Item 26 - On -Call Construction Services

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Public Works Agency www.santa-ana.org/pw Item # 26 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report September 21, 2021 TOPIC: On -Call Construction Services AGENDA TITLE Approve Amendments to Agreements with Palp, Inc., dba Excel Paving, Big Ben Engineering, TE Roberts, and Paulus Engineering, Inc. to Increase the Shared Agreement Amount by $1,600,000, for a Total Amount not to Exceed $2,500,000 for miscellaneous projects RECOMMENDED ACTION Authorize the City Manager to execute agreement amendments for on -call construction services with Palp, Inc. dba Excel Paving, Big Ben Engineering, TE Roberts, and Paulus Engineering, Inc. to increase shared agreement amount by $1,600,000, for a total agreement amount not to exceed $2,500,000, subject to non -substantive changes approved by the City Manager and the City Attorney. DISCUSSION On September 24, 2020, the Public Works Agency issued a request for proposals (RFP) for emergency on -call infrastructure repairs via the City's Planet Bids website. A total of 978 vendors were notified of the RFP and 16 downloaded the proposal files. Four proposals were received and evaluated by a selection committee based on criteria as outlined in the RFP. On December 1, 2020, the City Council authorized the City Manager to execute agreements with Palp, Inc. dba Excel Paving, Big Ben Engineering, TE Roberts, and Paulus Engineering, Inc. to provide on -call engineering services. City construction staff recently discovered that the existing street lighting conduit within the South Main Street Corridor is in critical condition. It has deteriorated to a point where it is jeopardizing the existing lighting system. Replacement of the existing conduit is required immediately to prevent the risk of street lights along South Main suddenly short circuiting. The cost to perform the emergency work is $1,600,000, exceeding the contractual balance of the agreement. Staff recommends increasing the shared agreement amount by $1,600,000, for a total amount not to exceed $2,500,000. This amendment will allow staff to have continued access to qualified contractors who can respond to the City's emergency infrastructure needs.