TITLE:
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AMENDMENT TO INCREASE FUNDING TO THE CITY SIDEWALK AND GUTTER FLOW GRINDING SERVICES AGREEMENT
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/MAINTENANCE SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: ROBERT RYAN, MAINTENANCE SERVICES MANAGER, (714) 754-5123
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Authorize the City Attorney to prepare the Second Amendment to the Maintenance Services Agreement (MSA) for citywide sidewalk grinding and gutter flow grinding with BPR, Incorporated, increasing compensation by $150,000 for an annual not to exceed amount of $300,000.
2. Authorize a ten percent (10%) contingency annually for emergency response, special events and other unforeseen costs; and approval for Consumer Price Index (CPI) escalation and de-escalation.
3. Authorize the City Manager and the City Clerk to execute the agreement and future amendments to this agreement within Council authorized limits.
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BACKGROUND:
The City of Costa Mesa has over 1,500,000 linear feet of sidewalk throughout the City. Historically, the Public Works Department has utilized a combination of in-house staff and outside contractors to maintain uneven sidewalk lifts and gutter flow locations throughout the City. The City entered into a two (2) year agreement with BPR, Incorporated for citywide sidewalk grinding and gutter flow grinding services on June 6, 2023, terminating on June 30, 2025, with the option to extend the term for three (3) successive one (1) year periods. The First Amendment (Attachment 1) to the MSA to extend the agreement for the first of the three (3) options for renewal was executed on July 1, 2025.
ANALYSIS:
BPR, Incorporated has provided sidewalk grinding services to the City on an as-needed basis for nearly three (3) years. The work has been performed systematically within geographical areas assigned by staff.
Staff is continuously seeking methods to be proactive in ensuring that City sidewalks are safe, accessible and ADA-compliant. On November 1, 2024, the City entered into a separate agreement with Precision Concrete Cutting to perform sidewalk safety assessment services on an as needed basis. Precision provides comprehensive Sidewalk Assessment Surveys using specialized GPS software to identify problem areas and provide an in-depth report and recommendations to resolve those issues. The survey provides the size and severity of the offset, prioritizes the offsets for remediation based on risk factors, and tracks areas that require complete replacement. All data is summarized by street segment and physical address. The goal is to completely assess 20% of the City’s sidewalks per year and to complete assessment of all City sidewalks within five (5) years.
The first assessment began in May 2025 in the southeast side of the City. The initial assessment took several months to complete and covered approximately 45 linear miles of sidewalk and identified approximately 3,000 locations with offset sidewalks. Many of these offset locations could be addressed by grinding, while others require full replacement.
BPR began addressing grinding locations, and to date have addressed over fifty percent (50%) of those offsets, nearly exhausting the $150,000 annual contract amount. As a result, staff recommends the City Council authorize the City Attorney to prepare the Second Amendment to the MSA, increasing compensation by $150,000 annually to ensure sufficient funding to continue addressing offset sidewalks as identified by the assessment.
Staff is currently procuring bids from sidewalk replacement contractors where repairs by grinding is not feasible. This will be presented to City Council for approval when the procurement process is completed.
ALTERNATIVES:
The City Council could reject the proposed amendment and continue with the contract within the current compensation amount. This alternative would leave the City without critical sidewalk and gutter-grinding services until the new fiscal year delaying necessary repairs to the identified offsets.
FISCAL REVIEW:
The funding for the Maintenance Service Agreement increase of $165,000, inclusive of a 10% contingency, in available in the Fiscal Year 2025-26 capital outlay budget in the Gas Tax Fund (Fund 201), which has an available project balance of approximately $200,000, and Measure M2 Fairshare Fund (Fund 416), which has an available project balance of approximately $760,000.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and approves it as to form.
CITY COUNCIL GOALS AND OBJECTIVES:
This item works toward achieving the following City Council goal:
• Strengthen the public’s safety and improve the quality of life.
CONCLUSION:
Staff recommends the City Council:
1. Authorize the City Attorney to prepare the Second Amendment to the Maintenance Services Agreement (MSA) for citywide sidewalk grinding and gutter flow grinding with BPR, Incorporated, increasing compensation by $150,000 for an annual not to exceed amount of $300,000.
2. Authorize a ten percent (10%) contingency annually for emergency response, special events and other unforeseen costs; and approval for Consumer Price Index (CPI) escalation and de-escalation.
3. Authorize the City Manager and the City Clerk to execute the agreement and future amendments to this agreement within Council authorized limits.