TITLE:
title
AWARD OF CITY SIDEWALK AND GUTTER FLOW GRINDING SERVICES TO BPR, INC.
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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) 327-7499
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Award the Maintenance Services Agreement (MSA) for citywide sidewalk grinding and gutter flow grinding with BPR, Incorporated, for an initial three-year period with two one-year renewal periods for a not to exceed annual amount of $150,000.
2. Authorize a 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. Penhall Company has provided these services since 2016. The most recent agreement ends on June 30, 2023.
Effective July 1, 2022, the union labor rates for sidewalk grinding services increased by approximately 12%. The wage increase along with other cost increases to the contractor resulted in an increase in per linear foot costs from $7.96 in 2016 to a current cost of $14.00 per linear foot.
As the maintenance service contract term is ending, the work needed to be re-bid and a new contract established in order to continue services. The new costs for grinding services resulted in a need for an increase to contracting authority, which requires formal bidding.
ANALYSIS:
On March 27, 2023, the Purchasing Division advertised an Invitation for Bid (IFB) No. 23-16 for sidewalk and gutter flow grinding services as required by the City of Costa Mesa Municipal Code. The IFB was posted on the Planet Bids website.
BPR, Incorporated and WE R Builders submitted proposals in response to the IFB. BPR, Incorporated met all of the minimum requirements and submitted the appropriate forms. The cost submitted was $13.00 per linear foot, which made BPR, Incorporated the most responsive bidder. Staff recommends that the City Council award the Maintenance Services Agreement (Attachment 1) to BPR, Incorporated, in the amount of $150,000. The bid tabulation is provided in Attachment 2.
ALTERNATIVES:
The City Council could re-advertise the Invitation for Bid. However, staff believes that the alternative would not result in locating a higher-rated company with more competitive pricing than received in the initial process. Additionally, the City would be without critical sidewalk and gutter-grinding services until the new process and contract award are completed.
FISCAL REVIEW:
The funding for this contract will be included in the Fiscal Year 2023-24 and future Public Works Department operations budget.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report, prepared the Maintenance Services Agreement, and approves them both as to form.
CITY COUNCIL GOALS AND OBJECTIVES:
This agreement 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. Award the Maintenance Services Agreement (MSA) for citywide sidewalk grinding and gutter flow grinding with BPR, Incorporated, for an initial three-year period with two one-year renewal periods for a not to exceed annual amount of $150,000.
2. Authorize a 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.