Update 09/09/2025 at 11:00 a.m. Madera City Council Agenda Page 1 of 3 September 10, 2025
NOTICE AND CALL OF THE
SPECIAL MEETING OF THE MADERA CITY COUNCIL
205 W. 4th Street, Madera, California 93637
NOTICE AND AGENDA
Wednesday, September 10, 2025 Council Chambers
5:50 p.m. City Hall
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Update 09/09/2025 at 11:00 a.m. Madera City Council Agenda Page 2 of 3 September 10, 2025
CALL TO ORDER:
ROLL CALL: Mayor Cece Gallegos
Mayor Pro Tem Jose Rodriguez, District 2
Councilmember Rohi Zacharia, District 1
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Elsa Mejia, District 5
Councilmember Artemio Villegas, District 6
INVOCATION:
PLEDGE OF ALLEGIANCE:
APPROVAL OF AGENDA:
PUBLIC COMMENT:
Members of the public shall have an opportunity to address the City Council regarding matters on this Agenda at the time the agenda item is called. Speakers should limit their comments to three (3) minutes.
A. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:
A-1 Water Main Replacement Project, City Project No. W-43 Recommendation: Adopt a Resolution of the City Council of the City of Madera for the following:
1. Rescinding Resolution 25-172
2. Rejecting all Bids Received for City Project No. W-43
3. Ratifying the City Manager’s Agreement with Mid Cal Pipeline & Utilities, Inc. (Report by Keith Helmuth)
FUTURE MEETING DATES:
Wednesday, September 17, 2025
Wednesday, October 1, 2025
ADJOURNMENT:
The meeting room is accessible to the physically disabled. Requests for accommodations for persons with disabilities such as signing services, assistive listening devices, or alternative format agendas and reports needed to assist participation in this public meeting may be made by calling the City Clerk’s Office at (559) 661-5405 or emailing [email protected] . Those who are hearing impaired may call 711 or 1-800-735-2929 for TTY Relay Service. Requests should be made as soon as practicable as additional time may be required for the City to arrange or provide the requested accommodation.
Requests may also be delivered/mailed to: City of Madera, Attn: City Clerk, 205 W. 4th Street, Madera, CA 93637. At least seventy-two (72) hours’ notice prior to the meeting is requested but not required.
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Please silence or turn off cell phones and electronic devices while the meeting is in session. Regular meetings of the Madera City Council are held the 1st and 3rd Wednesday of each month at 6:00 p.m. in the Council Chambers at City Hall.
Update 09/09/2025 at 11:00 a.m. Madera City Council Agenda Page 3 of 3 September 10, 2025
Any writings or documents provided to a majority of the City Council within 72 hours of the meeting regarding any item on this agenda will be made available for public inspection at the City Clerk’s office located at 205 W. 4th Street, Madera, CA 93637 and on the City website at www.madera.gov Questions regarding the meeting agenda or conduct of the meeting, please contact the City Clerk’s Office at (559) 661-5405.
Para asistencia en español sobre este aviso, por favor llame al (559) 661-5405.
I, Alicia Gonzales, City Clerk for the City of Madera, declare under penalty of perjury that I posted the above agenda for the Special Meeting of the Madera City Council for September 10, 2025, near the front entrances of City Hall and on the City’s website www.madera.gov at 11:00 a.m. on September 9, 2025. _______________________
Alicia Gonzales, City Clerk
REPORT TO CITY COUNCIL
Approved by: Council Meeting of: September 10, 2025
_________________________________ Agenda Number: __________ Keith Helmuth, City Engineer
Arnoldo Rodriguez, City Manager
SUBJECT:
Water Main Replacement Project, City Project No. W-43
RECOMMENDATION:
Adopt a Resolution of the City Council of the City of Madera for the following:
1. Rescinding Resolution 25-172
2. Rejecting all Bids Received for City Project No. W-43
3. Ratifying the City Manager’s agreement with Mid Cal Pipeline & Utilities, Inc.
SUMMARY:
On August 6, 2025, the City of Madera (City) received five bids for the Water Main Replacement Project City Project W-43 (Project). On August 20, 2025, the City Council (Council) adopted Resolution 25-172 awarding the Project to Mid Cal Pipeline & Utilities, Inc. (Mid Cal), the apparent low bidder. Following award, Mid Cal notified the City of its request to rescind the award of the Project. The City also desired to address certain refinements to the scope of the Project. To address the request and maintain the City’s ability to move the project forward, as well as including refinements to the scope of the Project, staff recommends rescinding Resolution 25- 172, rejecting all bids received, and directing staff to re-advertise the Project (as updated) for public bidding.
BACKGROUND:
Water main replacement work was identified in the March 2021 Sewer and Water Renewal & Replacement Plan in order to proactively replace high risk pipelines and maintain a high level of service for existing customers. The work within the Project was part of a 5-year improvement plan which is based on a total risk score as well as proximity to other improvements.
Approved by:
_________________________________
Keith Helmuth, City Engineer
A-1
In July 2023, the City Engineer executed a Task Order with Provost & Pritchard Engineering under the On-Call Engineering Services Agreement to prepare bid documents for several water main replacement projects. The first bid package prepared under this agreement was City Project W43.
The Project is a critical component of coordination with the upcoming roadway projects:
Replacement of all water utilities within State Route 145 in advance of the Caltrans Capital Preventative Maintenance (CAPM) Road Diet Project slated for construction in January 2026.
Replacement of the water main in Lake Street from Yosemite Avenue to Riverside Drive in advance of planned intersection improvements at 4th Street/Lake Street/Central Avenue.
These replacement projects are intended to eliminate conflicts and reduce the likelihood of disturbing newly paved roadways following Caltrans’ improvements which include rehabilitated roadway surfaces.
DISCUSSION:
The general scope of work consists of installing new 6-inch to 12-inch PVC water pipelines, gate valves, lateral connections, fire hydrant assemblies, and two jack and bore installations beneath Union Pacific Railroad and Madera Irrigation District facilities. The Project also includes replacing the water main on Lake Street Bridge. The existing waterlines are approximately 75 years old, with high potential for inoperable valves that could complicate repairs and extend outages.
On June 18, 2025, the City released the Project for bidding through the PlanetBids portal and published notice in the Madera Tribune on June 18 and June 25, 2025. Five bids were received on August 6, 2025, as shown on Table 1.
Table 1: Bid Overview
Bidder Total Base Bid
1. Mid Cal Pipeline & Utilities, Inc. $4,449,360
2. DG Construction, Inc. $5,078,853
3. Floyd Johnston Construction, Co, Inc. $6,829,905
4. Dawson-Mauldin, LLC. $7,566,140
5. Haydon Construction, Inc. $9,063,815
Engineer’s Opinion of Cost $5,116,060
While Council awarded the Project to Mid Cal Pipeline, the contractor subsequently requested to rescind the award due to several circumstances. The contractor has agreed not to submit bids for City of Madera capital improvement projects for a period of three years, and also to release and indemnify the City. Rescinding will allow the City to include revisions to bid specifications designed to accelerate construction, and rebidding would also allow for a level playing field under these circumstances.
Staff recommends rescinding the prior resolution awarding the contract, rejecting all bids, and re-advertising the Project with additional provisions included in the contract documents that are intended to allow for accelerated construction in advance of the Caltrans CAPM Road Diet Project. In addition, staff recommends that the Council ratify the City Manager’s execution of the agreement with Mid Cal, which memorializes the latter’s request.
Re-bidding will allow the City to make revisions to the design specifications, maintain transparency in procurement, re-engage qualified contractors, and keep the Project aligned with upcoming roadway improvements.
FINANCIAL IMPACT:
The Project is funded through the FY 2025/26 Water Utility Fund. Rejecting all bids and readvertising has the potential to affect the construction schedule and may increase the final project costs unless staff is successful in identifying measures counteracting this potential. Staff will work to expedite the re-bid process to maintain coordination with the Caltrans CAPM Road Diet Project.
ALTERNATIVES:
Through careful consideration, staff does not, at present, feel there are any alternatives that warrant consideration.
ATTACHMENTS:
1. Resolution
2. Project Map
Attachment 1
Resolution
RESOLUTION NO. 25-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA RESCINDING RESOLUTION 25-172 AWARDING THE WATER MAIN REPLACEMENT PROJECT, CITY PROJECT W-43 TO MID CAL PIPELINE & UTILITIES, INC., REJECTING ALL BIDS RECEIVED, AND RATIFYING THE CITY MANAGER’S EXECUTION OF A RESCISSION AND RELEASE
AGREEMENT WITH MID CAL PIPELINE & UTILITIES, INC.
WHEREAS, on June 18, 2025, the City of Madera (City) Engineering Department advertised a solicitation for construction bids for the Water Main Replacement Project, City Project No. W43 hereinafter referred to as “the Project”; and WHEREAS, five sealed bids were received on August 6, 2025 and opened by the City Engineer; and
WHEREAS, on August 20, 2025, the City Council adopted Resolution 25-172 awarding the Project to Mid Cal Pipeline & Utilities, Inc. as the lowest responsive and responsible bidder; and WHEREAS, on August 20, 2025, the Parties entered into that certain Agreement relating to the Project (“Original Contract”), as approved by the City Council of the City of Madera pursuant to Resolution No. 25-172; and
WHEREAS, following award, Mid Cal Pipeline & Utilities, Inc. requested to rescind the award of the Project and rescind its Original Contract; and WHEREAS, Mid Cal Pipeline & Utilities, Inc. has entered into an agreement not to submit bids for City of Madera Capital Improvement Projects for a period of three years, and to release and indemnify the City, which agreement is contingent upon the rescission of Resolution 25-172; and
WHEREAS, rescission would also allow the City to make refinements to the bid specifications for the Project, and address certain items regarding timing for the Project; and WHEREAS, funding for the Project remains programmed in the Capital Improvement Projects Budget for Fiscal Year 2025/26 under CIP Project W-43, and the Project will be readvertised for bids to ensure timely delivery.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA HEREBY finds, orders and resolves as follows:
1. The above recitals are true and correct and incorporated by reference.
2. The City Council hereby rescinds Resolution 25-172 awarding the Water Main Replacement Project, City Project W-43 to Mid Cal Pipeline & Utilities, Inc., with the finding that it is in the best interest of the City.
3. The City Council hereby rejects all bids received on August 6, 2025, for the Project with the finding that it is in the best interest of the City.
4. The City Council directs staff to re-advertise the Project for public bidding, with refinements to the bid specifications as appropriate.
5. The City Council hereby ratifies the City Manager’s execution of the Recission and Release Agreement dated September 10, 2025, with Mid Cal Pipeline & Utilities, Inc., which requires Mid Cal Pipeline & Utilities, Inc., not to submit bids for City of Madera Capital Improvement Projects for a period of three years, and to release and indemnify the City memorializing their commitment not to submit bids for City of Madera Capital Improvement Projects for a period of three years.
6. This Resolution is effective immediately upon adoption. *******
Attachment 2
Project Map
Project Map