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Agenda Report
May 6, 2024
TO: Honorable Mayor and City Council
FROM: Water and Power Department
SUBJECT: CONTRACT AWARD TO ROBERTSON'S READY MIX LTD TO
FURNISH AND DELIVER CONCRETE MATERIALS FOR AN AMOUNT
NOT-TO-EXCEED $3,055,000, IF ALL EXTENSIONS ARE EXERCISED,
FOR THE WATER AND POWER DEPARTMENT
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a "project" subject to the California Environmental Quality Act (CEQA) per Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the CEQA Guidelines; as such, no environmental document pursuant to CEQA is required for the action; and
2. Accept the bid dated February 21, 2024, submitted by Robertson's Ready Mix LTD ("Robertson's") in response to specifications for Project ID 2024-1 FB-MS- 000 to Furnish and Deliver Concrete Materials, and authorize the City Manager to enter into a contract with Robertson's for an amount not-to-exceed $1,909,375 for an initial term of five years, or until funds are expended, whichever occurs first; with three additional one-year extensions at $381,875 each, or until funds are expended, whichever occurs first. If the three optional one-year extensions are exercised, the total contract value would be $3,055,000 for a maximum duration of eight years.
BACKGROUND:
Pasadena Water and Power ("PWP") regularly completes water distribution projects as identified in the Capital Improvement Program ("CIP") that support the Water System and Resources Plan. Concrete materials allow PWP's Water construction crews to slurry backfill excavations in the street after the installation of pipelines, water services, and other water facilities. Particularly, projects in areas that have corrosive soils and/or are located in the jurisdiction of the Los Angeles County Department of Public Works require slurry backfill.
MEETING OF 5/6/2024AGENDA ITEM NO.4
Contract with RRM to Furnish and Deliver Concrete Materials May 6, 2024
On February 15, 2024, a Notice Inviting Bids for concrete materials was published in the Pasadena Press, as well as posted on OpenGov. The posting generated notices to all vendors who have previously registered with the City of Pasadena ("City") for this commodity class. A total often vendors downloaded the specifications. One bid was received by the due date and it was from a local vendor.
The result of the bid was as follows:
Bidder
Robertson's Ready Mix LTD, Pasadena, CA
Total Bid
$381,875/year
The proposed contract complies with the Competitive Bidding and Purchasing Ordinance P.M.C. 4.08 and the rules and regulations promulgated thereunder. The project was bid as a prevailing wage project and workers employed by the contractor will be paid the general prevailing rate of per diem wages as determined by the California Director of Industrial Relations. The project will meet the requirements of prevailing wage law under California Labor Code Sections 1720 through 1861 and Title 8 of the California Code of Regulations.
It is recommended that the City Council authorize the City Manager to enter into a contract with Robertson's for an amount not-to-exceed $1,909,375 for an initial term of five years, or until funds are expended, whichever occurs first; with three additional one- year extensions at $381,875 each, or until funds are expended, whichever occurs first.
The City has awarded two contracts and a purchase order to Robertson's since Fiscal Year 2016, collectively valued at approximately $2,100,000. Pasadena's previous Contract (#31570) with Robertson's expired in December of 2023.
COUNCIL POLICY CONSIDERATION:
The proposed contract is consistent with the City Council's Strategic Planning Goals to:
(i) Improve, maintain, and enhance public facilities and infrastructure; and (ii) Ensure public safety. It supports the Water System and Resources Plan that was adopted by the City Council in 2021 to provide reliable water service and avoid and/or mitigate disruptions in the PWP water system.
Contract with RRM to Furnish and Deliver Concrete Materials May 6, 2024
Page3 of 4
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not a project subject to CEQA in accordance with Section 21065 ofCEQA and State CEQA Guidelines Sections 15060(c)(2), 15060(c)(3), and 15378. The authorization of a contract to furnish and deliver concrete materials for PWP's job sites or other locations within the City's service area is an administrative and maintenance activity. The authorization of the proposed contract would not commit the City to undertaking or approving any actual or specific physical construction activities or any other actions that involve physical changes to the environment. Rather, the proposed contract would make such materials available for infrastructure projects, which themselves would be subject to CEQA consideration. Therefore, the proposed action is not a "project" subject to CEQA, as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines. Since the action is not a project subject to CEQA, no environmental document is required.
Contract with RRM to Furnish and Deliver Concrete Materials May 6, 2024
FISCAL IMPACT:
The cost of this action will be an amount not-to-exceed $1 ,909,375 for the initial five- year term. If the three optional one-year extensions are exercised at $381,875 each,the maximum total contract value would be an amount not-to-exceed $3,055,000. Funding for this action will come from existing appropriations, an estimated 80% from CIP 01080 - Distribution Mains, CIP 01081 - Meters and Services, and CIP 01082 - Customer Driven - Mains, Meters, and Services, and the remaining 20% from approved appropriations for operating and maintenance of water transmission and distribution systems. It is anticipated that $95,500 of the cost will be spent in Fiscal Year 2024. The remainder of the costs will be spent over the duration of the contract, which is up to the next seven fiscal years.
The following table presents the contract summary:
Initial five-year term$1,909,375
Three optional one-year extensions | $1,145,625
Total Fiscal Impact$3,055,000
Respectfully submitted,
7^-
DAVID M. R&TES
Acting General Manager
Water and Power Department
Prepared by:
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FL/ Gabe Norris
* Management Analyst 11
Water and Power Department
Approved by:
MIGyEfMARQUEZ
City Manager