MEETING DATE:
OCTOBER 22, 2024
SUBJECT:
Title
RESOLUTION NO. 2024-9369 - DELEGATING TO AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE CONTRACT AMENDMENTS FOR ANNUAL SURFACE SEAL PROJECT (CIP# ST001)
Body
Recommendation
Recommendation
APPROVE resolution delegating to and authorizing the City Manager to negotiate, finalize, and execute contract amendments for annual surface seal project (CIP #ST001).
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Quality of Life
Good Governance
Executive Summary
The City’s Purchasing Ordinance permits the City Manager to authorize contract change orders up to the amount of $250,000. Cumulative changes to a contract exceeding $250,000 require approval by the City Council.
Discussion
On an annual basis, the City uses a Pavement Management Program (PMP) to assign a value, known as a Pavement Condition Index (PCI), representing the current condition of each street segment. The PCI is utilized to prioritize maintenance and rehabilitation activities. It is important that preventative maintenance, such as a surface seal, be performed before pavement begins to rapidly deteriorate. Otherwise, more expensive rehabilitation or reconstruction will be required to bring the pavement to an acceptable condition.
The current Annual Surface Seal Project (Project) involves a slurry seal and localized pavement repair for portions of Twin Oaks Valley Road. Through the formal and competitive bid process, the construction contract was awarded to Eagle Paving in the amount of $1,814,905.
The portion of North Twin Oaks Valley Road that splits off from Deer Springs Road was not included in the original project scope. After additional review, City staff determined that this roadway segment requires repair. It is cost efficient to incorporate the additional work into the current project, since the contractor is already mobilized for pavement repairs along the adjacent roadway.
The change order for the additional paving work on North Twin Oaks Valley Road is approximately $269,000. Additional change orders will be necessary to adjust quantities for bid items due to field conditions. The proposed action would delegate to the City Manager the authority to execute contract amendments in excess of $250,000 and within the project budget.
Environmental Review
The proposed delegation and authorization 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 in the approved FY 2024-25 Capital Improvement Project budget in CIP #ST001. 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.
Attachment(s)
Resolution 2024-9369
Submitted by: Kyle Wright, Senior Project Manager
Reviewed by: Stephanie Kellar, Deputy City Engineer
Approved by: Michelle Bender, City Manager