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RFP NO. 2289 – AGREEMENT FOR ASPHALT AND CONCRETE REPAIR SERVICES FOR WATER SYSTEM MAINTENANCECity CouncilJuly 2, 2024Public Works and Public Utilities RiversideCA.gov2
1. RPU’s Water Division operates and maintains 993 miles of main line and over 67,000 service laterals2. On average, the Water Division performs 1,200 routine and emergency repairs annually, most requiring asphalt and/or concrete repair services3. Replacing the temporary asphalt patches with permanent improvements helps restore the road, curb, and/or sidewalk to its full capacity which helps it meet its full useful service life4. Expediting permanent asphalt and concrete repairs are critical to best maintain and protect these facilities while restoring access and improving public safety in the communityBACKGROUND 6/20/2024
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1. Water Crews are not equipped to perform street paving and concrete therefore rely on the PW Street Division (PW Crews) to perform the asphalt and concrete repair work 2. In recent years repair work has outpaced the Public Works Department’s capacity, in part due to proactive repair work3. There are over 4,000 outstanding repair locations requiring restorative services for water system maintenance4. To minimize disruptions, staff from Public Works and RPU collaborated on ways to address the backlog to restore the asphalt and concrete. It was recommended that the best solution would be to hire a contractor to handle outstanding and future repairs, on an on-call as needed basisDISCUSSION RiversideCA.gov4
1. On June 28, 2021, the Board of Public Utilities recommended approval of an agreement from Request for Proposals (RFP) No. 1946 for asphalt and concrete repair services for water system maintenance2. It was necessary to cancel RFP No. 1946 and initiate a new procurement process, since the vendor was unable to hold their pricing. A good faith meet and confer process with the union representatives was necessary, which took more than two years3. On September 26, 2023, the City’s Purchasing Division issued RFP No. 2289 for a qualified vendor to perform asphalt and concrete repair services, in an amount not to exceed $1,500,000 annually for a three-year term, with an option to extend for one additional two-year term4. Seven Proposals were received on October 19, 2023, and a five-member panel comprisedof staff from both RPU & Public Works reviewed and evaluated the proposals5. On June 10, 2024, the Board of Public Utilities approved the award of RFP-2289 to Hardy &Harper, Inc., and recommended the City Council approve the award as wellDISCUSSIONDISCUSSION 6/20/2024
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RFP NO. 2289 RESULTSWeighted Score EvaluationsProposed Fee(Annually)City LocationVendor NameRankTotal Proposal ScorePricing (15%)Qualifications (35%)Professional References (10%)Experience (25%)Approach and Methodology (15%)1860.8288.82308.0088.00235.00141.00$1,559,700 Lake Forest, CAHardy & Harper, Inc.2685.4489.44259.0062.00170.00105.00$1,548,767 Corona, CAAccess General Contracting, Inc.3555.0179.01217.0042.00190.0027.00$1,753,250 Rancho Cucamonga, CAGentry General Engineering, Inc.4554.6137.61210.0068.00140.0099.00$3,683,230 Diamond Bar, CACT&T Concrete Paving, Inc.5549.19101.19224.0068.00135.0021.00$1,369,000 Anaheim, CAOnyx Paving Company, Inc.6548.00150.00161.0054.00105.0078.00$923,510 Glendale, CAWe R Builders, Inc.7446.3635.36168.0052.00125.0066.00$3,918,050 Eastvale, CANPL ConstructionThe proposals submitted for RFP No. 2289 are summarized in the table below, along with therespective scores:
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1. Purchasing requested a Best and Final Offer (BAFO) from the top scoring Proposer, Hardy and Harper, Inc., who responded with reduced unit pricing resulting in a new overall annual proposed fee of $1,503,415, a $56,285 or 3.6% reduction to the original fee submitted2. The RFP stipulated that the vendor’s compensation will be based on actual work performed, which may be more or less than the quoted fee for the assumed scope of work, but not more than $1,500,000 each year. Pricing is to remain firm for the initial contract term (three-years), if both parties agree on the one-time two- year extension, a CPI increase may be considered 3. PW Inspection staff have the expertise overseeing paving contractors and will partner with RPU to lead and oversee the work of the on-call paving contract. This will include collaboration with RPU Water for locations, scope of work, and quantitiesDISCUSSIONDISCUSSION 6/20/2024
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1. Dedicated personnel to address the 4,000 locations in need of repair2. Install permanent restoration to minimize impacts to the community and improve the quality of the streets throughout the City3. May work evenings, nights, or weekends to address priority or sensitive areas (schools, retail centers, etc.)4. May possess newer or specialized equipment to facilitate repairs5. Reduces 311 calls to the City and elected officialsBENEFITS OF CONTRACTOR SERVICES RiversideCA.gov8
Strategic Priority No. 5 High-Performance Government Goal No. 5.2 –Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the City.Goal No. 5.4 –Achieve and maintain financial health by addressing gaps between revenue and expenditures and aligning resources with strategic priorities to yield the greatest impact.Cross-Cutting Threads
STRATEGIC PLAN ALIGNMENT
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Strategic Priority No. 6 Infrastructure, Mobility and ConnectivityGoal No. 6.1 –Provide, expand, and ensure equitable access to sustainable modes of transportation that connect people to opportunities such as employment, education, healthcare, and community amenities.Goal No. 6.2 –Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.Cross-Cutting Threads
STRATEGIC PLAN ALIGNMENT
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That the City Council:1. Approve an Agreement for RFP No. 2289 for On-Call Asphalt and Concrete Repair Services forWater System Maintenance with Hardy & Harper, Inc. of Lake Forest, California, in an amount not-to-exceed $1,500,000 each fiscal year for a three-year term with the option to extend for oneadditional two-year term;2. With at least five affirmative votes, adopt a resolution exempting the individual assignments underthis On-Call Asphalt and Concrete Repair Services Agreement from competitive biddingrequirements of City Charter Section 1109; and3. Authorize the City Manager, or designee, to execute the Agreement with Hardy & Harper, Inc. andany other documents necessary to effectuate the work described herein, including making minorand non-substantive changes and to execute the optional two-year extension subject to fundingavailability, need, and acceptable performance.RECOMMENDATIONS