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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 15, 2010 TITLE: CONTRACT AWARD TO BEN'S ASPHALT, INC. FOR ASPHALT POTHOLE REPAIR (SPEC. NO. 10 -040) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Award a contract to Ben's Asphalt, Inc., for asphalt pothole repair for a one -year period with provision for three one -year renewals in an amount not to exceed $500,000 annually. DISCUSSION The Public Works Agency is responsible for maintaining approximately 400 miles of roadway within the City of Santa Ana. Services provided under the asphalt pothole repair contract include the repair of all potholes and the repair of all damaged pavement areas not exceeding 100 sq. ft. in area with asphalt overlay. In addition the contract will provide for sidewalk maintenance which includes sidewalk ramping and sidewalk offset grinding which are used to reduce risks to pedestrian traffic. The notice inviting bids was advertised on September 29, 2010 and bids were solicited. A summary of the bid invitations and bids received is as follows: 9 Invitations For Bid mailed 5 Invitations For Bid mailed to Santa Ana vendors 3 Bids received 2 Bids received from Santa Ana vendors Bids were received and opened on October 11, 2010 and evaluated (Exhibit 1). To evaluate costs, vendors provided quotations for representative repair projects that included various quantities and specifications. The annual amount is based on staff's projection for the next year. Upon release of the bid results, Elite Bobcat Service, Inc., discovered a significant error in their calculations and withdrew their offer. The bid received from Ben's Asphalt, Inc., a Santa Ana vendor, is responsive to the specification and meets the City's requirements. 22C -1