HomeMy WebLinkAbout22B - ASPHALT STREET MAINTENANCEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 4, 2018
TITLE:
CONTRACT AWARD TO HARDY &
HARPER, INC. FOR ASPHALT
STREET MAINTENANCE
(SPECIFICATION NO. 18-084)
(STRATEGIC PLAN NO. 6, 1C)
CITY I NAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 151 Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Award a contract to Hardy & Harper, Inc. for asphalt street maintenance for a one-year period, with
provisions for four, one-year renewals exercisable by the City Manager, in an annual amount not to
exceed $990,000, subject to nonsubstantive changes approved by the City Manager and City
Attorney.
DISCUSSION
The Public Works Maintenance Services Division is responsible for maintaining approximately 400
miles of roadway within the City of Santa Ana. Services provided under the asphalt street
maintenance contract include the repair of existing roadway pavement, crack sealing and concrete
repairs. In addition, the contract provides for water and sewer system maintenance by performing
utility service trench repairs, water valve box repairs and adjustment of manhole frames and covers
to grade.
The Notice Inviting Bids was advertised on September 24, 2018, on the City's online bid
management and publication system. A summary of the bid invitation and bids received is as
follows:
392 Vendors were notified
6 Santa Ana vendors were notified
26 Vendors downloaded the bid packet
3 Bids received
2 Bids received from Santa Ana vendors
Three bids were received and opened on October 22, 2018, and evaluated. The results are as
follows:
Vendor Location
Hardy & Harper, Inc. Santa Ana, CA
2213-1
Amount
$2,458,962.00
Contract Award for Asphalt Street Maintenance
December 4, 2018
Page 2
Ben's Asphalt, Inc. Santa Ana, CA $2,860,654.50
All American Asphalt Corona, CA $3,497,200.00
The bid received from Hardy & Harper, Inc. is responsive to the specifications, meets the City's
requirements, and complies with prevailing wage requirements. The annual amount is based on
staffs projection for next contract year.
Outreach Efforts
The Purchasing Division advertised the project on the City's online bid management and publication
system which directly notified six Santa Ana vendors. Two Santa Ana vendors submitted bid packets
for consideration.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Strategic Plan Goal #6 — Community Facilities
& Infrastructure, Objective #1 (establish and maintain Community Investment Plan for all City assets),
Strategy C (invest resources and technology to extend the service life of existing infrastructure to
protect the City's investment and support a high quality of life standard).
FISCAL IMPACT
Funds in the amount of $577,500 are available for expenditure in FY 2018-19 (Dec. 2018 — June
2019) Public Works Agency Roadway Maintenance account (02917660-62300), Sanitary Sewer
Service account (05617640-62300) and Water System Maintenance account (06017641-62300).
Funds for years two through five of the contract will be budgeted and made available in FY 2019-20,
2020-21, 2021-22, 2022-23 and 2023-24 (July — Dec. 2023) as follows:
Account No.
Anticipated Expenditures
FY 2018-19
FY 2019-20
FY 2020-21
FY 2021-22
FY 2022-23
FY 2023-24
02917660-62300
$87,500
$150,000
$150,000
$150,000
$150,000
$62,500
05617640-62300
$140,000
$240,000
$240,000
$240,000
$240,000
$100,000
06017641-62300
$350,000
$600,000
$600,000
$600,000
$600,000
$250,000
APPROVED AS TO FUNDS AND ACCOUNTS:
Fuad S I Sweiss, PE, PLS Kathryn Dow s, CPA ,.YB
Executi a Director Executive Director
Public VVorks Agency Finance and Management Services Agency
SM
228-2