DEPARTMENT
Infrastructure
AGENDA NO.
6c
MEETING DATE
June 25, 2024
AGENDA ITEM
Public Utilities Commission
City and County of San Francisco
Calendar: Consent Calendar
Contract Manager: Judy Chin
Award Job Order Contract No. JOC-106, Landscape (C-27 License), Micro-LBE Set- Aside, San Francisco, San Mateo, Santa Clara, and Alameda Counties
Summary of
Proposed
Commission Action:
Award Job Order Contract No. JOC-106, Landscape (C -27 License), Micro - LBE Set-Aside, San Francisco, San Mateo, Santa Clara, and Alameda Counties, in the amount not-to-exceed $2,000,000, with a guaranteed minimum task order opportunity amount of $50,000, and a duration of two years , to the sole responsible bidder that submitted a responsive bid, Korotkin Associates , to perform C-27 licensed landscape construction work on San Francisco Public Utilities Commission systems and operations around the Bay Area.
Background: A Job Order Contract is an indefinite quantity contract that enables the San Francisco Public Utilities Commission ( SFPUC) to quickly and efficiently complete tasks on an as -needed basis under a single, competitively bid construction contract using published pre -set unit prices. The competitive process is based on Adjustment Factors, which are the contractor’s mark-ups (overhead and profit) for when and where the work will be performed (regular time, overtime, and county). For example, a bidder might bid a lower mark-up for regular hours in San Francisco than for counties further away that require additional travel time.
Staff then multiples the Adjustment Factors by each bid line item and adds all the line items together to calculate the Award Criteria Figure. Upon review by the Contract Monitoring Division, the Award Criteria Figure may be modified by application of the Local Business Enterprise (LBE) bid discount.
SFPUC staff then uses the Award Criteria Figure, as may be adjusted by the LBE bid discount, to compare the bids and determine the apparent low bidder.
The SFPUC has used J ob Order Contracts for a wide range of construction activities including general building construction and general engineering construction, specialized electrical work in power tu rbines and switchyards, spot sewer repair, marine related services, lighting upgrades, repair of heating, ventilation, and air conditioning systems, and energy efficiency retrofits.
The SFPUC will issue task orders to the selected contractor to perform specific scopes of work during the term of this contract. Each task order is priced based on pre-set unit prices, as published with the Advertisement For Bids, multiplied by the appropriate Adjustment Factor from the contractor’s bid.
Agenda Title: JOC-106, Landscape (C-27 License), Micro-LBE Set-Aside, San Francisco, San Mateo, Santa Clara, and Alameda Counties
Commission Meeting Date: June 25, 2024
The not-to-exceed amount of this proposed contract is $2,000,000. Under San Francisco Administrative Code section 6.62, the Commission may increase the maximum contract value by up to 150% of the original contract value (an additional $1,000,000) for a total potential maximum contract amount of up to $3,000,000.
The duration of this proposed contract is two years. Under San Francisco Administrative Code section 6.62, the Commission may extend the term up to five years. The SFPUC may not issue any new task orders under this c ontract after four years from the date the Controller certifies the availability of funds for this contract.
Scope of Contract: The contract work locations are San Francisco, San Mateo, Santa Cl ara, and Alameda counties. The scope of work for potential task orders consists of:
• Concrete;
• Construction Traffic Control Services;
• General Engineering Construction;
• Hazardous Materials;
• Hazardous Waste and Remediation Services;
• Landscape;
• Plumbing;
• Tree Service; and
• Trucking and Hauling.
Funding and Costs: Award: Not-to-exceed amount of $2,000,000 with a guaranteed minimum task order opportunity of $50,000.
Funding: Funding for the contract will be available from various SFPUC Enterprise Funds when Staff issues task orders.
Schedule: Estimated Notice-to-Proceed Date: August 2024
Duration: Two years
(The Commission may approve a dditional time at a later date up to the five - year maximum duration allowed by the San Francisco Administrative Code for Job Order Contracts.)
Estimated Completion Date: August 2026
Bid History:
Advertised: March 29, 2024
Bids Received: On April 25, 2024, SFPUC received and publicly opened one bid, as follows:
Bid Rank
Award
Criteria
Figure
LBE Bid
Discount
Adjusted
Award
Final
Rank
Agenda Title: JOC-106, Landscape (C-27 License), Micro-LBE Set-Aside, San Francisco, San Mateo, Santa Clara, and Alameda Counties
Commission Meeting Date: June 25, 2024
Criteria
Figure
1. Krotkin Associates 1.5054 N/A 1.5054 1
Outreach: Staff conducted outreach to all Contract Monitoring Division certified San Francisco Local Business Enterprise and SFPUC Local Business Enterprise firms with a C-27 Landscape License in the Contract Monitoring Division Directory. Despite the outreach, SFPUC received only one bid.
Under Administrative Code section 6.23(c)(2), where SFPUC receives only one responsive bid from a responsible bidder and no other bid, this Commission may award to the sole bidder if the General Manager determines that: (A) further outreach efforts ;
and (B) removal or modification of contract
requirements, provided the requirements are not required by law and their removal would not compromise the interests of the SFPUC, would not result in more bids.
Staff performed outreach to potential bidders and determined that further outreach efforts or modification of the requirements would be unlikely to result in a larger bidding pool with substantially lower bids. Staff therefore recommends award to the sole bidder, Korotkin Associates , a Micro-LBE contractor.
Micro-LBE Set Aside: A significant portion of JOC Task Orders are initiated to address C -27 Green Infrasturcture maintence needs for the SFPUC Waste Water Enterpirse. JOC-106 is a Micro-LBE Set-Aside contract that is a part of a broader agency -wide strategy to increase opportu nities for the LBE construction community.
Environmental
Review:
Award of this Job Order Contract does not constitute a “project” under the California Environmental Quality Act (CEQA) Guidelines section 15378 because it does not involve commitment to any specific project that may result in a physical change in the environment. The SFPUC will not authorize the contractor to commence any work under this contract until the proposed work is reviewed and any appropriate environmental review un der the CEQA, if
required, has been completed.
Local Business
Enterprise
Participation and
Non-Discrimination
in Contracting:
In accordance with Chapter 14B of the San Francisco Administrative Code, bid discount and Local Business Enterprise subcontracting participation requirements are not applicable to Micro-LBE Set-Aside Contracts. The Micro- LBE prime bidder must self-perform at least 25% of the contract work. The Contractor shall comply with non-discrimination requirements of Chapter 12B, hiring of economically disadvantaged persons under the City’s First Source Hiring Program, and all other requirements of the City’s Administrative Code.
Attachment: 1. Contract Monitoring Division Memorandum
PUBLIC UTILITIES COMMISSION
City and County of San Francisco
RESOLUTION NO.
WHEREAS, A Job Order Contract enables the San Francisco Public Utilities Commission (SFPUC) to complete unrelated tasks quickly and efficiently on an as-needed basis under a single, competitively bid, indefinite quantity contract for general engineering construction services; and WHEREAS, On March 29, 2024, the SFPUC advertised Job Order Contract No. JOC-106, Landscape (C-27 License), Micro -LBE Set-Aside, San Francisco, San Mateo, Santa Clara, and Alameda Counties; and
WHEREAS, Staff conducted outreach to all Contract Monitoring Division certified San Francisco Local Business Enterprise and SFPUC Local Business Enterprise firms with a C -27 License in the Contract Monitoring Division Directory; and WHEREAS, On April 25, 2024, despite the outreach , the SFPUC received and public ly opened one bid in which the bidder submitted its proposed profit and overhead percentage markups on specified unit prices for work to be specified under task orders; and WHEREAS, Staff and Contract Monitoring Division review ed the bidder and its bid for responsibility, responsiveness, and application of bid preferences , and determined Korotkin Associates to be the sole responsible bidder that submitted a responsive bid; and WHEREAS, Under the San Francisco Administrative Code section 6.23(c) (2), this Commission may award to the sole responsible bidder that submitted as responsive bid if the General Manager determines that: (A) further outreach efforts; and (B) removal or modification of contract requirements, provided the requirements are not required by law and their removal would not compromise the interests of the SFPUC, would not result in more bids; and WHEREAS, The General Manager has determined that, further outreach efforts would be unlikely to result in more bids and removal or modification of contract requirements would be unlikely to result in more bidders; and
WHEREAS, Under San Francis co Administrative Code Chapter 14B, bid discount and Local Business Enterprise subcontracting participation requirements are not applicable to Micro- LBE Set-Aside Contracts; and
WHEREAS, The contract not -to-exceed amount is $2,000,000, with a guaranteed minimum task order opportunity of $50,000, to perform landscape construction work on SFPUC systems in San Francisco, San Mateo, Santa Clara, and Alameda Counties; and WHEREAS, The contract duration is two years; and
WHEREAS, Staff will issue task orders that identify the scope of work, cost, and duration for various discrete construction activities that the Contractor will perform under this Job Order Contract; and
WHEREAS, Award of this Job Order Contract does not constitute a “project” under the California Environmental Quality Act (CEQA) Guidelines section 15378 because it does not involve commitment to any specific project that may result in a physical change in the environment and the SFPUC will not authorize the contractor to commence any work under t his contract until the proposed work is reviewed and any appropriate environmental review under the CEQA, if required, has been completed; and
WHEREAS, Funds will be available from various SFPUC Enterprise Funds for SFPUC issued task orders; now, therefore, be it
RESOLVED, That this Commission hereby awards Job Order Contract No. JOC-106, Landscape (C-27 License), Micro -LBE Set-Aside, San Francisco, San Mateo, Santa Clara, and Alameda Counties, for a not-to-exceed amount of $2,000,000, and a duration of two years, to the responsible bidder that submitted the sole responsive bid, Korotkin Associates.
I hereby certify that the foregoing resolution was adopted by the Public Utilities Commission at its meeting of June 25, 2024.
Acting Commission Secretary, Public Utilities Commission
City & County of San Francisco
London N. Breed, Mayor
Office of the City Administrator
Carmen Chu, City Administrator
Contract Monitoring Division
Stephanie Tang, Director
1155 Market Street, 4th Floor, San Francisco, CA 94103 Telephone (415) 581-2310; Fax (415) 581-2351
MEMORANDUM
Date: May 21, 2024
To: Judy Chin, SFPUC
Jen Walker, SFPUC
From: Jovi Cuntapay-Vitin, CMD
Subject: JOC-106 Landscape (C-27 License) San Francisco, San Mateo, Santa Clara, and Alameda Counties - Micro-LBE Set Aside
The Contract Monitoring Division (“CMD”) has reviewed the bid submitted for the above referenced project and determined responsiveness to the Chapter 14B Micro-LBE Set-Aside pre- award requirements. The bid discount and LBE subcontracting participation requirement is not applicable to Micro-LBE Set-Aside projects. Below is a summary of CMD’s review.
One (1) firm submitted bid as follows:
Bidder Status and
Size Category Base Bid
Korotkin Associates SF LBE-MBE (Micro) 1.5054
Korotkin Associates (“Korotkin”) is the lowest responsive bidder. Korotkin indicated on CMD Form 3 that it will self-perform at least 25% of the scopes of work outlined in the Bid Specifications— a requirement of bidding a Micro-LBE Set-Aside contract. At the time of bid, Korotkin listed the following LBE subcontracting firms:
Subcontractor Scope of Work Status and Size
Category
Listed Amount
Arborist Now Tree work SF LBE-MBE (Micro) $60,000.00
Mansfield & Mansfield
Construction Clean
Hardscape wash &
clean
SF LBE-WBE (Micro) $140,000.00
Based on the foregoing, CMD has determined that Korotkin has materially complied with the pre- award Chapter 14B requirements. Should you have any questions , or if I can be of further assistance, please do not hesitate to contact me at [email protected].