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AGENDA ITEM REVIEW FORM |
6.C.
Regular City Council Meeting
- Meeting Date:
- 04/13/2022
- Department Head:
- Jorge Perez
- Submitted By:
- Jorge Perez, Assistant Director of Public Works, Public Works Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the 4th Avenue Road Widening Improvements contract. (Eulogio Vera, Director of Public Works)
SUMMARY:
As part of the new Comite De Bienestar Valley View Apartment complex being developed along 4th Avenue, there are road improvement being conducted by Comite De Bienestar. The City of San Luis would like to take the opportunity to widen this collector road to full width. Proposed improvements consist of earthwork (subgrade preparation), vertical curb and gutter and paving for additional road width to accommodate bike lanes and improvements along the Public Work's yard extending improvements up north to taper beyond the East Main Canal.
Staff is seeking Mayor and Council approval to direct hire Evans Custom Concrete, LLC granted that they are currently working on 4th Avenue as part of the Valley View Apartment Project. Completing this widening at this time would prevent having to close the roadway in the future and would be completed at a lower cost as there would be savings on not having to relocate drainage infrastructure that is being installed by the private development. Bidding out this project will not guarantee a better price and would delay the work and would extend the 4th Avenue closure incurring more traffic control costs. Moving forward with this project, staff is asking council to waive the formal procurement code as allowed under San Luis Purchasing Code Section 3.05.010 (F).
This project was quoted at $101,269.00 by Evans Custom Concrete, LLC and staff is requesting approval to add $10,000.00 for project contingencies bringing the total cost to $111,269.00. Awarding his road construction/improvements without going out for a separate bid process complies with the ceiling for road construction under A.R.S. 34-201 of $246,750.00 for fiscal year 2021-2022. This was not a budgeted project for fiscal year 2021-2022, thus, staff is also requesting approval to use funds in the Capital Outlay - Improvement Roads account to complete this project.
Staff is seeking Mayor and Council approval to direct hire Evans Custom Concrete, LLC granted that they are currently working on 4th Avenue as part of the Valley View Apartment Project. Completing this widening at this time would prevent having to close the roadway in the future and would be completed at a lower cost as there would be savings on not having to relocate drainage infrastructure that is being installed by the private development. Bidding out this project will not guarantee a better price and would delay the work and would extend the 4th Avenue closure incurring more traffic control costs. Moving forward with this project, staff is asking council to waive the formal procurement code as allowed under San Luis Purchasing Code Section 3.05.010 (F).
This project was quoted at $101,269.00 by Evans Custom Concrete, LLC and staff is requesting approval to add $10,000.00 for project contingencies bringing the total cost to $111,269.00. Awarding his road construction/improvements without going out for a separate bid process complies with the ceiling for road construction under A.R.S. 34-201 of $246,750.00 for fiscal year 2021-2022. This was not a budgeted project for fiscal year 2021-2022, thus, staff is also requesting approval to use funds in the Capital Outlay - Improvement Roads account to complete this project.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE AND AWARD THE 4TH AVENUE ROAD WIDENING IMPROVEMENTS CONSTRUCTION TO EVANS CUSTOM CONCRETE, LLC IN THE AMOUNT OF $111,269.00, AUTHORIZE THE USE OF FUNDS FROM THE CAPITAL OUTLAY - IMPROVEMENT ROADS ACCOUNT AND TO WAIVE FORMAL PROCUREMENT CODE FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $111,269.00
- BUDGETED AMOUNT:
- $0.00
- AVAILABLE AMOUNT TO TRANSFER:
- $1,317,132.89
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Capital Outlay - Improvement Roads / GL Account #200-210-90010 / $1,317,132.89
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Staff is asking council to approve the use of funds from the Capital Outlay - Improvement Roads GL Account #200-210-90010 which has an available balance of $1,317,132.89