Rancho Palos Verdes City Council
   

NOVEMBER 3, 2004 SIDEWALK MAINTENANCE CONTRACT NOVEMBER 3, 2004 SIDEWALK MAINTENANCE CONTRACT

TO: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: NOVEMBER 3, 2004

SUBJECT: SIDEWALK MAINTENANCE CONTRACT

Staff Coordinator: Bindu Vaish

RECOMMENDATIONS

  1. Award a three-year contract for sidewalk maintenance services to Central Coast Surface Grinding Inc., and authorize the Mayor and City Clerk to execute a contract.
  2. Authorize the award of the contract, even though it is likely to exceed the $10,000 limit of the informal bid process.

BACKGROUND

To reduce trip and fall claims it is important for the City to maintain its inventory of sidewalks. The need to repair sidewalks comes to the city in two ways. Residents often call the city with notice of a need to repair. In addition the city conducts an annual sidewalk inspection program in which approximately one-seventh of the city’s sidewalks are inspected. Construction activities fall into two categories depending on degree of displacement:

  • Those sidewalks found to be displaced 1 inch or less are ground.
  • Those sidewalks with significant displacements 1 inch or more are removed and reconstructed.

In accordance with the Streets and Highway Code, and City Council Resolution 85-45, attached, property owners are responsible for the maintenance of sidewalks. It has been the policy of the City to complete grinding activities at no cost to residents. It has been the policy of the City to complete sidewalk reconstruction for property owners and then be reimbursed.

Heretofore it has been the practice of the Public Works Department to complete needed sidewalk improvements in two steps. When a need to repair is identified a temporary asphalt patch is placed on the sidewalk. Once a number of locations are accumulated a project is packaged, advertised, and awarded.

Staff believes that a more efficient process would be to utilize a contractor capable of grinding sidewalks on an on-call basis to address needs as they are identified. This would reduce the repair cost of those sidewalks with moderate displacements to a one step process, and require the placement of a temporary patch for only those locations with significant displacements. More importantly this process would complete most repairs more quickly, more efficiently and a savings would be realized.

DISCUSSION

To obtain the needed services staff requested informal proposals from several firms capable of performing the work.

Contractor

Amount of bid

Hardy and Harper Inc.

$ 45.00 per location

Saber Concrete & Foundation Leveling

$ 28.00 per location

Central Coast Surface Grinding Inc. (CCSG)

$ 16.88 per location

Some of the key provisions of the proposed contract are as follows:

  • This contract establishes fixed unit prices for an estimated scope of services.
  • Unit prices are fixed for the first year, with an increase each July 1, 2005 thereafter, in accordance with the Producer Price Index.
  • The term of the contract is three years, with an option for three one-year mutual agreement extensions
  • The City may terminate this contract at any time with a thirty day written notice.

The apparent low bidder, Central Coast Surface Grinding Inc. is currently providing grinding services to the City. Staff is very pleased with their performance and believes that their familiarity with the city’s geography, staff, and procedures will result in efficiencies and savings.

Typically the Public Works Department does sidewalk rehabilitation projects twice a year.  One of the contracts is for removal and replacement of sidewalk and one is for sidewalk grinding.   The removal and replacement project is done through a formal bid process, and an informal bid process is utilized for the grinding project.  Normally the cost of the grinding project is held below $10,000.  Due to the unusually low bid received from Central Coast Surface Grinding, and their willingness to enter into a three-year contract, staff would like to depart from the normal procedure.  Staff proposes entering onto a three-year maintenance contract with Central Coast at a total estimated value up to $40,000 over each of the next three years.  Although we normally do a formal advertisement for services in excess of $10,000, the City Purchasing Ordinance allows the City Council to enter into contracts for services of an estimated value of $10,000 or more, other than public projects, defined in the California Public Contracts Code, based on the Council's sole discretion, if the City Council finds that due to the nature of the service, competitive bidding is not likely to result in the lowest price.  To prepare a formal bid package and advertise it for the grinding services will cost several thousand dollars.

CONCLUSION

Adopting the staff recommendations will result in the award of a three-year contract for sidewalk maintenance services to Central Coast Surface Grinding Inc.

ALTERNATIVE ACTION

Advertise the sidewalk grinding contract pursuant to the formal bid process. This process will be time consuming, will cost more, is not likely to result in a lower price than what is being proposed, and, most importantly, will delay implementation of the grinding, which will improve safety of people using the City sidewalks.

FISCAL IMPACT

The authorized expenditure limit of $40,000 is included in the baseline FY 04-05 budget.

Respectfully Submitted,

___________________________

Dean E. Allison

Director of Public Works

Reviewed,

_________________________

Les Evans

City Manager

Attachment: Resolution 85-45

Contract