TITLE
Recommendation to adopt Plans and Specifications No. R-6764 for the annual contract for Public Works repairs and minor improvements, award the project, and authorize City Manager to sign all documents necessary to execute a contract with Sully Miller Contracting, the lowest responsible bidder, and any necessary amendments thereto relative to the scope of work, in an estimated amount of $8,000,000; and
Authorize City Manager to execute subsequent amendments to the agreement to extend the term for up to two additional one-year terms and to increase the unit prices, if necessary, for inflation. (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 repairs and improvements to be made. The following estimated annual contract needs were used to determine the contract award amount:
Public Works $4,185,000
Airport $1,000,000
Gas and Oil $ 800,000
Water $ 500,000
Parks, Recreation and Marine $ 500,000
Community Development $1,000,000
Technology Services $ 15,000
Total $8,000,000
City Council adoption of the plans and specifications and award of the contract to the lowest responsible bidder are being recommended concurrently to expedite the project implementation. The project was advertised for bids on December 11, 2009, and bids were opened on January 13, 2010. Project outreach for the solicitation of these bids included direct e-mail notification to over 400 businesses, including local companies as well as publications that provide contracting opportunity information to local, small and disadvantaged companies. Information regarding the bids received, as well as Sully Miller Contracting is provided on the attached contract awards document.
This matter was reviewed by Deputy City Attorney Linda Trang and by Budget and Performance Management Bureau Manager David Wodynski on January 20,2010.
TIMING CONSIDERATIONS
City Council action on this matter is requested on February 9, 2010 to allow commencement of this Public Works project.
FISCAL IMPACT
Due to the use of this contract by various City Departments, the contract award is for an estimated amount of $8,000,060. 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.
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 |