HomeMy WebLinkAboutItem 11 - Contract Amendment for Asphalt Street Maintenance Public Works Agency
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Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 21, 2023
TOPIC: Amend Blanket Order Contract for Asphalt Street Maintenance
AGENDA TITLE
Amend Blanket Order Contract with Hardy & Harper, Inc. for Asphalt Street
Maintenance to Extend the Final Contract Term for an Additional 12 Month Period and
Increase Total Contract for a Revised Total Not to Exceed Amount of $8,590,000
(Specification No. 18-084) (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the blanket order contract
with Hardy & Harper, Inc. for asphalt street maintenance to extend the contract term for
an additional 12-month period ending November 30, 2024, and increase the annual
contract amount by $850,000 during the final extension period, for a revised total annual
amount of $2,290,000 and total contract amount not to exceed $8,590,000, subject to
non-substantive changes approved by the City Manager and City Attorney.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency’s Maintenance Services Division maintains approximately
400 miles of roadway and 800 miles of sidewalks within the City of Santa Ana.
Services under the asphalt street maintenance contract include the repair of existing
roadway pavement, concrete repairs, restoration of utility service patches resulting
from City repairs to water and sewer infrastructure, and repairs and adjustments to
water valve boxes and manholes.
On December 4, 2018, the City Council awarded a contract to Hardy & Harper, Inc. as a
result of Invitation for Bids No. 18-084 for an initial one-year period, with provisions for
four, one-year renewal options, in an annual amount not to exceed $990,000 to perform
the services described above. On September 21, 2021, the City Council authorized an
amendment to increase the annual amount by $450,000 for a revised annual amount
not to exceed $1,440,000. This amendment ensured sufficient funds were available to
perform needed street repairs resulting from an increase in emergency water and sewer
system repairs. It also allowed 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
November 21, 2023
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Currently, Staff is preparing to undergo a formal Request for Proposal (RFP) process to
establish a new contract for this service. The requested 12-month contract extension is
necessary to maintain the existing service levels, avoid postponing street maintenance,
and to respond to emergency repairs in a timely manner.
Hardy & Harper, Inc. has provided satisfactory services to the Public Works Engineering
Division for several years and most recently completed the following Capital
Improvement Projects (CIP):
•Santa Clara Avenue Bike Lane and Pedestrian Improvements from Lincoln
Avenue to Pasadena Street
•Local Street Preventative Maintenance FY 2020-21
Staff recommends extending the current and final term of the blanket order contract for
asphalt street maintenance by 12 months and increasing the annual amount by
$850,000 during the final extension period, for a revised annual amount not to exceed
$2,290,000. The revised total not to exceed contract amount will be $8,590,000 during
the entire contract term, including all extension periods.
FISCAL IMPACT
The total contract increase for the remaining term is $850,000. The current fiscal year
funding is available in the FY 2023-24 budget and future fiscal year funding will be
included in the proposed budgets for City Council consideration:
Fiscal
Year
Accounting
Unit- Account #
Fund
Description
Accounting Unit,
Account Description Amount
CURRENT ANNUAL AMOUNT (Final Term Ending November 30, 2023)
2023-24 02917660-62300 Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$300,000
2023-24 05617640-62300
Sanitary
Sewer
Service
Sanitary Sewer
Service, Contract
Services-Professional
$340,000
2023-24 06017641-62300 Water
Water System
Maintenance, Contract
Services-Professional
$800,000
TOTAL $1,440,000
REQUESTED AMENDMENT AMOUNT (12 -Month Extension)
2023-24 02917660-62300 Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$145,834
Contract Amendment for Asphalt Street Maintenance
November 21, 2023
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Fiscal
Year
Accounting
Unit- Account #
Fund
Description
Accounting Unit,
Account Description Amount
2023-24 05617640-62300 Sanitary Sewer
Service
Sanitary Sewer
Service, Contract
Services-Professional
$116,667
2023-24 06017641-62300 Water
Water System
Maintenance, Contract
Services-Professional
$233,334
2024-25 02917660-62300 Special Gas
Tax
Roadway Maintenance,
Contract Services-
Professional
$104,166
2024-25 05617640-62300 Sanitary Sewer
Service
Sanitary Sewer
Service, Contract
Services-Professional
$83,333
2024-25 06017641-62300 Water
Water System
Maintenance, Contract
Services-Professional
$166,666
ADJUSTED SUBTOTAL $850,000
TOTAL $2,290,000
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Steven A. Mendoza, Acting City Manager