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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award of Construction Contract for On-Call Sewer and Strom Drain Repair Services
1) Motion to award a construction contract to W. A. Rasic Construction Company, Inc. for three-years for a “not-to-exceed” amount of $1,200,000, with an option to extend the contract for an additional two-years in the amount of $800,000 and authorizing the City Manager, or a designee, to execute the contract. 2) Resolution of appropriation to appropriate funds in the amount of $950,000 for On- Call Sewer and Storm Drain Repair Services.
COUNCIL ACTION
Item Type: Consent Item
Approved for October 8, 2024 calendar
EXECUTIVE SUMMARY
The City of Glendale Public Works Department (PWD) uses outside contractor resources to perform medium to large scale repairs on city-owned sewer and storm drain infrastructures. Staff conducted a competitive bidding process and selected lowest responsive and responsible bidder to execute a construction contract.
The intent of this item is for the City Council to award an on-call construction contract for three-years for a not-to-exceed amount of $1,200,000 with an option to extend the contract for an additional two-years in the amount of $800,000.
Additionally, a resolution of appropriation from the Sewer Fund is needed to fully fund this project.
RECOMMENDATION
Approve the motion authorizing a construction contract with W. A. Rasic Construction Company, Inc. for three-years in the amount of $1,200,00 with an option to extend the contract for an additional two-years in the amount of $800,000 and approve the resolution of appropriation in the amount of $950,000 for On-Call Sewer and Strom Drain Repair Services.
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ANALYSIS
The City of Glendale owns and maintains approximately 350 miles of sanitary sewer mains and 26 miles of storm drain lines. The majority of the sanitary sewer mains were constructed in the early 1900s, when the city was first incorporated. These sewer mains are now over 100 years old.
Most of the storm drain lines, especially reinforced concrete pipes, have been transferred to the Los Angeles County Department of Public Works for ownership and maintenance. However, there are some remaining reinforced concrete pipes still owned and maintained by the city. Also, the city owns and maintains corrugated metal pipe (CMP) storm drain lines constructed in the early to mid-20th century, which are not transferable to the county.
Although the city has adequate resources to maintain, inspect and perform minor repairs to damaged sewer and storm drain infrastructure, we are not staffed and equipped to handle medium to large scale repairs. Often times, medium to large scale repairs to damaged sewer or drain infrastructure are urgently needed. The mobilization of resources in a timely manner to perform these repairs are critical to preserve public health and safety.
The City Council awarded a similar contract in June 2021, which allowed the PWD to retain a similar on-call contract. This contract is due to expire this month.
On July 9, 2024, the City Council adopted the project specifications and authorized the city clerk to advertise the project for bids. The project was advertised in the Glendale Independent, the city’s website, as well as various online platforms.
On September 4, 2024, the city received eight bids from contractors as follows:
1. W. A. Rasic Construction Company Inc. +2 %
2. Grbcon, Inc. +4.44 %
3. Tomovich & Associates +5 %
4. Mike Prlich and Sons, Inc +15 %
5. Ramona, Inc. +15 %
6. Toro Enterprises +15 %
7. Bali Construction, Inc +18 %
8. Gentry General Engineering +23 %
Upon review of the bid documents, staff finds the bid of W. A. Rasic Construction Company, Inc. with a cost plus 2% markup to be the lowest responsive bid from a responsible bidder. It is important to note, since this procurement is for as needed on- call services and will utilize prevailing wage hourly rates, the bid was completed on a markup basis only. This method distinguishes between the proposing contractors on {{section.number}}e3
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their proposed markup since the prevailing wage rates are per the state approved minimum rates. The contractor with the least markup is considered the lowest bidder.
In addition, staff recommends an option to extend this contract for an additional two- year period in the amount of $800,000.
The State of California Contractor’s State License Board website confirms that the license of W.A. Rasic Construction Company, Inc., to be current, active, and in good standing. Additionally, W.A. Rasic Construction Company, Inc. successfully completed two previous On-Call Sewer and Storm Drain Repair Services contracts with the City.
This project is based on an on-call as needed basis for a duration of three years from the date of the execution of the contract with an option to extend for an additional two- year period.
STAKEHOLDERS/OUTREACH
Outreach for the On-Call Sewer and Storm Drain Repairs Service Project will be tailored to meet the needs of each specific task and impacted community. Outreach efforts will be implemented on an as-needed basis. Depending on the project needs and resources availability, variety of tools and methods can be utilized to keep the public informed and engaged:
A dedicated project website can be maintained to provide project updates, detailed project information, and contact information. The website will also feature an introduction to the project team, maps of the affected areas, and FAQs, offering a convenient point of contact for residents seeking more information or to submit feedback.
Door Hangers and Postcards can be distributed to homes and businesses directly impacted by the project. These materials will inform residents of upcoming activities, potential disruptions, and project milestones.
Personalized outreach through one-on-one meetings with impacted residents and businesses can be conducted in the areas directly affected by the project. This will allow project staff to address specific concerns, explain the scope of work in detail, and discuss mitigation measures for potential inconveniences such as road closures, water service interruptions, or noise disturbances.
If needed, to reach a broader audience and provide updates, the project can utilize various social media platforms such as Facebook, Instagram, and their location-based ads. These posts will include reminders about key dates, traffic advisories, project progress, and links to more detailed resources on the project website.
Furthermore, depending on the project needs and the feedback from the community, other outreach methods such as public open houses, community meetings, or informational booths may be used during the project. These public outreach tools can {{section.number}}e4
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enable the project team to effectively engage with the community and share project impacts and updates.
FISCAL IMPACT
The On-Call Sewer and Storm Drain Repair Services contract will cost $1,200,000, for the first three-year-term, of which $250,000 was included as a part of the FY2024-25 approved budget. Therefore, staff is requesting for additional appropriation from the Sewer Fund in the amount of $950,000. The existing appropriation and appropriation request are outlined below:
Existing Appropriation
Amount Account String Funding Source
$250,000 GL: 52100-5250-PWD-0020-P0000
PL: PWD00381AN
Sewer Fund
Requesting Appropriation
Amount From (Account String) To (Account String) Funding Source $950,000 GL: 27900-5250-PWD-
0000
GL: 52100-5250-
PWD-0020-P0000
PL: PWD00381AN
Sewer Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
The Project is categorically exempt from environment review because of CEQA Guidelines §§15301.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Do not approve the motion authorizing a construction contract and resolution of appropriation for the On-Call Sewer and Storm Drain Repair Services. Doing so, however, will prevent the city from completing necessary sewer and storm drain repairs quickly, and the city will need to pursue alternative methods for hiring contractors or recruiting resources to carry out these repairs.
Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Interim Director of Public Works
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Prepared by:
Tatevik Barakazyan, P.E., Civil Engineer I
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
None.