CITY OF MENIFEE
SUBJECT: Agreement with Gentry General Engineering, Inc. for On-Call Guardrail Replacement and Repair Services, Public Works Project No. 24-04
MEETING DATE: February 7, 2024
TO: Mayor and City Council
PREPARED BY: Chris Gehrki, Management Analyst II
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Rebekah Kramer, Acting City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute a contract services agreement for on-call guardrail replacement and repair services with Gentry General Engineering, Inc., for a three- year term in a total not-to-exceed amount of $180,000; and
2. Authorize the Finance Department to issue individual purchase orders on an as-needed basis in the aggregate of the not-to-exceed amount approved for the agreement.
DISCUSSION
As part of Public Works Operations Division efforts to maintain the City’s road rights-of-ways, staff have identified a need for contract services to provide response to accidents that damage guardrail systems citywide. Guardrails serve as a roadway safety element that are used to lessen the severity of crashes by deflecting vehicles back to the roadway or prevent drivers from hitting obstacles such as steep embankments, hillsides, or fixed objects. There are multiple locations where guardrail systems exist within the City. Currently, operational staff resources are not equipped to perform guardrail system maintenance and repair work in-house, and contract services are needed to ensure safe replacement of damaged facilities.
On November 6, 2023, staff administered a competitive bid process using the PlanetBids platform and a Notice Inviting Bids (NIB) was legally advertised in accordance with the California Public Contract Code. An electronic bid opening was held on December 11, 2023. A total of two bids were received as summarized in Table 1 on the following page.
City of Menifee Staff Report
On-Call Guardrail Replacement and Repair Services, PW 24-04 February 7, 2024
1 9
9 6
Table 1 – Bid Result Summary
Firm Name Total Bid Amount Lowest Responsible Bidder
Gentry General Engineering, Inc. $12,291 X
Ferreira Coastal Company $59,950
Staff reviewed the apparent low bidder and determined that Gentry General Engineering, Inc. (GGE) meets the requirements for recommendation as the lowest responsive and responsible bidder. The intent of the bidding process was to establish an on-call maintenance service that could be accessed on-call as guardrail system repairs and maintenance are needed. The total bid amounts above reflect the sum of unit pricing as requested in the NIB. Units listed are items detailed in the Caltrans approved standard for guardrails.
In June 2023, the City Council authorized staff to implement the use of a multi-year agreement for pre-qualified service firms to serve as a master agreement that would be established for a specific number of years and with a predetermined not-to-exceed amount for the full agreement term. The proposed multi-year Owner-Contractor Agreement for guardrail replacement and repair services (“Agreement”) is being recommended to ensure timely engagement of safety related repair services in the Public Works Operations Division. Approval of the Agreement would serve to support efficient request processing, transparent expenditure tracking, and expand staff options for effective solutions in response to customer roadway concerns.
The Agreement would not exceed $180,000, or $60,000 per fiscal year, for the proposed term spanning Fiscal Years 2023/2024 through 2025/2026. Services requested against the Agreement would not exceed the total available and approved maintenance budgets at the time of request.
In no event would the cumulative amount of the purchase orders or direct payments issued against the Agreement exceed the total not-to exceed amount established by the Agreement.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The fiscal impact of the proposed agreement with Gentry General Engineering, Inc. is $180,000 over the course of the full contract, spanning Fiscal Years 2023/2024 to 2025/2026. Funding for guardrail maintenance is available in the approved fiscal years 2023/2024 and 2024/2025 operating budgets in Gas Tax Fund No. 200. No additional budget appropriation(s) would be required for this action.
It is important to note that a portion of repair costs may be recoverable through a motorist’s insurance in the event guardrail damage is reported due to a traffic incident. Project management and inspections for any guardrail maintenance work requested would be provided by City staff.
ATTACHMENTS
1. Agreement