Title
Consider and take action on a resolution authorizing a two-year agreement with Brooks Concrete, Inc. for streets, sidewalks, and concrete pavement repair in an amount not to exceed $4,800,000 (Director of Public Works)
Background:
Approval of this item will authorize an agreement with Brooks Concrete, Inc. for streets, sidewalks, and concrete pavement repair for a term of two years from January 1, 2025 through December 31, 2026 in a total not to exceed amount of $4,800,000, with the option to renew for (3) additional one-year periods.
On September 26, 2024 the City released ITB 24-059 for streets, sidewalks and concrete pavement repair. Four qualified bids were received on October 24, 2024. Brooks Concrete, Inc. was the lowest qualified bidder in the annual amount of $1,940,510. Bid totals are based on an estimation of historical annual production of unit price items within the bid specification. The proposed low bid in the amount of $1,940,510 is not a direct reflection of the total anticipated annual expenditure. Further detail is provided in the financial explanation below. Bid tabulation is as follows:
Brooks Concrete, Inc. - $1,940,510
Teamwork Construction Services - $3,135,250
Total Contracting Limited - $3,779,000
Cracon, Inc. - $4,303,000
The not to exceed amount of $4,800,000 for the 2-year contract period, is based on $2,400,000 budgeted for FY2025 (October 2024 - September 2025) as detailed below:
Concrete repairs due to Line Repair work ($72,100);
Streets concrete inlet repairs ($440,000);
Sidewalk Reinvestment project RE1901 ($750,000);
Street Reconstruction concrete panel repair RE1902 ($600,000);
Miscellaneous ($537,900)
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.
Since 2016 to date, the combination of the Capital Reinvestment Program and Operations funding have resulted in approximately 193,076 linear feet of sidewalk repair, 291 ADA ramp additions/replacements, and 30,216 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 $4.8 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 $537,900 programmed for miscellaneous items that qualify for this unit priced concrete contract that are unknown as 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.
Below is the amount spent in past 5-years compared to the authorized not to exceed amount:
Actual Expenditures by Fiscal Year Approved Not to Exceed Amount (Contract Period)
FY2020 1,609,926.19
FY2021 2,036,895.97
FY2022 2,047,221.75
Total (FY20-22) 5,694,043.91 January 2020 - September 2022 8,100,000
FY2023 1,641,090.09 October 2022 - September 2023 1,953,178
FY2024/25 YTD 1,634,445.82 October 2023 - December 2024 2,003,100
Total Spent (FY20-25) 8,969,579.82 Total Authorized 12,056,278
Attachments:
1. Proposed Resolution
2. Exhibit A - Agreement with Brooks Concrete, Inc.
3. Award Recommendation
4. Bid Tabulation
5. Vendor Report Card
CONTRACT ORIGINATION: Agreement has been reviewed by City Attorney’s Office
FUNDING
{X} Funding for FY2025 in the amount of $2.4 million is available from Concrete repairs due to line repair work, account 10207700-52500 ($72,100); Streets concrete inlet repairs, account 3300000-52500 ($440,000); Sidewalk Work Orders FY25 project RE1901 Reinvestment Cash RE1901-CONSTRUCT-CONSTRUCT-RE CASH ($750,000); Street Reconstruction concrete panel repair RE1902 - CONSTRUCT - CONSTRUCT - RE CASH ($600,000); Miscellaneous Items ($537,900)
(The budgeted amounts listed above will be reduced by any actuals in FY2025 that took place during the 3-month extension, ranging from September 30, 2024 to December 31st, 2024, against the prior unit price contract.)
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #1 - Develop and Maintain our Infrastructure