Title
Consider and take action on a resolution authorizing a three-year agreement with Brooks Concrete, Inc. for streets, sidewalks and concrete pavement repair from January 1, 2020 through September 30, 2022 for an amount not to exceed $8,100,000 (Director of Public Works)
Background:
Approval of this resolution will authorize the award ITB (Invitation to Bid) #20-Streets-004 (R) for streets, sidewalks and concrete pavement repair to Brooks Concrete, Inc. for a term of three years from January 1, 2020 through September 30, 2022 in a total not to exceed amount of $8,100,000, with the option to renew for (2) additional one-year periods.
On October 14, 2019 the City released ITB #20-Streets-004 (R) for streets, sidewalks and concrete pavement repair. Four qualified bids were received on November 5, 2019. Brooks Concrete, Inc. was the lowest qualified bidder in the annual amount of $445,388.11. Bid costs are based on a broad estimate of annual production of key unit pricing items within the bid specification. The proposed low bid in the amount of $445,388.11 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. - $445,388.11
Tandem Services, LLC - $452,945.25
Greenscapes Six, LLC - $539,676.00
Teamwork Construction Services, Inc. - $675,094.25
The not to exceed amount of $8,100,000 for the 3-year contract period, is based on $2,700,000 budgeted for FY2020 (January 2020 - September 2020) as detailed below:
Concrete repairs due to Line Repair work ($40,000);
Streets concrete inlet repairs ($400,000);
Sidewalk Reinvestment project RE1901 ($1,000,000);
Street Reconstruction concrete panel repair RE1902 ($600,000);
Facilities CIP RE1705 ($125,000);
Miscellaneous ($535,000)
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 70,000 linear feet of sidewalk repair, 125 ADA ramp additions/replacements, and 15,000 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 $2.7 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 $535,000 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 year’s compared to the authorized not to exceed amount:
Amount Spent by Fiscal Year Approved Not to Exceed Amount
FY2015 386,015.42 June 2015 - May 2017 1,440,000
FY2016 615,516.01
FY2017 1,730,445.00 June 2017 - May 2018 3,500,000
FY2018 1,858,150.00 June 2018 - May 2019 3,250,000
FY2019 YTD 1,244,206.75
Total Spent 5,834,333.18 Total Authorized 8,190,000
(FY17, FY18, & FY19) (FY17, FY18, & FY19)
Attachments:
1. Data Sheet
2. Proposed Resolution
3. Exhibit A - Agreement with Brooks Concrete, Inc.
4. Recommendation Memorandum
5. Bid Tabulation
FUNDING
{X} Funding for FY2020 in the amount of $2.7M available from Concrete repairs due to Line Repair work, account 10207700-52500 ($40,000); Streets concrete inlet repairs, account 3300000-52500 ($400,000); Facilities CIP Reinvestment Cash RE1705-CONSTRUCT-CONSTRUCT-RE CASH ($125,000); Sidewalk Work Orders FY20 project RE1901 Reinvestment Cash RE1901-CONSTRUCT-CONSTRUCT-RE CASH ($1,000,000); Street Reconstruction concrete panel repair FY20 RE1902 - CONSTRUCT - CONSTRUCT - RE CASH ($600,000); Miscellaneous Items Reinvestment Cash ($535,000)
STRATEGIC PLANNING
{X} Develop and Maintain Infrastructure