FOR THE COUNCIL MEETING OF NOVEMBER 7, 2023
COUNCIL AGENDA REPORT
TO: City Council
FROM: Interim City Manager Alex Posada
Prepared by: Director of Public Works Brett Fulgoni
SUBJECT: Award of Bid for Citywide Sewer Manhole Rehabilitation, Project, Bid No. 2023-09
Description:
The City Council will consider approving the award of Bid No. 2023 -09 to Ayala Engineering Inc. for the construction of the Citywide Sewer Manhole Rehabilitation Project. This project will consist of relining existing manholes owned by the City at various locations throughout the City, including preparing and implementing traffic control. Staff is requesting the City Council appropriate adequate additional funds to cover the cost of the work along with all associated expenses.
Environmental Notice: The Project qualifies for a Statutory Exemption pursuant to Section 15301 - Class 1 pursuant to the California Environmental Quality Act State Guidelines because the scope of work to be conducted is an existing public facility, with negligible expansion of the existing uses.
RECOMMENDATION:
Adopt a Resolution awarding a bid to Ayala Engineering, Inc., in the amount of $390,050, for the construction of Citywide Sewer Manhole Rehabilitation Project, Bid No. 2023-09.
BACKGROUND:
Under the direction of the City of Santa Maria Utilities Department, the project was designed by the Public Works Depa rtment. The scope of work for relining existing manholes owned by the City at various locations throughout the City includes preparing and implementing traffic control , preparing and removing existing lining materials, repairing concrete surfaces for polyurethane lining material, lining concrete surfaces with polyurethane lining material, and maintaining sanitary sewer service, as well as bypassing raw sewage around the work area (if necessary).
DISCUSSION:
The project was extensively advertised for bids. The City received three bids, which were opened on September 12, 2023. A summary of the bids submitted is as follows:
2 Bidder Bid Amount
Ayala Engineering, Inc. $390,050
San Technologies, Inc. $393,604
V. Lopez Jr. & Sons G.E.C., Inc. $924,963
A detailed tabulation of the bids received is attached (Attachment A). Signed proposals and bid bond forms are available for viewing in the office of the Public Works Director.
The lowest responsive, responsible bid was submitted by Ayala Engineering, Inc., in the amount of $390,050. As stated in the Specifications, the Basis of Award is based on the lowest responsive responsible bid, based on the Grand Total, which incl uded thirty-two locations in the base bid schedule plus the thirteen locations listed as additive alternates.
Ayala Engineering, Inc., from Anaheim, CA has performed and successfully completed similar work for many cities throughout Southern California an d on the Central Coast. In addition, they have submitted references for their work history. City staff has checked the firm’s references and are comfortable with the ability of the contractor to perform the work successfully.
The recommended action is to award the bid to Ayala Engineering, Inc., in the amount of $390,050, which includes the thirty-two locations listed in the base bid schedule plus the thirteen locations listed in the additive bid schedule.
Alternative(s)
The alternative to the recommended action would be to reject all bids.
Fiscal Considerations
Water Resources Fund 004, line item “Sewer Manhole Program” has $365,572 budgeted this fiscal year. Staff is requesting the City Council appropriate adequate additional funds to cover the cost of the work along with all associated expenses. The total price is estimated at $483,060.
Available Budget Account Amount
Water Resources Fund 004 $ 365,572
Estimated Expenditures Amount
Award
Contingency (20%)
$ 390,050
$ 78,010
Inspection, Testing, Staff Time $ 15,000
Total $ 483,060
Impact to the Community
Continual upkeep of the sewer system ensures a secure and robust system, ultimately benefiting the community.
3 Other Agency Review
No other agency review is necessary or anticipated.
ATTACHMENTS
A. Bid Tabulations
B. Agreement