MEETING DATE:
September 8, 2026
SUBJECT:
Title
RESOLUTION NO. 2026-9657 - DELEGATING TO AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE CONTRACT AMENDMENTS FOR THE 2026 SURFACE SEAL PROJECT (CIP# ST011-2)
Body
Recommendation
Recommendation
ADOPT a resolution delegating to and authorizing the City Manager to negotiate, finalize, and execute contract amendments for the 2026 Surface Seal Project (CIP# ST011-2).
Body
Board or Commission Action
Not Applicable
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 2026 Surface Seal Project (CIP# ST011-2, “Project”) is currently under construction and includes pavement repairs and preventative maintenance activities along Borden Road, Melrose Drive, Montiel Road, and Questhaven Road, as well as numerous residential streets throughout the city. The Project contract was awarded to American Asphalt South in the amount of $2,096,747.57. The Project includes removing and replacing localized failed pavement areas, crack sealing, slurry sealing, pavement striping, and enhancing bike lanes by adding buffers where feasible.
Since the time of project design and contract award, many of the roads included in this project have experienced further deterioration due to continued substantial vehicle use, weather impacts, and utility trenches, resulting in higher quantities of repairs than originally anticipated. Additionally, there have been several Vallecitos Water District (VWD) water line breaks on roads that are included in this year’s surface seal project which require localized road repairs. In an effort to streamline construction activities and reduce impacts to the public, the City is partnering with VWD to address these road repairs. Per the cost sharing agreement between the City and VWD, VWD will reimburse the City for the costs associated for these road repairs done by the City’s contractor relating to these water line breaks.
These changes and additional work are necessary for the project; however, they necessitate 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 negotiate, finalize, and execute amendments to the existing contract more than ten percent of the original amount, and still 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# ST011 in the approved FY 2026-27 Capital Improvement Program budget. Approval of this 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
Prepared by: Emad Elias, Senior Civil Engineer
Submitted by: Darra Woods, Principal Civil Engineer
Reviewed by: Isaac Etchamendy, Director of Development Services
Approved by: Michelle Bender, City Manager