AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 11/15/2017
TO: Honorable Mayor and City Council Members
FROM: Maintenance Services
SUBJECT:
Title
City Council consideration of a Maintenance/General Services Agreement with Hardy & Harper, Inc. and Regan Paving for city-wide concrete and asphalt maintenance repair services as an exception to bid.
End
RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Approve Maintenance/General Services Agreements to both Hardy & Harper, Inc. of Santa Ana, CA and Regan Paving of Corona, CA in the amount of $525,000 each as an exception to bidding pursuant to Corona Municipal Code (CMC) 3.08.140(E) and based upon the findings noted in this report.
2. Authorize the General Manager to execute the above noted agreements and to approve necessary change orders or amendments up to the amount provided by CMC 3.08.060(J).
3. Authorize the Purchasing Agent to issue purchase orders in accordance with the duly authorized and executed agreements.
4. Authorize the General Manager and City Attorney to negotiate and execute two two-year agreement renewals and any extensions and/or amendments which are either non-substantive or are otherwise in compliance with the City Council's actions hereunder.
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ANALYSIS:
On May 5, 2017, the Purchasing Division issued Request for Proposals (RFP) No. 17-003SB for Concrete and Asphalt Maintenance Repair Services. The RFP was advertised in the Sentinel Weekly News on May 10, 2017, and posted on the City’s website. The City solicited nine concrete and asphalt paving contractors with five contractors submitting proposals by the submission date of May 31, 2017. Ordinarily, the purchase of maintenance and general services itself would require competitive bidding by means of a Notice Inviting Bids (NIB) and award to the lowest bidder (CMC Section 3.08.060(d)). In order to select a vendor that best serves the City’s service needs, the Purchasing Division conducted the competitive process by means of an RFP, as allowed by CMC Section 3.08.140(e), upon the recommendation of the City Manager, the best interests of the City and its administrative operations are served by dispensing with public bidding in this case. Staff believes that the RFP conducted in this case serves the best interests of the City because of the importance of proper maintenance of the City’s sidewalks and streets. Specifically, an RFP allows staff to evaluate potential contractors on additional criteria other than their bid amount, such as their staffing levels, their performance with similar governmental agencies and their safety history. The evaluation of the proposals was based on the following criteria: 1.) Work Plan/Work Organization; 2.) Qualifications of Company and Personnel (Experience); 3.) Approach to Safety Measures; and 4.) Cost Proposal. The evaluation scoring resulted with both Regan Paving and Hardy & Harper receiving high scores for their Work Plan Organization and Approach to Safety Measures. Regan Paving was the highest-ranking bidder for the city-wide concrete and asphalt maintenance repair services. Hardy & Harper, Inc. ranked the second highest; award is being recommended to both Regan Paving and Hardy & Harper, Inc. in an effort to provide redundancy for these services.
The summary of the bidder evaluation rankings are presented below:
|
Company |
City/State |
Rank |
|
Regan Paving |
Corona, CA |
1 |
|
Hardy & Harper, Inc. |
Santa Ana, CA |
2 |
|
TLG Paving Co., Inc. |
Corona, CA |
3 |
|
LC Paving |
San Marcos, CA |
4 |
|
Haitbrink Asphalt Paving, Inc. |
Corona, CA |
5 |
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
Not applicable.
FISCAL IMPACT:
Funding for the recommended action is available in the Fiscal Year 2017-18 Gas Tax, Measure A CIP funds, as well as CIP funds within the Water Reclamation and Water Infrastructure Utility Funds. Staff will recommend appropriate amounts in future budgets prepared for City Council approval to provide for future renewals and yearly purchase orders for these services.
ENVIRONMENTAL ANALYSIS:
No environmental review is required because the proposed action is not a project governed by the California Environmental Quality Act.
PREPARED BY: ED LOCKHART, MAINTENANCE MANAGER
REVIEWED BY: TOM MOODY, GENERAL MANAGER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
SUBMITTED BY: DARRELL TALBERT, CITY MANAGER