TITLE
Recommendation to adopt Plans and Specifications No. R-6819; award an as-needed contract to All American Asphalt, for the Annual Contract for Street Improvements in an amount not to exceed $6,000,000; and authorize City Manager to execute the contract and any necessary amendments thereto with All American Asphalt. (Citywide)
DISCUSSION
This annual contract provides the City with fixed unit prices for a 12-month period to construct street and airport taxiway improvements. Work generally performed under this contract includes the repair and replacement of street pavement, curbs and gutters, curb ramps, taxiway pavement and related improvements.
This is an on-call contract where work is only done by the contractor based on individual work orders issued by the City. Payment to the contractor under this contract will be based on the number of work orders issued by the City and fully completed by the contractor. The contract does not include any guaranteed minimum payment or retainer fee to the contractor. The maximum amount of work orders that can be issued under this on-call contract is $6,000,000. All work orders issued under this contract will be funded with existing appropriations as well as additional appropriations made during the term of the contract.
While Public Works will be responsible for the administrative control and monitoring of the contract, the contract will continue to be used by more than one department to construct a variety of street and airport related projects.
The contract specifications allow for an extension of the contract for up to two additional one-year terms. In the event that a renewal option is exercised, the City will provide advance notification to the contractor and require any price increases to be submitted to the City Engineer for approval at least 60 days prior to expiration of the contract. The City reserves the right to accept or reject any price increase or to cancel the contract.
City Council adoption of the plans and specifications and award of the contract to the lowest responsible bidder are being recommended concurrently to expedite project implementation.
The project was advertised for bids on October 21,2009, and bids were opened on November 18, 2009. Information regarding All American Asphalt is provided on the attached Contract Awards sheet.
This matter was reviewed by Deputy City Attorney Linda Trang on November 23, 2009 and Budget and Performance Management Bureau Manager David Wodynski on November 20, 2009.
SUSTAINABILITY
All asphalt used under this contract will include recycled rubber tires at the rate of 2.7 tires per ton of asphalt used. It is estimated that up to 135,000 tires that would have gone to a landfill will be recycled into asphalt during the term of this contract.
TIMING CONSIDERATIONS
City Council action on this matter is requested on December 15, 2009, in order to provide for the timely replacement of the existing on-call contract.
FISCAL IMPACT
Based on historical and anticipated usage by all City Departments, the maximum amount of work orders that can be issued under this on-call contract is $6,000,000. Individual work orders issued under this contract will be funded by the department issuing the purchase order within their current appropriations; no appropriation increases are required.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MICHAEL P. CONWAY |
APPROVED: |
DIRECTOR OF PUBLIC WORKS |
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PATRICK H. WEST |
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CITY MANAGER |