24. Pavement ManagementCUPERTINO
Summary
PUBLIC vJORKS DEPARTMENT
AGENDA ITEM ~ ~ AGENDA DATE August 5, 2008
SUBJECT AND ISSUE
Items related to the City's Pavement Management Program:
A. Review of bids and award of contract for Local Streets Pavement Management 2, Project
No. 2008-05, to G. Bortolotto & Co., Inc., in the amount of $1,343,201.39, and approval of
a construction contingency of $135,000.00 to cover any unforeseen work required to
complete the project, for a total of $1,478,201.39.
B. Authorize the Director of Public Works to negotiate and execute an agreement with
Pavement Engineering, Inc., for testing, inspection, and construction administration services
in connection with Local Streets Pavement Management 2, Project No. 2008-05, in the
amount of $81,600.00, with a contingency of $4,400.00 for additional services that may be
required upon approval of the Director of Public Works, for a total amount of $86,000.00.
C. Authorize the Director of Public Works to negotiate and execute a cooperative agreement
between the City of Cupertino and the City of Saratoga for pavement management work on
Prospect Road between Stelling Road and De Anza Boulevard to be performed as part of the
Local Streets Pavement Management 2 project.
BACKGROUND
On May 6, 2008, the Council received a report from staff on the City's Pavement Management
Program. Part of that report detailed the pavement management construction projects that the
City intended to put out to bid this summer. On June 17, 2008, Council awarded contracts for
four of those projects, as well as for the 2008 Reconstruction of Curbs, Gutters, and Sidewalks
project, which is providing a number of wheelchair ramps in the residential areas that will be
affected by the pavement projects.
Bids have been received for the final 2008 pavement management project, Local Streets
Pavement Management 2, Project No. 2008-05, details of which are shown below. The current
bidding climate has changed from what it was just over a year ago. Contractors bidding for the
pavement contracts have informed us that an expectation that the amount of work available to
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their industry will drop off in the near future has led to submittal of very low bids for currently
available contracts, including this project. Because 'of that, the low bid is very favorable, as
noted in the Bid Summary and Fiscal Impact statement, below, so that staff is recommending
that the contract be awarded with the alternate streets shown in the attached Exhibit A included.
The southern half of one of the street segments included in the project, Prospect Road, between
Stelling Road and De Anza Boulevard, is within the city limits of Saratoga. The City of
Saratoga has expressed its interest in having the work proceed and reimbursing Cupertino for
Saratoga's share of the work through the cooperative agreement recommended herein.
Bid Summary
The following is a summary of bids received for the Local Streets Pavement Management 2,
Project No. 2008-05:
Bidder Base Bid Base Bid + Alternates
En ineer's Estimate $ 1,320,000.00 $ 1,760,000.00
To Grade Construction $ 978,797.54 $ 1,605,818.34
O'Grady Paving, Inc. $ 908,078.18 $ 1,394,449.44
G. Bortolotto & Co., Inc. $ 898,318.27 $ 1,343,201.39
The low bidder is G. Bortolotto & Co., Inc., for both the base bid amount of $ 898,318.27 and
the total bid including alternate streets amount of $1,343,201.39. The engineer's estimate for the
base bid package is $1,320,000.00, and for the base bid package plus the alternate streets is
$1,760,000.00.
FISCAL IlVIPACT
These actions would entail the following fiscal impacts on the approved Five Year Capital
Improvements Program for Pavement Management, Account No. 270-9450-9300:
A. For awarding the contract for Local Streets Pavement Management 2, Project No. 2008-05,
to G. Bortolotto & Co., Inc., expenditure of an amount of $1,343,201.39, and additional
expenditures thereafter up to the amount of $135,000.00 for additional work as approved by
change order, for a total of $1,478,201.39; and
B. For authorizing the Director of Public Works to negotiate and execute an agreement with
Pavement Engineering, Inc., for testing, inspection, and construction administration services
in connection with Local Streets Pavement Management 2, Project No. 2008-05,
expenditure of an amount of $81,600.00, with a contingency of $4,400.00 for additional
services that may be required upon approval of the Director of Public Works, for a total
amount of $86,000.00.
C. For authorizing the Director of Public Works to negotiate and execute a cooperative
agreement between the City of Cupertino and the City of Saratoga for pavement
management work on Prospect Road between Stelling Road and De Anna Boulevard to be
performed as part of the Local Streets Pavement Management 2 project, recovery of half of
the cost of the pavement management work to be performed on Prospect Road.
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The total expenditures required for items A and B are $1,564,201.39. Sufficient funds are
available in this account. It is estimated-that Item C will allow the City to recover approximately
$24,000.00 of these expenditures.
STAFF RECOMIVVII;NDATION
That the City Council
A. Award the contract for Local Streets Pavement Management 2, Project No. 2008-05, to G.
Bortolotto & Co., Inc., in the amount of $1,343,201.39, and approval of a construction
contingency of $135,000.00 to cover any unforeseen work required to complete the project,
for a total of $1,478,201.39.
B. Authorize the Director of Public Works to negotiate and execute an agreement with
Pavement Engineering, Inc., for testing, inspection, and construction administration services
in connection with Local Streets Pavement Management 2, Project No. 2008-05, in the
amount of $81,600.00, with a contingency of $4,400.00 for additional services that may be
required upon approval of the Director of Public Works, for a total amount of $86,000.00.
C. Authorize the Director of Public Works- to negotiate and execute a cooperative agreement
between the City of Cupertino and the City of Saratoga for pavement management work on
Prospect Road between Stelling Road and De Anna Boulevard to be performed as part of the
Local Streets Pavement Management 2 project.
Submitted by:
Attest as to bids received:
Approved for submission:
`~~~1 a
Ralph A. Qualls, Jr.
Director of Public Works
Attachment
. ~.
Kimberly Smi
City Clerk
~S(t
David W. Knapp
City Manager
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Exhibit A -Table & Map
Proposed Local Streets Pavement Management 2 (LSPM 2) Proiect Expenditures
Base Bid Streets
Street
Aster Court
Aster Lane
Barnhart Place
Donegal Drive
Flower Court
Galway Drive
Jamestown Drive
Leeds Avenue
Plum Blossom Drive
Poppy Way
Primrose Way
Rainbow Drive
Stelling Road
Waterford Drive
Wildflower Way
Segment
All
Barnhart Place to Waterford Drive
All
All
All
All
All
All
All
Plum Blossom Drive to Rainbow Drive
All
De Anza Boulevard to Stelling Road
Prospect Road to Rainbow Drive
All
All
Total Base Bid
Add Alternate Streets
Street
Aster Lane
Aster Lane
Newcastle Drive
Normandy way
Orange Blossom Dr
Peach Blossom Dr
Prospect Road
Rosegarden Lane
Segment
Waterford Dr to Normandy Ln
Rainbow Dr to South End
All
All
All
All
Stelling Rd to De Anza Blvd
All
Total Alternate Streets Bid
Total Including Base Bid plus Alternate Streets Bid
Contingency
Total Contract Award Including Contingency
Testing, Inspection, and Contract Administration
Total Recommended LSPM 2 Expenditures
$ 898,318.27
Bid
$ 35,658.12
$ 30,817.13
$ 66,569.40
$ 64,881.24
$ 58,168.47
$ 85,559.04
$ 47,242.66
$ 55,987.06
$ 444.883.12
$1,343,201.39
$ 135,000.00
x,478.201.39
$ 86,000.00
$1.564.201.39
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