DATE:
December 19, 2023
TO:
Mayor and Council Members
FROM:
Rachel Molina, City Manager
BY:
Nathan R. Freeman, Director of Development Services
Dani Fox, Deputy Director of Development Services
Cassandra Sanchez, P.E., Deputy City Engineer
SUBJECT:
Adopt Resolution No. 2023-70 Approving General Provisions, Contract Documents, and Notice Inviting Sealed Bids for Public Works Projects and Approve Standard Specifications as a component of the City’s Standard Specifications and Contract Documents
RECOMMENDED ACTION
It is recommended that the City Council approve Resolution 2023-70 to allow the Development Services Department to defer the City Council’s approval of plans, specifications, and estimates for each individual project by City Council approving a standard (boiler plate) for Public Works specification documents and reviewing approval upon contract award.
BACKGROUND
On November 6, 1997, the then City Council adopted Resolution 97-75 to establish an accelerated approval process for the advertisement of Capital Improvement Projects (CIP). The then City Council also adopted standard general provisions contract documents and Notice Inviting Bids for Public Works projects and approved standard specifications and plans for Public Works construction.
The adoption of standard specifications, bid documents, and standard plans allows for a streamlined procurement process unhindered by the request to advertise the project from City Council. The standard process to approve a Public Works contract typically includes four separate approvals including:
Approval of the annual CIP program at the beginning of each fiscal year.
Approval of the individual project plans, specifications, and estimates prior to the solicitation of bids.
Approval of the project and award of the contract to the successful low bidder.
Acceptance of the construction improvements.
ISSUES/ANALYSIS
Several outside public agencies, who administer grant funding to the City, have recently taken exception to Resolution 97-75 due to its age. Staff finds that the subject resolution enhances staff abilities to procure projects and seeks to renew the resolution and update the listed standard specifications commonly used in the design of Public Works projects within the City limits.
To expedite and streamline the bidding process and reduce staff time, the City Council is encouraged to renew the resolution to allow for the following modifications:
Defer the City Council’s approval of plans, specifications, and estimates for each individual project by the City Council approving a standard (boiler plate) for Public Works specification documents including Notice Inviting Bids.
Process all public bid notices utilizing the standard documents, with any substantive changes in the contract documents being brought back to the City Council for separate approval.
Once the bids are received, the City Council will take two actions:
Approve the design of the project represented by the plans and specifications.
Accept the lowest responsive bid and award contract or reject all bids.
Adopt the following standard specifications/drawings for City advertised Public Works projects:
Current Edition of the Standard Specifications for Public Works Construction (SSPWC or “Greenbook”).
Current Edition of California Manual on Uniform Traffic Control Devices (CAMUTCD) for traffic control.
Current Edition of Caltrans Standard Specifications and Standard Plans.
City of Hesperia Standard Specifications.
City of Hesperia Standard Drawings.
Adoption of Resolution No. 23-70 will maintain the current process and save time in the procurement of Public Works projects.
FISCAL IMPACT
There is no fiscal impact associated with the adoption of Resolution No. 2023-70.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
Resolution No. 2023-70
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the City Council
Approve General Provisions, Contract Documents and Notice Inviting Sealed Bids for Public Works Projects and Approve Standard Specifications as a component of the City’s Standard Specifications and Contract Documents