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AGENDA ITEM REVIEW FORM |
6.G.
Regular City Council Meeting
- Meeting Date:
- 05/28/2025
- Department Head:
- Eulogio Vera
- Submitted By:
- Xochitl Lopez, Administrative Coordinator, Public Works Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the City of San Luis accepting Construction Services from Gutierrez Canales Engineering, for the widening of 10th Avenue between Cesar Chavez Boulevard and County 22nd Street. (Eulogio Vera, Director of Public Works)
SUMMARY:
The City of San Luis is working to widen 10th Avenue between Cesar Chavez Boulevard and County 22nd Street in efforts to improve circulation and safety. The roadway widening will consist of adding a center-turn lane and leaving a travel lane in each direction plus a stabilized shoulder. Engineering Department staff requested quotes for the construction work and received a quote from Gutierrez Canales Engineering for the amount of $307,834.33 and a second quote from DPE Construction for the amount of $323,502.90. Quotes evaluated and considered were for paving 4 inches of asphalt over 12 inches of aggregate base course for the pavement structural section (Alternative No. 2 in the request for quotes). Both quotes include a 5% contingency for unforeseen expenses. Survey work will be reduced from the contractor's original scope, creating a new quote total of $285,343.33 for Gutierrez Canales Engineering and $304,602.90 for DPE Construction, Inc.
The lowest quote came from Gutierrez Canales Engineering in the amount of $285,343.33. The city's formal purchase procedure is to go out to bid for purchases over $45,000. Under San Luis City Code § 3.05.010 (F): "For good cause, with the approval of the Council, formal purchase procedures may be waived." Quotes were requested from the three main paving contractors in Yuma County. Given the received quotes, approaching the end of the fiscal year, staff is seeking City Council's approval to contract with Gutierrez Canales Engineering and to waive formal purchasing procedures, as allowed under San Luis Purchasing Code Section 3.05.010 (F), to save the time it takes to formally advertise and to allow the project to be completed within the current fiscal year.
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 $286,500.00 for fiscal year 2025. This project was budgeted for fiscal year 2025, thus staff is also requesting approval to transfer funds as shown in the fiscal impact.
The lowest quote came from Gutierrez Canales Engineering in the amount of $285,343.33. The city's formal purchase procedure is to go out to bid for purchases over $45,000. Under San Luis City Code § 3.05.010 (F): "For good cause, with the approval of the Council, formal purchase procedures may be waived." Quotes were requested from the three main paving contractors in Yuma County. Given the received quotes, approaching the end of the fiscal year, staff is seeking City Council's approval to contract with Gutierrez Canales Engineering and to waive formal purchasing procedures, as allowed under San Luis Purchasing Code Section 3.05.010 (F), to save the time it takes to formally advertise and to allow the project to be completed within the current fiscal year.
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 $286,500.00 for fiscal year 2025. This project was budgeted for fiscal year 2025, thus staff is also requesting approval to transfer funds as shown in the fiscal impact.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO ACCEPT CONSTRUCTION SERVICES FROM GUTIERREZ CANALES ENGINEERING FOR THE WIDENING OF 10TH AVE. BETWEEN CESAR CHAVEZ BLVD. & CO. 22ND ST. IN THE AMOUNT OF $285,343.33 TO WAIVE FORMAL PURCHASING PROCEDURES FOR THE REASON PRESENTED, AND APPROVE THE BUDGET TRANSFER AS PRESENTED IN THE FISCAL IMPACT.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $285,343.33
- BUDGETED AMOUNT:
- $200,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- $86,500.00
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- See the fiscal impact statement
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The project for the widening of 10th Avenue between Cesar Chavez Boulevard and County 22nd Street is currently budgeted in the Fiscal Year 2025 under HURF Impact Fees, GL Account 200-860-90010, Project No. 2025024. The available funding for this project is $200,000. However, this amount is not sufficient to fully cover the lowest qualified quote of $286,500.
To address the funding gap, we are requesting City Council authorization to transfer $86,500 from the 6th Avenue Extension North project (Union Street to County 22nd Street), Project No. 2025033, GL Account 200-210-90010. This transfer will provide the necessary funds to move forward with the 10th Avenue widening project.
This funding transfer is contingent upon the City Council's decision regarding the City of San Luis Community Park parking lot paving project. If the parking lot paving project is denied, then the transfer of funds will proceed, allowing the 10th Avenue widening project to move forward.
To address the funding gap, we are requesting City Council authorization to transfer $86,500 from the 6th Avenue Extension North project (Union Street to County 22nd Street), Project No. 2025033, GL Account 200-210-90010. This transfer will provide the necessary funds to move forward with the 10th Avenue widening project.
This funding transfer is contingent upon the City Council's decision regarding the City of San Luis Community Park parking lot paving project. If the parking lot paving project is denied, then the transfer of funds will proceed, allowing the 10th Avenue widening project to move forward.