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Home My WebLink AboutItem 20 - Purchase Order Contracts for On-Call Asphalt and Portland Cement Concrete Street Repairs Public Works Agency www.santa-ana.org/public-works Item # 20 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report November 19, 2024 TOPIC: On-Call Asphalt and Portland Cement Concrete Street Repairs AGENDA TITLE Purchase Order Contracts with Cali State Paving, Inc., Hardy & Harper, Inc., and Paveco Construction Inc. for On-Call Asphalt and Portland Cement Concrete Street Repairs (Specification No. 24-110) (Non-General Fund) RECOMMENDED ACTION Award aggregate purchase order contracts to the vendors listed below for on-call asphalt and portland cement concrete street repairs on an as-needed basis, in an annual amount not to exceed $2,380,000, for an initial three-year term expiring November 18, 2027, with provisions for two, one-year renewal options. Vendor Cali State Paving, Inc. Location Riverside, CA Hardy & Harper, Inc.Lake Forest, CA Paveco Construction Inc.Riverside, CA GOVERNMENT CODE §84308 APPLIES: No DISCUSSION The Public Works Agency’s Maintenance Services Division maintains approximately 400 miles of roadway and 800 miles of sidewalks within the Santa Ana. The services provided in the on-call asphalt and portland cement concrete street repair contract will include the repair of existing roadway pavement, concrete repairs, restoration of utility service patches as a result of City repairs from water and sewer infrastructure, and repairs and adjustments to water valve boxes and manholes on an as-needed basis. Invitation for Bids (IFB) No. 24-110 was advertised on September 12, 2024 on the City’s online bid management and publication system, PlanetBids. A summary of vendor participation and results is as follows: 418 Vendors notified 1 Santa Ana vendor notified 28 Vendors downloaded the bid packet 7 Bids received On-Call Asphalt and Portland Cement Concrete Street Repairs November 19, 2024 Page 2 4 6 6 8 0 Bids received from Santa Ana vendors Bids were solicited, opened on October 1, 2024, and evaluated (Exhibit 1). Seven bids were submitted by the IFB deadline, and all bids were determined to be responsive to the specifications and met the City’s requirements. To ensure sufficient resources are available at all times, staff recommends awarding an aggregate purchase order contract to Cali State Paving, Inc., Hardy & Harper, Inc., and Paveco Construction, Inc. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds in the amount of $1,586,666 are budgeted and available for expenditure in FY 2024-25 (Dec. 2024 - June 2025) Public Works Agency Water System Maintenance, Contract Services-Professional expenditure account (06017641-62300), Sanitary Sewer, Contract Services-Professional expenditure account (05617640-62300), Roadway Maintenance, Contract Services-Professional expenditure account (02917660-62300), and Street Trees – Service Enhancement, Maintenance and Repair Improvement expenditure account (011117643-62321). Funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. Fiscal Year Accounting Unit– Account # Fund Description Accounting Unit, Account Description Budget Available/Projected Requested Contract Authority FY 24-25 06017641- 62300 Water Water Systems Maintenance, Contract Services- Professional $600,000 $840,000 (Nov- Jun) 05617640- 62300 Sanitary Sewer Services Sanitary Sewer Service, Contract Services - Professional $380,000 $380,000 On-Call Asphalt and Portland Cement Concrete Street Repairs November 19, 2024 Page 3 4 6 6 8 Fiscal Year Accounting Unit– Account # Fund Description Accounting Unit, Account Description Budget Available/Projected Requested Contract Authority 01117643- 62321 General Fund PW Street Trees – Service Enhancement, Maintenance and Repair Improvement $20,000 $33,333 02917660- 62300 Special Gas Tax Roadway Maintenance, Contract Services - Professional $333,333 $333,333 06017641- 62300 Water Water Systems Maintenance, Contract Services- Professional $1,260,000 $1,260,000 FY 25-26 05617640- 62300 Sanitary Sewer Services Sanitary Sewer Service, Contract Services - Professional $570,000 $570,000 On-Call Asphalt and Portland Cement Concrete Street Repairs November 19, 2024 Page 4 4 6 6 8 Fiscal Year Accounting Unit– Account # Fund Description Accounting Unit, Account Description Budget Available/Projected Requested Contract Authority 01117643- 62321 General Fund PW Street Trees – Service Enhancement, Maintenance and Repair Improvement $50,000 $50,000 02917660- 62300 Special Gas Tax Roadway Maintenance, Contract Services - Professional $500,000 $500,000 06017641- 62300 Water Water Systems Maintenance, Contract Services- Professional $1,260,000 $1,260,000 FY26- 27 05617640- 62300 Sanitary Sewer Services Sanitary Sewer Service, Contract Services - Professional $570,000 $570,000 On-Call Asphalt and Portland Cement Concrete Street Repairs November 19, 2024 Page 5 4 6 6 8 Fiscal Year Accounting Unit– Account # Fund Description Accounting Unit, Account Description Budget Available/Projected Requested Contract Authority 01117643- 62321 General Fund PW Street Trees – Service Enhancement, Maintenance and Repair Improvement $50,000 $50,000 02917660- 62300 Special Gas Tax Roadway Maintenance, Contract Services - Professional $500,000 $500,000 06017641- 62300 Water Water Systems Maintenance, Contract Services- Professional $1,260,000 $1,260,000 FY27- 28 05617640- 62300 Sanitary Sewer Services Sanitary Sewer Service, Contract Services - Professional $570,000 $570,000 On-Call Asphalt and Portland Cement Concrete Street Repairs November 19, 2024 Page 6 4 6 6 8 Fiscal Year Accounting Unit– Account # Fund Description Accounting Unit, Account Description Budget Available/Projected Requested Contract Authority 01117643- 62321 General Fund PW Street Trees – Service Enhancement, Maintenance and Repair Improvement $50,000 $50,000 02917660- 62300 Special Gas Tax Roadway Maintenance, Contract Services - Professional $500,000 $500,000 06017641- 62300 Water Water Systems Maintenance, Contract Services- Professional $1,260,000 $1,260,000 FY28- 29 05617640- 62300 Sanitary Sewer Services Sanitary Sewer Service, Contract Services - Professional $570,000 $570,000 On-Call Asphalt and Portland Cement Concrete Street Repairs November 19, 2024 Page 7 4 6 6 8 Fiscal Year Accounting Unit– Account # Fund Description Accounting Unit, Account Description Budget Available/Projected Requested Contract Authority 01117643- 62321 General Fund PW Street Trees – Service Enhancement, Maintenance and Repair Improvement $50,000 $50,000 02917660- 62300 Special Gas Tax Roadway Maintenance, Contract Services - Professional $500,000 $500,000 FY29- 30 06017641- 62300 Water Water Systems Maintenance, Contract Services- Professional $420,000 $420,000 (Jul- Oct) 05617640- 62300 Sanitary Sewer Services Sanitary Sewer Service, Contract Services - Professional $190,000 $190,000 On-Call Asphalt and Portland Cement Concrete Street Repairs November 19, 2024 Page 8 4 6 6 8 Fiscal Year Accounting Unit– Account # Fund Description Accounting Unit, Account Description Budget Available/Projected Requested Contract Authority 01117643- 62321 General Fund PW Street Trees – Service Enhancement, Maintenance and Repair Improvement $16,667 $16,667 02917660- 62300 Special Gas Tax Roadway Maintenance, Contract Services - Professional $166,667 $166,667 TOTAL 11,660,000 $11,900,000 The FY 2024-25 budget allocated to this project is $1,333,333; however, staff requests contract authority for $1,586,666 to allow for emergencies and unforeseen work. If it becomes necessary to utilize the full contract authority, staff would reallocate budget within department and fund accordingly in compliance with the City’s budgetary controls. EXHIBIT(S) 1. Abstract of Bids (24-110) Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager BIDDER LOCATION TOTAL All American Asphalt Corona, CA 12,585,175$ Cali State Paving, inc.Riverside, CA 7,358,700$ G.M. Sager Construction Co., Inc. Pomona, CA 10,278,400$ Hardy & Harper, Inc.Lake Forest, CA 4,190,750$ Onyx Paving Company, Inc.Anaheim, CA 9,369,000$ Palp, Inc. dba Excel Paving Company Long Beach, CA 14,998,550$ Paveco Construction Inc.Baldwin Park, CA 6,674,050$ On-Call Asphalt and PCC Street Repairs (Bid No. 24-110) ABSTRACT OF BIDS EXHIBIT 1