AgdaPkt 2015-05-04 Closed Interview and Joint SA and PFA

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7.1.A. - Page 1 REPORT To the Honorable Mayor and City Council From the City Manager May 4, 2015 SUBJECT Award of Contract- 2014 Overlay Project for Whipple Avenue RECOMMENDATION By motion, approve the contract documents and award the standard form construction contract for the 2014 Overlay Project to O'Grady Paving, Inc. of Mountain View, California for their responsive and responsible low base bid of $908,770.80; authorize the City Manager to execute the contract and increase the contract amount, if necessary, up to 10% of the amount awarded, not to exceed $999,647.88 and confirm determination that the project is exempt and meets California Environmental Quality Act (CEQA) exemption criteria as set forth in Section15301 (Existing Facilities) and Section 15302 (Replacement or Reconstruction) of the CEQA Regulations. BACKGROUND The 2014 Overlay Project is part of the City's Roadway Management Program, which is designed to address on-going pavement repair and replacement. This is known as the "2014 Overlay Project" as it was budgeted for in the 2014-15 Fiscal Year. Pavement requires repairs for a variety of reasons including general aging, the damaging effects of traffic loads, weather, intrusive tree roots and water. The Roadway Management Program inventories, assesses, and tracks the maintenance of the City's roadways. Roadways are selected for resurfacing based on staff's assessment of overall condition and projects are coordinated to make the most efficient use of resources. The 2014 Overlay Project includes Whipple Avenue from Upland Road to El Camino Real, Whipple Avenue from Veterans Boulevard to northbound HWY 101 on-ramp, and Veterans Boulevard from southbound HWY 101 off-ramp to Whipple Avenue. The attached project location map details the exact location. A Federal grant totaling $548,000.00 has been awarded to the City for this specific project as a result of staff's application for the Surface Transportation Program (STP) and the Congestion Mitigation & Air Quality Improvement Program (CMAQ) funds. Caltrans approved the City's request for authorization to proceed with construction on February 17, 2015. A portion of the funding is also attributed to the Sequoia Hospital expansion and remodel project. As required by City policy, the City put this project "out to bid" in March 2014. The following report outlines the scope of the results of this bid. It is expected that the entire project will be complete in the summer of 2015.