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Contract Amendment for Asphalt Street Maintenance <br />November 21, 2023 <br />Page 2 <br />Currently, Staff is preparing to undergo a formal Request for Proposal (RFP) process to <br />establish a new contract for this service. The requested 12-month contract extension is <br />necessary to maintain the existing service levels, avoid postponing street maintenance, <br />and to respond to emergency repairs in a timely manner. <br />Hardy & Harper, Inc. has provided satisfactory services to the Public Works Engineering <br />Division for several years and most recently completed the following Capital <br />Improvement Projects (CIP): <br />• Santa Clara Avenue Bike Lane and Pedestrian Improvements from Lincoln <br />Avenue to Pasadena Street <br />• Local Street Preventative Maintenance FY 2020-21 <br />Staff recommends extending the current and final term of the blanket order contract for <br />asphalt street maintenance by 12 months and increasing the annual amount by <br />$850,000 during the final extension period, for a revised annual amount not to exceed <br />$2,290,000. The revised total not to exceed contract amount will be $8,590,000 during <br />the entire contract term, including all extension periods. <br />FISCAL IMPACT <br />The total contract increase for the remaining term is $850,000. The current fiscal year <br />funding is available in the FY 2023-24 budget and future fiscal year funding will be <br />included in the proposed budgets for City Council consideration: <br />Fiscal <br />Accounting <br />Fund <br />Accounting Unit, <br />Amount <br />Year <br />Unit -Account# <br />Description <br />Account Description <br />CURRENT ANNUAL AMOUNT <br />(Final Term Ending November 30, 2023) <br />Roadway Maintenance, <br />Special Gas <br />Contract Services- <br />$300,000 <br />2023-24 <br />02917660-62300 <br />Tax <br />Professional <br />Sanitary <br />Sanitary Sewer <br />$340,000 <br />2023-24 <br />05617640-62300 <br />Sewer <br />Service, Contract <br />Service <br />Services -Professional <br />Water System <br />$800,000 <br />2023-24 <br />06017641-62300 <br />Water <br />Maintenance, Contract <br />Services -Professional <br />TOTAILI <br />$1,440,000 <br />REQUESTED AMENDMENT AMOUNT (12 -Month Extension) <br />Roadway Maintenance, <br />$145,834 <br />2023-24 <br />02917660-62300 <br />Special Gas <br />Contract Services - <br />Tax <br />Professional <br />City Council 11 — 2 11/21/2023 <br />