1) Award Guaranteed Maximun Price Contract #4 (GMP #4) to the Construction Manager at Risk (CMAR) Contract with C and E Paving and Grading, LLC in an amount not to exceed $750,000.00.  The contract period is 60 calendar days; and
 2) Authorize the City Manager to execute the necessary documents. 

• Provide for annual pavement maintenance of City streets and implement utility improvements as authorized by the Special Debt Authorization Election of November 2010.
• Staff requests that Council authorize a not-to-exceed-construction-contract amount of $750,000, while GMP negotiations and design are being finalized (with C&E Paving, the City's current Street Maintenance Program contractor).  Staff also requests Council to authorize the City Manager to execute the necessary final documents as long as the final GMP amount is equal to or less than $750,000.  Staff makes this unusual request in order to proceed with the work this construction season so as to limit interim repair costs should we have to go through another winter, and to complete the work by start of the FUSD school year in mid-August.

The Cedar Avenue 2010 Bond Improvement Project is funded by the total budget appropriation of $689,169 (includes FY12 and FY13 prior year expenditures and recommended FY14 budget amount of $676,375) for the voter approved Street/Utility Bond Program (acct. 403-2442-691). The remainder of the total project costs are recommended to be funded by the Transportation Tax and Utility funds in an amount not to exceed $207,000 (split on a 50-50 basis).

  1. Repair Replace maintain infrastructure (streets & utilities)

Yes, Council approval of the Special Debt Authorization Election held in November 2010 and authorizing General Obligation bonds to fund Street and Utilities Improvements in a principal amount up to $16,500,000 total.

1) Approve the award as recommended
2) Reject approval of award and direct staff to complete the design and GMP negotiation.
3) Reject approval of the award and direct staff to pursue traditional design-bid-build project delivery.  This would delay progress on the project into the calendar year 2014 construction season.

On May 7, 2013, Council approved award of the Construction Manager at Risk Street Maintenance Contract for the 2013 street maintenance program to C and E Paving and Grading, LLC. The contractor has successfully completed contract work through GMP #1 and #2; GMP #1 for the 4^th Street overlay, GMP#2 for the 2012 Street Maintenance Program. GMP#3, as approved on May 7^th, 2013, is for the 2013 Street Maintenance program in the current construction season.
 
This award is for GMP #4 to complete street maintenance and minor utility improvements on Cedar Avenue between Fourth Street and West Street. The construction will include asphalt mill and overlay, infill and repair of sidewalk/curb/gutter, replacement of water and sewer services and a minor waterline and sewer line connections. The GMP will include costs for construction, construction fee, costs for General Conditions (including bonds and insurance), sales taxes, and contingency funds.

The goal of the Street/Utility Bond Improvements is to use the voter approved funds to improve and repair City infrastructure.  This contract utilizes a completed selection process which conserves City resources and expedites the construction schedule during the prime summer construction season.  

Project expenditures will be funded by the current total budget appropriation of $689,169 for 2010 Bond Projects (acct 403-2442-691) and will be supplemented with Transportation Tax AND UTILITY Funds (SPLIT ON A 50-50 BASIS)  in an amount not to exceed $207,000 (acct. 040-9253-607). THE TOTAL PROJECT BUDGET IS $896,169 AND STAFF IS ASKING MAYOR AND COUNCIL TO APPROVE $750,000 FOR CONSTRUCTION OF THIS PROJECT.
 
The financial goal is to exhaust all 2010 Street-Utility Bond funds before using any Transportation Tax funding to supplement project funding.  Contingency funds are in place (Contractor and Owner) in the CMAR GMP for the Beaver/Leroux 2010 Bond Project.   Staff has yet to award construction contracts for the La Plaza Vieja 2010 Bond Project and the Rose Avenue 2010 Bond Project.   These projects are traditional design-bid-build projects (hard bid) and construction bids are expected to be below the engineer’s estimate.  In addition, staff has not completed GMP negotiations for the Cedar Avenue 2010 Bond Project.  Should Transportation Tax funding be required, the funds would be available in the West/Arrowhead PH II budget appropriation in FY14 that is a result of the hard bid amount coming in lower than the engineer’s estimate.

The Street Maintenance Program provides surface treatments to preserve and maintain the pavement condition of City streets. The ADA (Americans with Disabilities Act) improvements provide improved access for disabled citizens and visitors along existing streets and provide compliance with Federal requirements.

In June 2010, the Council approved ballot language for the Special Debt Authorization Election held in November 2010. Voter approval authorized the City to sell and issue general obligation bonds to fund Street and Utilities Improvements in a principal amount up to $16,500,000.

1) Approve the award as recommended
2) Reject approval of award and direct staff to complete the design and GMP negotiation.
3) Reject approval of the award and direct staff to pursue traditional design-bid-build project delivery.  This would delay progress on the project into the calendar year 2014 construction season.