HomeMy WebLinkAboutStaff Report 3.C 09/19/2016DATE: September 19, 2016
Agenda Item #3.0
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: a I manager
V. ASCE — Director, Public Works and Utilities
t Carothers P.E. — O erations
SUBJECT: Resolution Authorizing Award of Contract for the Utility Patch Paving and
Concrete Replacement Program On -Call Contract
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the Award of
Contract for the Utility Patch Paving and Concrete Replacement Program On -Call Contract,
BACKGROUND
The Public Works and Utilities Department averages one water service or main repair a day and
one sewer main repair a week, often requiring excavation and removal of pavement or concrete.
Many water service replacements require the removal of concrete around the meter boxes. After
the utility repair or replacement is completed, City crews place a temporary patch at the location
of the repair. The Operations Division then contracts a paving contractor to come back to install
a permanent patch in accordance with City Standards.
In recent years, the Operations Division has utilized a series of minor construction agreements to
hire contractors to replace the temporary patches with permanent asphalt concrete patches. This
process has become inefficient due to the administrative work involved with managing numerous
small contracts. Controlling the quantity of patches from multiple small contractors has also been
a challenge. Currently, the use of minor construction agreements is not keeping pace with the
number of pavement patches and concrete replacements that are needed. For these reasons, the
use of a major construction agreement for on -call paving projects is recommended.
DISCUSSION
Staff compiled contract documents for the subject project and issued a Notice Inviting Bids on
July 18, 2016. The contractors' bid unit costs are based on estimated bid quantities for various
depths of patchwork removal and replacement, sidewalk replacement, removal and replacement
of curb and gutter, tree removal, driveway replacements, digouts, and overlays. The total bid
quantities were estimated based on existing and anticipated work during a one -year time frame.
On August 25, 2016, two bids were received as follows:
Name of Bidder
Business Location
Base Bid
Coastside Concrete &
Construction, Inc.
Rohnert Park
$206,990
Team Ghilotti, Inc.
Petaluma
$299,690
Engineer's Estimate
N/A
$220,000
Staff verified that Coastside Concrete & Construction, Inc. possesses a valid Class A California
Contractor's License, number 995338, which qualifies Coastside Concrete & Construction Inc.
to perform the work. Coastside Concrete & Construction, Inc. has performed a number of recent
projects for the City and their work has been timely and satisfactory.
The contract is scheduled to begin in October 2016 for a one (1) year period with construction
management and inspection services conducted by City staff. The on -call contract can also
benefit other divisions and departments to satisfy occasional requests for services to perform
concrete or paving work.
FINANCIAL IMPACTS
The contract will be funded through budgeted water and wastewater enterprise funds, including
the water transmission and distribution cost center 6700 - 67700 - 54151, the wastewater
reclamation cost center 6600- 66500 - 54151, and wastewater collection system cost center 6600-
66200- 54151. These funds are in the FY 16/17 budget; therefore, the proposed action has no
unanticipated financial impacts on the City budget.
ATTACHMENTS
Resolution
2
Attachment 1
RESOLUTION AUTHORIZING AWARD OF CONTRACT
FOR THE UTILITY PATCH PAVING & CONCRETE REPLACEMENT
PROGRAM ON -CALL CONTRACT
WHEREAS, City staff has prepared construction bid documents and advertised for
construction of the Project; and
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code,
California Public Contract Code Section 20162 and other applicable law, City staff solicited bids
for the Project; and
WHEREAS, the Project was bid on July 28, 2016, and two bids were received and
opened in accordance with applicable law; and
WHEREAS, the lowest bid for the Project was from Coastside Concrete & Construction,
Inc. for $206,990; and
WHEREAS, staff has determined that Coastside Concrete & Construction, Inc.
submitted a responsive and responsible bid and satisfies the bidding requirements for the
Contract; and
WHEREAS, staff has verified that Coastside Concrete & Construction, Inc. possesses a
valid California Contractor's License, Class A, number 995338 that qualifies Coastside Concrete
& Construction Inc. to perform the Project; and
WHEREAS, the Project has a Categorical Exemption pursuant to the California
Environmental Quality Act ( "CEQA ") pursuant to Article 19, Section 15301, of Title 14 of the
California Code of Regulations ( "CEQA Guidelines ").
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
In accordance with the City of Petaluma Charter and Municipal Code, California
Public Contract Code Section 20162 and other applicable law, waives any and all
non- confolmance in the bid of Coastside Concrete & Construction, Inc. for the Utility
Patch Paving & Concrete Replacement Program On -Call Contract and finds the bid of
$206,990 to be the lowest responsive bid, and further finds that Coastside Concrete &
Construction, Inc. is the lowest responsible bidder; and
2. Awards the contract for the Utility Patch Paving & Concrete Replacement Program
On -Call Contract to Coastside Concrete & Construction, Inc. in the amount of
$206,990, conditioned on Coastside Concrete & Construction, Inc. timely executing
the project contract and submitting all required documents, including but not limited
to, executed bonds, certificates of insurance, and endorsements, in accordance with
the project bid documents; and
3
3. Directs staff to issue a notice of award to Coastside Concrete & Construction, Inc.;
and
4. Authorizes and directs the City Manager to execute the project contract on behalf of
the City of Petaluma upon timely submission by Coastside Concrete and
Construction, Inc. of the signed project contract and all other required documents,
including but not limited to, executed bonds, certificates of insurance, and
endorsements, in accordance with the project bid documents.
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