Committee advances $3.8M asphalt overlay award to consent agenda after staff outline cuts and contingency

John Strong, civil engineer with Public Works, presented the 2025 asphalt overlay project and recommended awarding the construction contract to Icon, the lowest responsive bidder. Strong summarized available funding sources and projects moved off the list to fit the budget.

"So, the total that we'll be awarding is 3,800,000," Strong said, describing estimated construction costs, a 9% contingency of about $342,179, and construction management/inspection of roughly $300,000 that together align with available estimated revenues of about $4,650,000.

Committee members asked about use of the Solid Waste Utility Tax Fund for residential overlays, reasons for cutting three schedules, contingency percentage (9% here versus the more typical 10%), use of a scoring system for selecting roads, and whether bidder mobilization or scope changes impact price. Staff said the fund is being fully used, cuts reflected available funds and project prioritization, and overlay work carries lower contingency risk than full reconstruction.

Councilmember Walsh moved to forward the mayor's recommended award (award to Icon for approximately $3.3M with contingency for a maximum contract amount around $4,150,000) to the March 18, 2025 consent agenda; the motion was seconded and carried by voice vote.

Ending: The committee forwarded the award recommendation to the consent agenda; staff will return the contract for council consent action and continue construction scheduling and coordination with affected utilities and Lakehaven Utility District on trench restoration practices.