Title
Consider and take action on a resolution authorizing a one-year renewal agreement with Brooks Concrete, Inc. for streets, sidewalks, and concrete pavement repair in an amount not to exceed $2,003,100 (Director of Public Works)
Background:
Approval of this resolution will authorize a one-year renewal agreement with Brooks Concrete, Inc. for streets, sidewalks, and concrete pavement repair from October 1, 2023 through September 30, 2024 in an amount not to exceed of $2,003,100 including a 3% escalation in accordance with the existing agreement. This is the second and final renewal and this service will be rebid in FY2024.
Original Contract Amount - $8,100,000 (3-year term)
Amounts Spent by Year:
• FY2020 - $1,609,926 Actual
• FY2021 - $2,036,896 Actual
• FY2022 - $2,047,222 Actual
• 1st Renewal FY2023 - $1,803,364 Estimates
• 2nd & Final Renewal FY2024 - $2,003,100 Estimates
Total Anticipated 5-Year Expenditure - $9,500,508
On September 13, 2022, City Council approved a one-year renewal agreement with Brooks Concrete, Inc. from October 1, 2022 through September 20, 2023 in an amount not to exceed $1,953,178 which included a 3% escalation in accordance with the existing agreement, with the option to renew for one (1) additional one-year period. The following budget for FY2024 exercises the final renewal for an additional one-year period.
On December 17, 2019, City Council approved a three-year agreement with Brooks Concrete, Inc. Bid #20-Streets-004 (R) for the period January 1, 2020 through September 30, 2022 in a total not to exceed amount of $8,100,000, with the option to renew for two (2) additional one-year periods. The following budget for FY2024 exercises the second and final renewal for an additional one-year period.
The not to exceed amount of $2,003,100 for the 1-year contract period, is based on 2,003,100 budgeted for FY2024 as detailed below:
Concrete repairs due to Line Repair work ($82,100);
Sidewalk from Wilkins to Walker St ST2003 ($66,000);
Streets concrete inlet repairs ($400,000);
Sidewalk Reinvestment Project RE1901 ($705,000);
Street Reconstruction concrete panel repair RE1902 ($600,000);
Miscellaneous ($150,000) - (see details below*)
Brooks Concrete, Inc. has agreed to perform all work throughout the City based on contract scope of work and pricing. Upon award of contract, Brooks Concrete, Inc. will repair concrete roadway panels, sidewalks, and incidental concrete pavement in support of the Capital Reinvestment Program. The City’s in-house concrete crew will continue to focus on projects associated with water and sewer line repairs, high priority sidewalk repairs, and support of incidental projects for other City departments.
To date the combination of the Capital Reinvestment Program and Operations funding have resulted in approximately 167,513 linear feet of sidewalk repair, 269 ADA ramp additions/replacements, and 28,732 linear feet of lane width roadway panel replacements. The aforementioned production has addressed multiple areas of concern on both the east and west side of the City.
The not to exceed amount of $2.0 million is based on every project in the CIP and operating budget at its full budget which does not represent the actual amount invoiced and spent on an annual basis, just the maximum possible commitment based on the annual budget.*Also included in the total is $150,000 programmed for miscellaneous items that qualify for this unit priced concrete contract that are unknown at this time. An example would be a Parks CIP trail that is small in size and unit pricing offers a method of construction that saves time as no design or bid process is required and represents a solicited price through the unit price contract process. It also saves funds as the small project would not have to be designed by an engineer for a sidewalk/trail. Any project that is over $50,000 will be presented for additional Council approval to allocate the funds and the use of the unit priced concrete contract will be disclosed, allowing for the utilization of the pricing previously agreed upon without having to bid separately.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. Exhibit A - Agreement with Brooks Concrete, Inc.
4. Contract Renewal Letter
5. Approved Data Sheet 9.13.22
6. Approved Data Sheet 12.17.19
7. Original Agreement
8. Sidewalk Improvement Map
9. Vendor Report Card
CONTRACT ORIGINATION: Staff
FUNDING
{X} Funding for FY2024 in the amount of $2,003,100 million is available from Concrete repairs due to Line Repair work, account 10207700-52500 ($82,100); Streets concrete inlet repairs, account 3300000-52500 ($400,000); Sidewalk Work Orders project RE1901 Reinvestment Cash RE1901-CONSTRUCT-CONSTRUCT-RE CASH ($705,000); Street Reconstruction concrete panel repair FY24 RE1902 - CONSTRUCT - CONSTRUCT - RE CASH ($600,000); Sidewalk continuation for project ST2003 ($66,000) with expenses charged to expense string ST2003-CONSTRUCT-CONSTRUCT 20PROPB; Miscellaneous Items Reinvestment Cash/or specified funding upon award ($150,000).
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #1 - Develop and Maintain our Infrastructure