REPORT TO COUNCIL
SUBJECT
Title
Award of Contract to Pavement Coatings Co. for Slurry Seal 2023-B, Finding of Categorical Exemption from the California Environmental Quality Act (CEQA) Pursuant to CEQA Guidelines Section 15301(c)
Report
REPORT IN BRIEF
Approval is requested to award a construction contract in substantially the same form as Attachment 2 to this report, in the amount of $1,376,491.10 to Pavement Coatings Co. of Sacramento for Slurry Seal 2023-B, and for approval of a 10% construction contingency in the amount of $137,649.
EXISTING POLICY
Pursuant to Section 2.09.040 of the Sunnyvale Municipal Code, City Council approval is required for awards of public works contracts exceeding $250,000.
ENVIRONMENTAL REVIEW
The proposed project is categorically exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(c) for the operation, repair, maintenance, or minor alteration of existing facilities involving negligible or no expansion of the existing or former use.
BACKGROUND AND DISCUSSION
The Slurry Seal 2023 B (Public Works Project No. ST-23-05) consists of the installation of 923,076 square feet of slurry seal on various streets segments along Mary Avenue and Reed Avenue. This Project also includes sewer manhole cover adjustments and installing thermoplastic pavement striping, markings, legends, green bike lane, and raised pavement markers.
An invitation for bids was posted on City’s DemandStar public procurement network, distributed to local Bay Area Builder’s Exchanges, and published on the City’s website on January 20, 2023. Sixteen (16) contractors requested bid documents with four (4) sealed bids publicly opened on February 15, 2023. The bid summary is contained in Attachment 1 to this report.
Staff recommends awarding the project to the lowest responsive and responsible bid, which was submitted by Pavement Coatings Co. in the amount of $1,376,491.10.
FISCAL IMPACT
Project costs include the base bid of $1,376,491.10 and a recommended 10% contingency in the amount of $137,649, for a total of $1,514,140.10. Budgeted funds are available in Projects 828030 - Annual Slurry Seal of City Streets and 825290 - Pavement Rehabilitation. Project 831680 - Adjust Sewer Utilities in Support of Paving Projects) will fund $7,000 for adjusting manholes and other utility infrastructure impacted by the Project.
Funding Source
Funding for pavement rehabilitation comes from the General Fund, Gas Tax Street Improvement Subfund, Road Maintenance & Rehabilitation Account (RMRA) Subfund, VRF Local Road Improvement Program Subfund and 2016 Measure B - Santa Clara VTA Subfund. The Wastewater Management Fund will fund the work related to manhole adjustments.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Award a contract in substantially the same form as Attachment 2 to the report in the amount of $1,376,491.10 to Pavement Coatings Co.;
- Approve a 10% construction contingency in the amount of $137,649.00;
- Authorize the City Manager to execute the contract when all necessary conditions have been met; and
- Make a finding of a categorical exemption from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(c).
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Tim Kirby, Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Jaqui Guzmán, Deputy City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft General Construction Contract
3. Project - 825290 - Pavement Rehabilitation
4. Project - 828030 - Annual Slurry Seal
5. Project - 831680 - Adjust Sewer Utilities