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HomeMy WebLinkAboutStaff Report 3.B 08/05/2019DATE: TO: FROM: SUBJECT Agenda Item #3.B August 5, 2019 Honorable Mayor and Members of the City Council through City Manager Dan St. John, F.ASCE — Director, Public Works and Utilities Kent Carothers, P.E. — Operations Manager Resolution Authorizing Award of Contract for Utility Patch Paving On -Call Contract RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing Award of Contract for Utility Patch Paving On -Call Contract. BACKGROUND The Public Works and Utilities Department averages one water service or main repair per day and one sewer main repair per week, often requiring excavation and removal of pavement or concrete. 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 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. 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. The proposed action supports City Council Goal #15: "A City that Works for Everyone — Identify funds and develop plan to improve Petaluma's streets and roads." DISCUSSION Staff compiled contract documents for the subject project and issued a Notice Inviting Bids on June 5, 2019. 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, and digouts. The total bid quantities were estimated based on existing and anticipated work during a one-year time frame. On June 27, 2019, two bids were received as follows: Name of Bidder Business Location Base Bid Pat Nelson Construction Petaluma $159,320 Team Ghilotti, Inc. Petaluma $119,782 Engineer's Estimate N/A $140,000 Staff verified that Team Ghilotti, Inc. possesses a valid Class A California Contractor's License, number 895384, which qualifies Team Ghilotti Inc. to perforin the work. Team Ghilotti, 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 September 2019 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. COMMUNITY OUTREACH Staff will ensure robust public outreach due to the disruption of traffic lanes in mostly residential areas. Prior to commencement of the project, the Contractor will mark out the areas with barricades with anticipated work times and schedule. In addition, City Staff will place notices to social media prior to start of the project. To address any concerns, and incorporate any complaints of the work, the City Inspector will be available. FINANCIAL IMPACTS The contract will be funded through budgeted water and wastewater enterprise funds. As the funds are in the FY 19/20 budget the proposed action has no unanticipated financial impacts on the City budget. ATTACHMENTS Resolution I Attachment 1 RESOLUTION AUTHORIZING AWARD OF CONTRACT FOR UTILITY PATCH PAVING 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 June 5, 2019, and two bids were received on June 27, 2019 and opened in accordance with applicable law; and WHEREAS, the lowest bid for the Project was from Team Ghilotti, Inc. for $119,782; and WHEREAS, staff has determined that Team Ghilotti, Inc. submitted a responsive and responsible bid and satisfies the bidding requirements for the Contract; and WHEREAS, staff has verified that Ghilotti, Inc. possesses a valid California Contractor's License, Class A, number 895384 that qualifies Team Ghilotti, Inc. to perforin the Project. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby: 1. 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-conformance in the bid of Team Ghilotti, Inc. for the Utility Patch Paving & Concrete Replacement Program On -Call Contract and finds the bid of $119,782 to be the lowest responsive bid, and further finds that Team Ghilotti, Inc. is the lowest responsible bidder; and 2. Awards the contract for the Utility Patch Paving On -Call Contract to Team Ghilotti, Inc. in the amount of $119,782, conditioned on Team Ghilotti, 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. Directs staff to issue a notice of award to Team Ghilotti, Inc.; and Authorizes and directs the City Manager to execute the project contract on behalf of the City of Petaluma upon timely submission by Team Ghilotti, 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.