MEETING DATE:
July 8, 2025
SUBJECT:
Title
RESOLUTION NO. 2025-9468 - DELEGATING TO AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE CONTRACT AMENDMENTS FOR THE 2024 SURFACE SEAL PROJECT (CIP# ST011)
Body
Recommendation
Recommendation
ADOPT a resolution delegating to and authorizing the City Manager to negotiate, finalize, and execute contract amendments for the 2024 Surface Seal Project (CIP# ST11)
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 2024 Surface Seal project (CIP# ST011, “Project”) is currently under construction and includes pavement repairs and preventative maintenance activities along Las Posas Drive, Linda Vista Drive, Pacific Street, as well as numerous residential streets throughout the city. The Project contract was awarded to Pavement Coatings Co. in the amount of $3,569,732. The Project includes removing and replacing localized failed pavement areas, crack sealing, slurry sealing, pavement striping, and enhancing bike lanes by adding buffers.
Since the time of project design and contract award, many of the roads included in this project have experienced further deterioration due to rain storms and utility trenches, resulting in higher quantities of repair in these localized areas. To further enhance the condition of Las Posas Rd, staff decided to micro-mill the existing pavement within the project limits. The micro-milling would remove approximately half an inch and up to three quarters of an inch of the existing road surface. This is intended to remove any bumps, high points, or areas of rough surface from the road, resulting in a much smoother ride for the traveling public. Staff determined that these changes and additions to the project would best serve the public; 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 2025-26 Capital Improvement Project 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
Submitted by: Emad Elias, Senior Civil Engineer
Reviewed by: Isaac Etchamendy, Director of Development Services
Approved by: Michelle Bender, City Manager