Report to Mayor and City Council
Tuesday, January 23, 2024
Consent
SUBJECT:
Title
CONSIDERATION OF RESOLUTION NO. 24-001 AND APPROVAL OF TWO MAINTENANCE CONTRACTS FOR PUBLIC WORKS ANNUAL SIDEWALK/CONCRETE MAINTENANCE FOR EACH DISTRICT WITHIN THE CITY OF CARSON (CITY COUNCIL)
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I. SUMMARY
The Department of Public Works released two Invitations for Bids (IFB No. 23-24 and IFB No. 23-24B) on November 10, 2023. The scope of work involves removal, replacement and construction of existing/new sidewalk, and incidental curb/gutter, driveway approaches citywide. Solicitations for bids closed on December 7, 2023, and three bids were received in response to both IFBs. CJ Concrete Construction Inc., was determined to be the lowest, responsive, and responsible bidder for both IFBs. Staff recommends awarding two annual sidewalk/concrete maintenance contracts to CJ Concrete Construction Inc., for a two-year term with the option to extend for two additional one-year terms at the City’s discretion, each for a not-to-exceed amount of $606,100.00. The total amount requested over a two-year term is $1,212,200.00
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a Maintenance Contract to the lowest responsive and responsible bidder, CJ Concrete Construction Inc., for the annual sidewalk/concrete maintenance at Districts 1 and 2, for a two-year term with the option to extend for two additional one-year terms in the amount of $606,100.00.
2. AWARD a Maintenance Contract to the lowest responsive and responsible bidder, CJ Concrete Construction Inc., for the annual sidewalk/concrete maintenance at Districts 3 and 4, for a two-year term with the option to extend for two additional one-year terms in the amount of $606,100.00.
3. AUTHORIZE the Mayor to execute the Maintenance Contracts following approval as to form by the City Attorney.
4. WAIVE further reading and ADOPT Resolution No. 24-001, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2023/24 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS”
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III. ALTERNATIVES
1. DO NOT APPROVE the award of contracts for the annual paving maintenance.
2. TAKE another action the City Council deems appropriate consistent with the requirements of the Law.
IV. BACKGROUND
Public Works is responsible for maintaining over 200 center line miles of streets along with the parkway and sidewalk adjacent to its roadway. Aging sidewalks citywide have been damaged through time and shall be repaired to provide a safer path for pedestrians in the community. The volume of repairs needed for sidewalks surpasses the capacity of the maintenance crews. To accelerate the level of service for these repairs, staff solicited contractors’ bids for reconstruction of damaged sidewalks as well as construction of new sidewalks and incidental curb/gutter, driveway approaches, as necessary.
The City of Carson released two Invitations for Bids (IFB No. 23-24 & IFB No. 23-24B) which were advertised on PlanetBids from November 10, 2023 to December 7, 2023. IFB No. 23-24 was for work needed in Districts 1 and 2 and IFB No. 23-24B was for work needed in Districts 3 and 4. A total of three bids were received for both IFBs and were opened by the Purchasing Division Manager at the City Clerk’s office on December 7, 2023. The bid results from PlanetBids are as follows:
DISTRICT NOs. CONTRACTOR BID AMOUNT
(IFB NOs.) NAME AMOUNT PER YEAR
1 & 2 (IFB 23-24) CJ Concrete Construction Inc. $ 303,050.00
1 & 2 (IFB 23-24) We R Builders $ 466,095.00
1 & 2 (IFB 23-24) HZS Construction $1,377,500.00
3 & 4 (IFB 23-24B) CJ Concrete Construction Inc. $ 303,050.00
3 & 4 (IFB 23-24B) We R Builders $ 466,095.00
3 & 4 (IFB 23-24B) HZS Construction $1,377,500.00
CJ Concrete Construction Inc., was determined to be the lowest, responsive, and responsible bidder for both IFBs. The contractor’s references have been checked and it has been verified that the contractor has completed similar maintenance services in an acceptable manner. Staff recommends Council approve two Maintenance Services Agreements with CJ Concrete Construction Inc., each for a not-to-exceed amount of $606,100.00 for a two-year term. The total of both contracts over the two-year term will be $1,212,200.00.
V. FISCAL IMPACT
Funds for this project were not included in the FY 2023/24 budget; therefore, if the maintenance contracts are awarded, the current budget will need to be increased by $303,050.00 for six (6) months. Funding for Fiscal Year 2024/25 and FY2025/26 will be budgeted accordingly. Funds should be appropriated from the unreserved, undesignated general fund balance to account no. 101-80-840-281-6004, per Resolution No. 24-001.
VI. EXHIBITS
1. Bid Registry (pg. 4)
2. Bid Results (pg. 5)
3. Maintenance Services Agreement - District 1 & 2 (pgs. 6 - 39)
4. Maintenance Services Agreement - District 3 & 4 (pgs. 40 - 73 )
5. Resolution No. 24-001 (pgs.74 - 75 )
Prepared by: Dr. Arlington Rodgers,Jr., Director of Public Works and Raymond Velasco, Operations Manager