REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
DATE: 07/07/2021
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Maintenance Services Department
Department of Water and Power
SUBJECT:
Title
Award of contract to A&Y Asphalt Contractors, Inc. for on-call Citywide asphalt repairs.
End
EXECUTIVE SUMMARY:
The City issued Notice Inviting Bids 21-076RH for on-call and emergency Citywide asphalt repairs to proactively maintain City streets and address minor street improvements submitted by the public.
RECOMMENDED ACTION:
Recommended action
That the:
a. City Council award Notice Inviting Bids 21-076RH for on-call Citywide asphalt repairs to A&Y Asphalt Contractors, Inc., the lowest responsive, responsible bidder, for the total amount of $600,000, and waive any and all minor irregularities in the bidding document as submitted by said bidder.
b. City Council authorize the City Manager, or his designee, to execute the Maintenance/General Services Agreement with A&Y Asphalt Contractors, Inc. for $600,000 for the initial contract term ending June 30, 2023, with two (2) optional two (2) two-year extensions.
c. City Council authorize the City Manager, or his designee, to negotiate and execute non-substantive extensions, change orders, and amendments up to 10% or $60,000 as authorized in Corona Municipal Code Section 3.08.050(H).
d. City Council authorize the Purchasing Manager to issue a purchase order to A&Y Asphalt Contractors, Inc. for $600,000 per year for the initial contract term ending June 30, 2023, with two (2) optional two-year extensions.
e. Corona Utility Authority review, ratify, and to the extent necessary, direct the City Council to take the above actions.
Body
BACKGROUND & HISTORY:
The City performs street pavement maintenance and rehabilitation to preserve the existing infrastructure improvements by proactively maintaining the condition of the street system within the City. The Maintenance Services Department receives work requests from the public as well as staff for minor street improvements. The Maintenance Services Department evaluates each request and schedules this work based on priority, scope, and work request aging; a third-party contractor is utilized to complete this work. The Department of Water and Power also uses paving services to repair roadways after repairs to the water, wastewater, and reclaimed water infrastructure. This work is collected and scheduled monthly to obtain the best available contract pricing from the third-party contractor.
ANALYSIS:
On May 20, 2021, the City issued Notice Inviting Bids (NIB) 21-076RH through the City’s PlanetBids bidding portal according to Public Contract Code formal bidding procedures and Corona Municipal Code (CMC) 3.08.090. The bidding opportunity was also advertised in the Sentinel Weekly on May 19, 2021. Bids were due on June 9, 2021. The City received four (4) bids by the submission deadline.
The scope of work consists of:
• On-call emergency and routine pavement and rehabilitation services which include pothole repairs, failing pavement structure remediation, etc.
|
Vendor |
City |
Bid Amount |
|
A&Y Asphalt Contractors, Inc. |
Norco, CA |
$1,496.40 |
|
S E Pipeline Construction |
Santa Fe Springs, CA |
$3,557.95 |
|
Charles C. Regan, Inc. dba Regan Paving |
Corona, CA |
$5,623.50 |
|
Hardy and Harper, Inc. |
Lake Forest, CA |
$5,655.15 |
Because the bid was issued for on-call repair services with no guarantee of usage, the Bid Pricing Schedule required bidders to submit pricing based on a single-unit cost for 28-line items including, but not limited to, repair of various asphalt thicknesses, crack sealing, striping, manhole adjustment, etc. The low bidder was determined based on the summation of the single-unit cost bid for each line item. Staff recommends that the City Council award the bid and Maintenance and General Services Agreement (MSGA) for $600,000 to A&Y Asphalt Contractor, Inc., as the lowest responsive, responsible bidder. The requested $600,000 award amount is based on historical repair data and available budget. All licenses for A&Y Asphalt Contractor, Inc., have been reviewed and verified by City staff.
FINANCIAL IMPACT:
Funding for the recommended action is available in the Fiscal Year 2022 operating budget. Future fiscal years will be funded through the budget process.
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt pursuant to Section 15301 of the Guidelines for the California Environmental Quality Act (CEQA), which states that operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the CEQA determination is exempt from CEQA. This action consists of the repair of existing asphalt and roadways. Therefore, no environmental analysis is required.
PREPARED BY: AFTAB HUSSAIN, MAINTENANCE MANAGER
REVIEWED BY: TOM MOODY, GENERAL MANAGER
Attachments:
1. Exhibit 1: NIB 21-076RH
2. Exhibit 2: NIB 21-076RH Bid Summary
3. Exhibit 3: A&Y Asphalt Contractor, Inc. MGSA