TITLE
Recommendation to adopt Plans and Specifications No. R-6941 for the annual contract for Public Works Repairs and Minor Improvements, award the project to and authorize City Manager to execute all documents necessary to enter into a contract with Palp, Inc., dba Excel Paving Company, and any necessary amendments thereto relative to the scope of work or to extend the contract term for up to two additional one-year terms and increase unit prices, if necessary, for inflation, in the amount of $9,200,000. (Citywide)
DISCUSSION
This annual contract provides for the construction of minor improvements to streets, alleys, and publicly-owned properties such as parks, playgrounds, beaches and the airport. The contract was bid with an estimated value of work to be done over the 12-month contract period and includes contract language that allows the City to adjust the quantities of work based on need and budgetary considerations.
The contract provides for an "on-call" arrangement, whereby the contractor will provide the City with fixed unit prices to construct minor street, sidewalk, and irrigation repairs and improvements. The City will issue work orders to the contractor for specific locations with assigned work to be completed within a specified period. Upon the successful completion of a given work order, additional work orders will be assigned until available funding sources for this type of work have been depleted.
Work orders for minor street repairs and improvements will be issued as City departments identify funding for repairs and improvements to be made. Through coordination with various departments, the following estimated annual contract needs were used to determine the contract award amount:
Public Works $4,000,000
Airport $2,000,000
Development Services $1,000,000
Gas and Oil $1,600,000
Parks, Recreation and Marine $600,000
Total $9,200,000
The project was advertised for bids on October 2, 2012 and bids were opened October 24, 2012. In addition to placing an advertisement for bids in the Long Beach Press Telegram, bid documents were posted on and available for download from the City's weblink to PlanetBids in a continuing effort to increase participation of local businesses, Minority Business Enterprises (MBEs), Women-Owned Business Enterprises, and Disadvantaged Business Enterprises (DBEs). Bid documents were also sent to several trade publications and plan rooms catering to these groups within the construction industry.
For this bid, 886 firms registered on the website were notified via automatic email notice, including 107 located in Long Beach. 63 sets of bid documents were downloaded or purchased by prospective bidders and 4 bids were received. Of the bidding firms, one is local and none are MBEs, DBEs or WBEs. Palp, Inc., dba Excel Paving Company, of Long Beach, California, has been determined to be the lowest responsible bidder.
This matter was reviewed by Deputy City Attorney Linda Trang on October 24, 2012 and by Budget Management Officer Victoria Bell on October 26, 2012.
TIMING CONSIDERATIONS
City Council action on this matter is requested on November 13, 2012 to allow execution of the contract by January 1, 2013.
FISCAL IMPACT
Due to the use of this contract by various City Departments, the contract award is for an amount of $9,200,000. Individual purchase orders issued under this contract will be funded by the department issuing the purchase order within current appropriations. Therefore, no appropriation increases are required. Approval of this recommendation will result in a positive local job impact.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER