MEETING DATE:
January 28, 2025
SUBJECT:
Title
RESOLUTION NO. 2025-9403 - DELEGATING TO AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE CONTRACT AMENDMENTS FOR RANCHO SANTA FE PAVEMENT RESTORATION PROJECT (CIP# ST014)
Body
Recommendation
Recommendation
ADOPT a resolution delegating to and authorizing the City Manager to negotiate, finalize, and execute contract amendments for Rancho Santa Fe Pavement Restoration Project (CIP# ST014).
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Quality of Life
Good Governance
Executive Summary
The purchasing provisions of the San Marcos Municipal Code authorize the City Manager to issue and execute contract change orders up to the amount of $250,000 for contracts having an initial value of $2,500,000 or less, or up to ten percent of the initial contract value for contracts having an initial value of more than $2,500,000. Cumulative changes to a contract exceeding these two criteria require approval by the City Council.
Discussion
The Rancho Santa Fe Pavement Restoration Project (CIP# ST014, “Project”) is currently under construction and includes repaving Rancho Santa Fe Rd between Melrose Drive and Lake Ridge Drive, ADA improvements, traffic signal improvements, and buffered bike lanes. The Project contract was awarded to ATP General Engineering Contractors in the amount of $3,946,227.05. The Northbound direction of the project limits was repaved utilizing a cost-effective, long-lasting, and environmentally friendly method, referred to as cold in-place Recycling. This is a multistep paving process in which the existing asphalt pavement is removed and reused with specialized equipment that recycles the existing pavement in-place by crushing it, blending the crushed material with asphalt recycling agents and cement, and laying down the newly blended material as new roadway pavement.
While this method is unique and innovative, it has provided challenges during construction, such as traffic handling and pavement curing time due to the cold weather. To remedy these challenges for the southbound direction, the City had two options. One option was to pause all repaving operations until the summer of 2025 for more favorable weather conditions, which would delay completion of the much-needed pavement repairs for several more months. The second option was to change the paving method for the southbound lanes to the conventional method of pavement rehabilitation, which is to grind the existing deteriorated pavement and bring in new material to be paved. City staff determined that the second option is more favorable; however, it necessitates a contract change order above the City Manager’s authorization amount set forth in San Marcos Municipal Code section 2.30.030(c). The proposed resolution would delegate to the City Manager the authority to execute amendments to the existing contract more than ten percent of the original contract amount, and within the project budget.
Environmental Review
The proposed delegation and authorization comprising this action is not a “Project” as defined under Section 15378 of the CEQA Guidelines and is therefore not subject to environmental review pursuant to CEQA Guidelines section 15060(c)(3).
Fiscal Impact
The funds for this action are budgeted as CIP #ST014 in the approved FY 2024-25 Capital Improvement Project budget. Approval of the action does not result in a change to the project budget. Authority will be given to the City Manager to execute change orders as necessary to complete the project within the approved budget and project appropriations, in conjunction with any other obligations of the project budget.
Attachment(s)
Resolution
Submitted by: Emad Elias, Senior Civil Engineer
Reviewed by: Isaac Etchamendy, Director of Development Services
Approved by: Michelle Bender, City Manager