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Brentwood City Commission Agenda

Meeting Date:	04/08/2024
Resolution 2024-29 - Authorizing a Contract Extension with Four Star Paving, LLC. for Annual Roadway Repairs and Improvements.
Submitted by:	Todd Hoppenstedt, Public Works
Department:	Public Works

Information

Subject

Resolution 2024-29 - Authorizing a Contract Extension with Four Star Paving, LLC. for Annual Roadway Repairs and Improvements.

Background

On April 12, 2022, the Public Works Department opened sealed bids for the department's Annual Roadway Repairs and Improvements. The lowest aggregate bid for the 2023 Fiscal Year was from Four Star Paving, LLC. for $3,955,990.61. The agreement, copy attached, includes an option to extend the contract for four additional one-year terms, with CPI adjustment, if the City and the Contractor mutually agree to the extension. This request is for the approval to extend the contract for the second eligible extension period, which would be the third year of the overall contract. The contractual CPI price adjustment for this second extension is 3.1%.

The majority of work under this contract is for the City's Annual Asphalt Resurfacing Program. Additional services covered under the paving contract can include smaller work elements, such as storm drainage improvements, sidewalk/bikeway repairs and construction, and ADA retrofits all contained within the CIP and Annual Public Works Department budget. The contract is structured to provide unit prices for the types of repair and improvement work that is typically undertaken by the City on an annual basis.

The unit quantities included in the bid form are estimated amounts for each repair or improvement the City may perform throughout the year. They are used for comparison purposes only in order to determine the lowest-cost bidder using items and quantities representative of actual work. Not all bid items or quantities will be utilized in the course of the contract period. The contract provides that the City is not obligated to the dollar amount of the contract, and the actual amount spent in a year will be based solely on the amount of work issued and authorized by the City and the associated unit pricing. This approach provides the City with the advantages of competitive pricing and the flexibility to expand or contract the scope of work as needed throughout the year.

The FY 2025 budget is expected to include a total of $2,800,000 for Annual Roadway Repairs and Improvements. There are also several other CIP projects that may utilize the services available under this contract. The total amount approved may or may not be used in its entirety, and each project will be priced according to the unit pricing in the attached Change Order.

Please direct any questions to the Public Works Director.

Staff Recommendation

Staff recommends a one-year extension to the agreement with Four Star Paving, LLC.

Fiscal Impact

Amount :	$3,210,000
Source of Funds:	See Below
Account Number:

Fiscal Impact:

The following projects and funding are projected to be in the proposed FY2025 budget. It is unlikely that the full amount for these projects will be expended. The actual amount expended will be solely dependent on the work authorized by the City based upon the unit pricing included in this contract.

FY2025 Street Resurfacing			$2,800,000
FY2025 Minor Street Repairs			$50,000
ADA Retrofits			$150,000
Storm Drainage Work			$150,000
Bike and Pedestrian Work			$50,000
Guardrail Repair			$10,000
Total Contract Allowance			$3,210,000

Attachments
Resolution 2024-29
Change Order #2 to COB Contract # 2022-066
Initial Contract
Signed Resolution
Signed Change Order