TITLE
Recommendation to adopt Plans and Specifications No. R-6866; award an as-needed contract to Elite Bobcat Services, Inc., in an amount not to exceed $4,000,000 annually for the annual contract for concrete repairs and related improvements; and authorize City Manager to execute the contract and any necessary amendments thereto. (Citywide)
DISCUSSION
This annual contract provides the City with fixed unit prices for a 12-month period to construct concrete related improvements. Work generally performed under this contract includes the repair and replacement of sidewalks, driveways, curbs and gutters, curb ramps, concrete cross gutters, bus stops, alleys, 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 and does not include any guaranteed minimum payment or retainer fee to the contractor. 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. It is recommended that the on-call contract be awarded for an aggregate amount of $4 million. This figure represents the average use of these services by the City over the last three contract periods and is not a guarantee of work for this contractor in this amount, but only an allowable contract authority should the work be needed.
Work orders for sidewalk repairs issued under this contract will consist of block locations identified by the City's current inventory list and confirmed by the individual City Council District offices as priority locations. Work orders for curb ramps will be based on critical sites identified by the City's Manager of ADA/EEO Compliance. Other concrete related improvements will be constructed on an as-needed basis. 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 concrete improvement 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 increase 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's adoption of the plans and specifications and award of the contract to the lowest responsible bidder are being recommended concurrently in order to expedite implementation of this project. The project was advertised for bids on November 8, 2010, and bids were opened on December 1, 2010. In addition to placing an advertisement for bids in the Long Beach Press Telegram, notice of bid was posted on the City's weblink at, http://www.PlanetBids.com <http://www.planetbids.com/> in a continuing effort to increase participation of local businesses, Minority Business Enterprises (MBEs), Women Owned Business Enterprises (WBEs), 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, 687 firms registered on the website were notified via automatic e-mail notice including 75 located in Long Beach. Fifteen sets of bid documents were purchased by prospective bidders, and nine bids were received. Of those firms, one is a local business and one is both a MBE and WBE. There were no DBE registered firms that submitted bids. Elite Bobcat Services, Inc., of Corona, California, has been determined to be the lowest responsible bidder.
This matter was reviewed by Deputy City Attorney Linda Trang and by Budget Officer Victoria Bell on December 13, 2010.
SUSTAINABILITY
All concrete removed under this contract will be recycled as base rock for street construction. New concrete installed under this contract will utilize waste ash diverting this material from local landfills.
TIMING CONSIDERATIONS
City Council action on this matter is requested on January 4, 2011, in order to provide for the timely construction of sidewalk, curb, and other concrete related improvements budgeted in Fiscal Year 2011.
FISCAL IMPACT
Based on historical and anticipated usage by all City departments, the estimated amount of work orders that will be issued under this on-call contract is $4,000,000 annually. 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. Approximately 100 full-time equivalent positions will be generated by this contract.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER