HomeMy WebLinkAboutItem 13 - Contract Amendment for Asphalt Street Maintenance Public Works Agency
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Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
September 21, 2021
TOPIC: Contract Amendment for Asphalt Street Maintenance
AGENDA TITLE
Amend Purchase Order Contract with Hardy & Harper, Inc. to Increase the Annual
Amount by $450,000 for Asphalt Street Maintenance (Specification No. 18-084) (Non-
General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the Purchase Order Contract
with Hardy & Harper, Inc. for asphalt street maintenance to increase the annual amount
by $450,000, for a total annual amount not to exceed $1,440,000, for the remaining term
of the agreement ending on December 3, 2021, plus two optional renewal options
exercisable by the City Manager and City Attorney, subject to non-substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency’s Maintenance Services Division is responsible for maintaining
approximately 400 miles of roadway within Santa Ana. The City utilizes contractors to
repair existing roadway pavement, seal roadway cracks, and repair concrete. In addition,
contractors also provide assistance to the water and sewer system by performing utility
trench repairs, water valve box repairs, and adjustment of manhole frames and covers to
grade.
On December 4, 2018, the City Council awarded a contract to Hardy & Harper, Inc. for
an annual amount not to exceed $990,000 to perform the services shown above. In
keeping with the City Council’s directives to preserve newly constructed and
reconstructed arterial streets, local streets and alleyways, staff has utilized the contract
in excess of 75 percent on the original agreement budget. Staff recommends amending
the purchase order to increase the amount by $450,000 annually to ensure sufficient
funds are available to perform necessary street repairs resulting from emergency water
and sewer system repairs; This amendment also allow the City to avoid deferring water
and sewer system repairs due to the inability to perform subsequent street repairs.
Contract Amendment for Asphalt Street Maintenance
September 21, 2021
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ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available for expenditure in the current Fiscal Year 2021-22 and will be
budgeted in subsequent fiscal years as shown below:
Fiscal
Year
Accounting
Unit- Account #
Fund
Description
Accounting Unit,
Account Description Amount
Renewal Options (1-Year Terms)
2021-22 02917660-62300 Special Gas
Tax
Roadway
Maintenance, Contract
Services-Professional
$300,000
2021-22 05617640-62300 Sanitary
Sewer Fund
Sanitary Sewer
Service, Contract
Services-Professional
$340,000
2021-22 06017641-62300 Water Fund
Water System
Maintenance, Contract
Services-Professional
$800,000
2022-23 02917660-62300 Special Gas
Tax
Roadway
Maintenance, Contract
Services-Professional
$300,000
2022-23 05617640-62300 Sanitary
Sewer Fund
Sanitary Sewer
Service, Contract
Services-Professional
$340,000
2022-23 06017641-62300 Water Fund
Water System
Maintenance, Contract
Services-Professional
$800,000
2023-24 02917660-62300 Special Gas
Tax
Roadway
Maintenance, Contract
Services-Professional
$300,000
2023-24 05617640-62300 Sanitary
Sewer Fund
Sanitary Sewer
Service, Contract
Services-Professional
$340,000
2023-24 06017641-62300 Water Fund
Water System
Maintenance, Contract
Services-Professional
$800,000
Total $4,320,000
Submitted By: Nabil Saba, Executive Director of Public Works
Approved By: Kristine Ridge, City Manager