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HomeMy WebLinkAboutItem 26 - On -Call Construction ServicesPublic 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. Amend Agreements for On -Call Construction Services September 21, 2021 Page 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT There is no fiscal impact at this time. Prior to utilizing any of these on -call services, Public Works staff must receive Finance & Management Services Agency approval of funding and accounts to ensure that funds are available under the authorization and aggregate limit of the agreements. Upon successful completion of this fiscal review, a corresponding Notice to Proceed containing specific scope and maximum expenditure for the task order will be issued to a firm. Funding for these services is available in approved Capital Improvement Program (CIP) budget and will be budgeted in future CIPs. EXHIBIT(S) 1. First Amendment to Agreement Palp, Inc. dba Excel Paving 2. First Amendment to Big Ben Engineering 3. First Amendment to TE Roberts 4. First Amendment to Paulus Engineering, Inc. Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Kristine Ridge, City Manager FIRST AMENDMENT TO ON -CALL GENERAL ENGINEERING SERVICES AGREEMENT WITH PALP INC. DBA EXCEL PAVING THIS FIRST AMENDMENT is entered into on this 21" day of September, by and between Palp, Inc. dba Excel Paving ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On December 1, 2020, the City entered into Agreement A-2020-245-04 ("Agreement") with Palp, Inc. dba Excel Paving, to provide on -call asphalt pavement, concrete pavement, and stormdrain repair services for a three (3) year term until November 30, 2023, with an option for the parties to extend the Agreement for up to one (1) two-year period. The Agreement is current and in effect. B. Contactor is one of four selected contractors providing services on an on -call basis and shares an aggregate compensation as detailed in Section 2.a. of the Agreement. C. The parties now wish to amend the Agreement to increase the shared aggregate amount of the compensation to pay for emergency services recently discovered by the City. The Parties therefore agree: 1. Section 2a, COMPENSATION, shall be amended to increase the shared aggregate compensation in the amount of $1,600,000. Therefore, the total shared aggregate amount shall not exceed two million five hundred thousand dollars and zero cents ($2,500,000) to pay for the additional emergency services during the term of this agreement, including any extension periods. 2. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed the First Amendment to the Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Daisy Gomez Kristine Ridge Clerk of the Council City Manager [Signatures continue on the next page] APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: Jose4Mn&tovMa Deputy City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONTRACTOR: L Name: David Drukker Title: Vice President FIRST AMENDMENT TO ON -CALL GENERAL ENGINEERING SERVICES AGREEMENT WITH BIG BEN ENGINEERING THIS FIRST AMENDMENT is entered into on this 21" day of September, by and between Big Ben Engineering ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). _UV TTAT,C A. On December 1, 2020, the City entered into Agreement A-2020-245-03 ("Agreement") with Big Ben Engineering, to provide on -call asphalt pavement, concrete pavement, and stormdrain repair services for a three (3) year term until November 30, 2023, with an option for the parties to extend the Agreement for up to one (1) two-year period. The Agreement is current and in effect. B. Contactor is one of four selected contractors providing services on an on -call basis and shares an aggregate compensation as detailed in Section 2.a. of the Agreement. C. The parties now wish to amend the Agreement to increase the shared aggregate amount of the compensation to pay for emergency services recently discovered by the City. The Parties therefore agree: 1. Section 2a, COMPENSATION, shall be amended to increase the shared aggregate compensation in the amount of $1,600,000. Therefore, the total shared aggregate amount shall not exceed two million five hundred thousand dollars and zero cents ($2,500,000) to pay for the additional emergency services during the term of this agreement, including any extension periods. 2. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed the First Amendment to the Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Daisy Gomez Kristine Ridge Clerk of the Council City Manager [Signatures continue on the next page] APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: Jose M ntoya Deputy City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONTRACTOR: Name: Sep Sharifi Title: President FIRST AMENDMENT TO ON -CALL GENERAL ENGINEERING SERVICES AGREEMENT WITH TX ROBERTS, INC. THIS FIRST AMENDMENT is entered into on this 21" day of September, by and between T.E Roberts, Inc. ("Contractor'), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On December 1, 2020, the City entered into Agreement A-2020-245-01 ("Agreement") with T.E Roberts, Inc., to provide on -call asphalt pavement, concrete pavement, and stormdrain repair services fora three (3) year term until November 30, 2023, with an option for the parties to extend the Agreement for up to one (1) two-year period. The Agreement is current and in effect. B. Contactor is one of four selected contractors providing services on an on -call basis and shares an aggregate compensation as detailed in Section 2.a. of the Agreement. C. The parties now wish to amend the Agreement to increase the shared aggregate amount of the compensation to pay for emergency services recently discovered by the City. The Parties therefore agree: 1. Section 2a, COMPENSATION, shall be amended to increase the shared aggregate compensation in the amount of $1,600,000. Therefore, the total shared aggregate amount shall not exceed two million five hundred thousand dollars and zero cents ($2,500,000) to pay for the additional emergency services during the term of this agreement, including any extension periods. 2. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed the First Amendment to the Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Daisy Gomez Kristine Ridge Clerk of the Council City Manager [Signatures continue on the next page] APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: o & i Jose M ntoya Deputy City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONTRACTOR: L Name: TIMOfihy IZ.lobe�-tS Title: �rG S l J n + Exhibit 4 FIRST AMENDMENT TO ON -CALL GENERAL ENGINEERING SERVICES AGREEMENT WITH PAULUS ENGINEERING, INC. THIS FIRST AMENDMENT is entered into on this 2 1 " day of September, by and between Paulus Engineering, Inc. ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On December 1, 2020, the City entered into Agreement A-2020-245-02 ("Agreement") with Paulus Engineering, Inc., to provide on -call asphalt pavement, concrete pavement, and stormdrain repair services for a three (3) year term until November 30, 2023, with an option for the parties to extend the Agreement for up to one (1) two-year period. The Agreement is current and in effect. B. Contactor is one of four selected contractors providing services on an on -call basis and shares an aggregate compensation as detailed in Section 2.a. of the Agreement. C. The parties now wish to amend the Agreement to increase the shared aggregate amount of the compensation to pay for emergency services recently discovered by the City. The Parties therefore agree: 1. Section 2a, COMPENSATION, shall be amended to increase the shared aggregate compensation in the amount of $1,600,000. Therefore, the total shared aggregate amount shall not exceed two million five hundred thousand dollars and zero cents ($2,500,000) to pay for the additional emergency services during the term of this agreement, including any extension periods. 2. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed the First Amendment to the Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Daisy Gomez Kristine Ridge Clerk of the Council City Manager [Signatures continue on the next page] APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: Jose ntoya Deputy City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Director Public Works Agency CONTRACTOR: J� s-) ✓Z tic, I u S PV