council Meeting of: July 23, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DAN HENNESSEY, DIRECTOR OF TRANSPORTATION AND PUBLIC WORKS SUBJECT: CONTRACT AWARD – ROSELAND PAVEMENT MAINTENANCE 2024 AGENDA ACTION: MOTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by motion, award Contract Number C02383, Roseland Pavement Maintenance 2024, in the amount of $1,999,838.90 to the lowest responsible bidder, Ghilotti Brothers of San Rafael, California, approve a 10% contract contingency, and authorize a total contract amount of $2,199,822.79.
EXECUTIVE SUMMARY
This motion will award a contract to Ghilotti Brothers of San Rafael, California, approve a 10% contract contingency, and authorize a total contract amount of $2,199,822.79 to complete preventive pavement maintenance within the recently annexed Roseland area of Santa Rosa. Funding for this project comes from the Roseland Pre-Annexation agreement between the City of Santa Rosa and the County of Sonoma that provides $6,620,000.00 of County funds over ten years in annual installments of $662,000.00 for street maintenance in the annexed areas. No City General Fund money is included in this project.
BACKGROUND
On December 20, 2016, the County of Sonoma and City of Santa Rosa entered the Pre-Annexation Agreement, which includes a 10-year transportation payment in the total amount of $6.62 million to cover the estimated cost of pavement improvement projects in the Roseland Annexation Area.
This project consists of performing pavement preventive maintenance on streets within the annexed Roseland area of Santa Rosa.
Maintenance activities will be performed on residential and collector streets, and will include crack sealing, localized asphalt repairs, and cape seal.
This project is the third phase of pavement maintenance to occur in the Roseland area and combines annual installments from year-four through year-eight of the 10-year street maintenance funding agreement between the City of Santa Rosa and County of Sonoma.
PRIOR CITY COUNCIL REVIEW
On November 29, 2016, the Council, by Resolution No. 28886, approved the Roseland Area Pre-Annexation agreement with the County of Sonoma.
ANALYSIS
1. The project was advertised on May 24, 2024 and bids were received on June 18, 2024. A total of two (2) bids were received, ranging from $1,999,838.90 to $2,071,596.40. The low bid was 10.18% over the Engineer’s estimate.
2. The low bidder, Ghilotti Brothers, 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).
3. The contract agreement has been reviewed and approved by the City Attorney.
4. Construction is anticipated to begin approximately August 5, 2024. The length of the contract is forty (40) working days.
The Public Participation Plan is required and has been approved by the Transportation and Public Works Marketing and Outreach Coordinator.
FISCAL IMPACT
Approval of this contract has no additional impact on the budget, and no General Fund money is included in this project. Sufficient funds were established for this project in the 2023/24 Capital Improvement Program budget through funding from the 10-year transportation payment under the Roseland Pre-Annexation agreement between the City of Santa Rosa and the County of Sonoma.
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. However, the pavement maintenance authorized as a part of this contract award has been reviewed in accordance with the California Environmental Quality Act (CEQA) and is categorically exempt pursuant to CEQA Guidelines Section 15301, Existing Facilities, as it consists of the repair and minor alteration of an existing public facility involving no expansion of existing use.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Location Map
Attachment 2 – Summary of Bids
PRESENTER
Danny Chen, Assistant Engineer
Gregory Mariscal, Supervising Engineer
CONTRACT AWARD – ROSELAND PAVEMENT MAINTENANCE 2024
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