TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: JULY 1, 2003

SUBJECT: AWARD OF CONTRACT FOR THE FY 2002-2003 / FY 2003 – 04 SIDEWALK REPAIR PROGRAM

RECOMMENDATIONS

1. Award a construction contract to Damon Construction in the amount of $87,922, for the FY 02-03 / FY 03 – 04 Sidewalk Repair Program, and authorize staff to spend up to an additional $9,078 for possible extra work for a total authorization of $97,000.
2. Authorize the Mayor and City Clerk to execute a contract with Damon Construction.
3. Authorize the Mayor and City Clerk to execute an addendum to an existing Professional Services Agreement with SA Associates in the amount of $9,000 for inspection services and contract administration services.

BACKGROUND

Each year the City conducts a Sidewalk Repair Program to remove trip hazards and keep the city’s sidewalks in good condition. Under the program the City is divided into nine maintenance areas, and each year an inventory of conditions of one of the areas is made. The inventory consists of measuring any displacements between adjoining segments of concrete sidewalk, curb, and driveway apron. If displacements are relatively minor – less than 1 ½" – the concrete is ground to achieve a smooth surface. Because of its relatively low costs, the City absorbs the cost of grinding. If, however, a displacement is greater than 1 ½", the concrete must be removed and reconstructed. In accordance with City Council Policy, the adjacent property owner is responsible for the cost of reconstruction up to a total of $500.

To assist property owners with needed sidewalk repairs they are given the option of making the repairs themselves or to pay to have the City to make the repairs. Because of its size a city project achieves economies of scale, and the vast majority or property owners elect to have the City make the repairs. The City then packages those sidewalk repairs undertaken for property owners together with those concrete repairs for which the City is responsible – such as sidewalks along arterial roadways, handicapped access ramps, and curb and gutter repairs – and solicits construction bids.

DISCUSSION

In April 2003, staff solicited bids for the FY 02-03 / FY 03 –04 Sidewalk Repair Program. The program covers maintenance area 3, see attached map. Sealed bids were opened on May 19, 2003 and the following four bids were received:

COMPANY	BID AMOUNT
Damon Construction	$87,922.00
Hardy and Harper	$96,723.00
Civil Works	$97,172.95
Kalban Inc.	$98,783.00

Staff has worked previously with the lowest responsible responsive bidder, Damon Construction. Staff is satisfied with their past performance, and believes that they can successfully complete this project.

The proposed construction will require routine inspections. The City has an existing contract with SA Associates for inspection services, and staff recommends that an addendum to that contract be approved, and that an expenditure limit of $9,000 be approved.

CONCLUSION

Adopting the staff recommendations will insure the timely completion of the necessary sidewalk, and other miscellaneous concrete repairs within a total project budget of $106,000.

ALTERNATIVE ACTION

Reject all four bids and forego the replacement of the damaged improvements.

FISCAL IMPACT

The recommended actions will result in the expenditure of funds in accordance with the adopted FY 02 – 03 and FY 03 – 04 Budgets:

Expenditures:
Construction	$ 97,000
Inspection	9,000
Total	$ 106,000
Funding Sources
FY 02 – 03 Sidewalk Program	$ 46,200
FY 03 – 04 Sidewalk Program	59,800
Total	$106,000

The funding source for this project is the Gas Tax Fund.

Respectfully Submitted,

_______________________
Dean E. Allison
Director of Public Works

Reviewed by,

_____________________
Les Evans
City Manager

Attachments:

Area 3 map.
Sidewalk Repair Program Criteria
Notice to residents