Consent Item 4d
STAFF REPORT
City Council Consent Item
DATE: October 3, 2022
TO: Honorable Mayor and Council Members
FROM: Brendan Byrd, Director of Public Works/City Engineer THROUGH: Merritt Perry, City Manager
SUBJECT: Approval of a Contract with Mercer-Fraser Company for a Minor Street Paving Maintenance and Repair Project; Resolution 2022-27 STAFF RECOMMENDATION:
Adopt Resolution 2022-27 approving a Contract for Minor Street Paving Maintenance and Repair Project with Mercer-Fraser Company.
EXECUTIVE SUMMARY:
The purpose of the Contract for Minor Street Maintenance and Repair Project (“Contract”) is to contract with a qualified paving contractor to provide routine minor repairs and maintenance for City streets, on an on-call basis, for an amount not to exceed $710,000.00 for the one-year term of the Contract.
Section 2.50.070.D of the Fortuna Municipal Code provides that formal bidding is not required when the City Council finds that a negotiated contract best serves the City due to the nature of the contractual service. A standard public bidding process would not be appropriate for this Contract due to the on-call nature of the Contract and the importance of selecting a contractor who has the qualifications, equipment, crew and the availability to respond promptly to requests and to perform the work expeditiously, economically, effectively and safely.
Staff requested informal proposals from seven paving contractors, and received three proposals with the requisite qualifications to determine which contractor would best meet the City’s needs.
Staff will negotiate a contract with Mercer-Fraser Company, as the best qualified to provide the on-call maintenance and repair services for the City based upon overall qualifications, unit pricing, equipment, and availability.
The work will consist of removal and replacement of hot mix asphalt at various locations in the City. The locations are to be determined, and will be completed with this task order contract as items, which may come up throughout the year. The funding is broken out into multiple funds and is described in more detail below.
Consent Item 4d
FINANCIAL IMPACT:
The Contract will not to exceed $710,000.00 (seven hundred and ten thousand dollars) during the one-year term. The actual cost will depend on how much work is required during the one-year term.
The City has its Citywide Paving Project - CIP 9994 (fund 101 – Measure E and Fund 275 RSTP) listed in this year’s budget for $329,500 dollars, the SB1 Paving Project - CIP 9997 (fund 290) for $272,000. The City also has regularly budgeted items in its operational section (fund 260 – LTF) an Alley Maintenance budget of $8,000, and a grind and inlay budget of $50,000, with the remaining being for miscellaneous items. The remaining budget of $50,000 will come from various water, sewer or other regular projects requiring minor paving.
RECOMMENDED COUNCIL ACTION:
Adopt Resolution 2022-27. Consent Agenda vote.
ATTACHMENTS:
Bid Sheet Price Comparison
Resolution 2022-27, A Resolution of the City Council of the City of Fortuna Approving the Contract for Minor Street Paving Maintenance and Repair Project with Mercer Fraser Company