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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />DECEMBER 1, 2020 <br />TITLE: <br />APPROVE AGREEMENTS WITH TE <br />ROBERTS, PAULUS, BIG BEN <br />ENGINEERING AND PALP DBA EXCEL <br />PAVING, FOR EMERGENCY ON -CALL <br />REPAIRS TO ASPHALT PAVEMENT, <br />CONCRETE PAVEMENT, AND STORM <br />DRAINS, IN AN AGGREGATE AMOUNT <br />NOT TO EXCEED $900,000 FOR A <br />MAXIMUM FIVE-YEAR TERM <br />(NON -GENERAL FUND) <br />/s/ Kristine Ri <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1 s' Reading <br />❑ Ordinance on god Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute agreements with T.E. Roberts, Inc., Paulus Engineering, <br />Inc., Big Ben Engineering, and Palp, Inc. dba Excel Paving Company to provide on -call asphalt <br />pavement, concrete pavement, and storm drain repairs for the three-year period beginning <br />December 1, 2020 and ending on November 30, 2023, with a provision for one two-year extension, <br />in a total aggregate amount not to exceed $900,000, subject to non -substantive changes approved <br />by the City Manager and City Attorney. <br />DISCUSSION <br />On occasion, the City requires the services of independent contractors to assist with emergency <br />asphalt pavement, concrete pavement, and storm drain repairs. These services may include <br />performing related site restoration such as repairs to streets, sidewalks, curbs, gutters, curb ramps, <br />storm drain pipelines, and catch basins, as directed by staff, to ensure infrastructure is maintained <br />in an appropriate and safe condition during unforeseen events. <br />On, September 24, 2020, the Public Works Agency issued a Request for Proposals (RFP) for <br />emergency on -call asphalt concrete, concrete, and storm drain repairs via the City's Planet Bids <br />website (Exhibit 1). A total of 978 vendors were notified of the RFP and 16 downloaded the <br />proposal files. Four proposals were received and evaluated by a selection committee based on <br />criteria as outlined in the RFP. Listed below are the responding firms with qualifying proposal <br />scores: <br />25G-1 <br />