June 4, 2024
Public Works
DATE: June 4, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Tawfic Halaby, Deputy Director of Public Works
Rob Chelemedos, Public Works Streets Maintenance
Superintendent
Subject:
Contract with Delta Grinding, Inc. for As-Needed
Pavement Grinding and Sweeping Services
FINANCIAL IMPACT: Expenditures will be funded through approved fiscal years 2024-2027 Public Works Gas Tax (10234431-
400645-01A05)
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
Staff is seeking approval for a contract with Delta
Grinding, Inc. for as-needed grinder and sweeper
services.
RECOMMENDED ACTION:
APPROVE a contract with Delta Grinding, Inc. in the
amount of $1,500,000 for as-needed grinder and
sweeper services, for a three-year period beginning July 1, 2024, and ending June 30, 2027, with two additional
one-year options to extend for an amount of $500,000
per extension year – Public Works Department (Daniel
Chavarria 510-620-5478/Rob Chelemedos 510-231-
3007).
DISCUSSION:
AGENDA
REPORT
June 4, 2024
As part of an ongoing effort to maintain and improve the City’s roadway pavement condition, the Public Works Streets Maintenance Division performs various pavement maintenance and rehabilitation operations, including pothole repair, crack sealing, base repairs, pavement overlays, and mill and overlay. Mill and overlay is a form of resurfacing and includes removal of the top few inches of asphalt, typically performed by a specialized machine known as a grinder. The City does not own a grinder, and historically it has been much more cost-effective to rent a grinder, since the purchase price for a grinder is about $ 1 million, the maintenance costs are very high, and operators require specialized training. In addition, the street sweeping of a roadway that has been milled requires a specialized “broom bear” sweeper to remove loose grindings, gravel, and dust resulting from the milling operations. The City does have a “broom bear” sweeper, however, there is a need to rent one for use during paving operations when the City’s “broom bear” sweeper breaks down or is undergoing routine maintenance.
On February 26, 2024, City staff issued a Request for Bids for grinder and sweeper rental/services to assist with paving city roadways. The Bid was posted on the City’s BidsOnline system where 362 vendors were notified. On March 21, 2024, one bid was received by Delta Grinding, Inc.
This contract allows for the rental of several different sizes of specialized grinding and sweeping machines to facilitate implementation of various types of projects performed by the Public Works Streets Maintenance Division. Access to such equipment in a timely manner is critical for the City’s paving program to be efficient and effective in delivering these pavement maintenance and rehabilitation projects.
Staff is recommending to award a $1,500,000 contract to Delta Grinding, Inc. for a term of three years, with two additional one-year options to extend the contract, in an amount not to exceed $500,000 per year.
DOCUMENTS ATTACHED:
Attachment 1 – Proposed Contract
Attachment 2 – Posted Invitation for Bid
Attachment 3 – BidsOnline Bid Detail