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Public Works Agency <br />https://www.santa-ana.org/pw <br />Item # 13 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />September 21, 2021 <br />TOPIC: Contract Amendment for Asphalt Street Maintenance <br />AGENDA TITLE <br />Amend Purchase Order Contract with Hardy & Harper, Inc. to Increase the Annual <br />Amount by $450,000 for Asphalt Street Maintenance (Specification No. 18-084) (Non- <br />General Fund) <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute an amendment to the Purchase Order Contract <br />with Hardy & Harper, Inc. for asphalt street maintenance to increase the annual amount <br />by $450,000, for a total annual amount not to exceed $1,440,000, for the remaining term <br />of the agreement ending on December 3, 2021, plus two optional renewal options <br />exercisable by the City Manager and City Attorney, subject to non-substantive changes <br />approved by the City Manager and City Attorney. <br />DISCUSSION <br />The Public Works Agency’s Maintenance Services Division is responsible for maintaining <br />approximately 400 miles of roadway within Santa Ana. The City utilizes contractors to <br />repair existing roadway pavement, seal roadway cracks, and repair concrete. In addition, <br />contractors also provide assistance to the water and sewer system by performing utility <br />trench repairs, water valve box repairs, and adjustment of manhole frames and covers to <br />grade. <br />On December 4, 2018, the City Council awarded a contract to Hardy & Harper, Inc. for <br />an annual amount not to exceed $990,000 to perform the services shown above. In <br />keeping with the City Council’s directives to preserve newly constructed and <br />reconstructed arterial streets, local streets and alleyways, staff has utilized the contract <br />in excess of 75 percent on the original agreement budget. Staff recommends amending <br />the purchase order to increase the amount by $450,000 annually to ensure sufficient <br />funds are available to perform necessary street repairs resulting from emergency water <br />and sewer system repairs; This amendment also allow the City to avoid deferring water <br />and sewer system repairs due to the inability to perform subsequent street repairs.