TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 13, 2024
SUBJECT: Sidewalk Maintenance and Displacement Removal Agreement RECOMMENDATION:
1. Award service contract to BPR, Inc. of Port Hueneme, CA, for Sidewalk Maintenance and Displacement Removal Services effective February 13, 2023, and ending June 30, 2028, with a not-to-exceed amount of $500,000 each fiscal year or $2,500,000 for the term of the agreement.
2. Authorize budget appropriation in the amount of $100,000 in FY 2023-24 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-5610-631- 5699 (Contracted Services - Private/Other).
3. Authorize budget appropriation in the amount of $125,000 in FY 2024-25 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-5610-631- 5699 (Contracted Services - Private/Other).
4. Authorize expenditure in the total amount of $1,000,000 as follows: $500,000 in FY 2023-24 from A/C #001-5610-631-5699 (Contracted Services - Private/Other) and $500,000 in FY 2024-25 from A/C #001-5610-631-5699 (Contracted Services - Private/Other).
5. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
FINANCIAL IMPACT:
$100,000 Increase to Adopted FY 2023-24 General Fund Budget and $125,000 Increase to Adopted FY 2024-25 General Fund Budget. $100,000 increase to the Adopted FY 2023-24 Budget and $125,000 increase to the Adopted FY 2024- 25 General Fund Budget is requested to supplement available budget for sidewalk maintenance services. The remaining expenditure in the amount of $775,000 is
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8 included in the Adopted FY 2023-24 and Adopted FY 2024-25 General Fund Budgets. The additional funds for the remaining contract term will be requested during the upcoming biennial budget process.
BACKGROUND:
The City maintains approximately 565 linear miles of public sidewalks spread across 56 square miles, encompassing residential, commercial, industrial, and mixed-use zones. Various developers built the majority of the sidewalks, with some constructed by the City through approved Public Works projects. The majority of the sidewalks date back to the 1970s and 80s.
Most City approved conditions of development mandate developers to plant street trees along or near the City's public right-of-way, offering benefits like shade, carbon sequestration, wildlife habitat, improved aesthetics, and increased property values. However, the tree species that were planted by the developers were not necessarily the right tree for the locations. As the street trees age, their roots can impact nearby infrastructure, particularly sidewalks. Tree roots growing beneath sidewalks can lift and fracture the cement, causing cracks and vertical displacements typically occurring at expansion and contraction joints. In response, the City has implemented a Sidewalk Maintenance Program, focusing on proactive inspection and corrective measures to mitigate vertical displacements and associated issues.
The City was originally divided into four maintenance zones. Due to the miles of sidewalk in each zone (140), the zones were further divided into two sub-zones or quadrants (“A” and “B”) for sidewalk maintenance. The goal was to inspect and repair all the sidewalks within a sub-quadrant on an eight-year rotation. However, due to the increasing age of the City’s urban forest and infrastructure, staff has seen a steady increase in the number of vertical displacements citywide, making it difficult to inspect and repair the displacements found in each sub-quadrant in any given year.
The City’s Sidewalk Policy specifies that the following actions shall be taken based on the size of the vertical displacement:
Priority Lift Criteria Action
1 1.5” or greater Temporary repairs with asphalt patch will be performed until the sidewalk can be replaced.
2 1” to 1.5”
Temporary repairs with asphalt cold patch will be
performed until a surface grind can be performed or the sidewalk can be replaced.
3 0.25 to 1” A surface grind will be performed unless it becomes necessary to remove and replace the sidewalk.
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8 While most vertical displacements measuring between 0.25 to 1.5 inches can be permanently addressed with surface grinding, vertical displacements measuring over 1.5 inches typically require the complete removal and replacement of the sidewalk on both sides of the displacement to ensure a thorough restoration of structural integrity. These systematic assessments and remedial actions will contribute to maintaining a safe and well-kept pedestrian infrastructure.
DISCUSSION/ANALYSIS:
Current estimates, based on observations and recorded data, suggest that each sub-quadrant contains approximately 12,000 vertical displacements ranging from
0.25 inches to over 1.5 inches in size. As trees continue to grow and infrastructure ages, the number of displacements are anticipated to increase over time.
Recognizing the importance of efficiency and resource optimization, staff has formulated a strategic approach that includes utilizing contracted services to address vertical displacement measuring less than 1.5 inches. City staff will continue to perform the inspections and identify the vertical displacements requiring repair but will use contract services to complete the actual repairs. Utilizing a specialized sidewalk grinding contractor with dedicated crews and advanced equipment will allow more vertical displacements to be repaired.
City staff will focus on inspections and temporary repairs and address specific customer concerns regarding vertical displacements in other sub-quadrants. This collaborative effort between City staff and contracted services aims to ensure the successful repair and replacement of displaced City sidewalks. The substantial benefits of this coordinated strategy allow the City to optimize staff time and resources while foregoing the acquisition of additional equipment and vehicles specifically budgeted in FY 2023-24 for sidewalk grinding activities. Ultimately, this proactive and streamlined approach underscores the City’s commitment to the integrity of its infrastructure and the safety and well-being of its residents by maintaining a robust and efficient Sidewalk Repair and Replacement Program.
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary to perform the services solicited. The award of a Request for Proposal/Qualification (RFP/Q) is based upon a variety of factors that demonstrate best value to the City for the solicited scope of work or service.
The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
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8 Staff published a formal RFP/Q for Sidewalk Maintenance and Displacement Removal on August 25, 2023. From this effort, four (4) proposals were received:
Company City, State
1. BPR, Inc. Port Hueneme, CA
2. Central Coast Engineering, Inc. Ventura, CA
3. Safe Sidewalks Inc. dba Precision Concrete Cutting Agoura Hills, CA
4. R Brothers Inc. San Fernando, CA
Staff reviewed the proposals and rated them based on qualifications, background, client references, and cost of services. BPR, Inc., demonstrated the necessary qualifications and desired experience. Their client references were positive, and BPR, Inc. provided the lowest pricing. Staff verified their Department of Industrial Relations registration, and state contractor’s license, finding BPR, Inc. to be qualified and able to perform the services of the contract. For these reasons, Staff recommends the award of the contract to BPR, Inc. (Attachment #1).
As City staff identifies sidewalk grinds, they will assign the work to BPR, Inc. utilizing a layer of the City’s Geographic Information System (GIS) created for this purpose. This layer will contain the coordinates of each location, allowing BPR, Inc. to schedule work in sections and mark complete once finished. BPR, Inc. will be compensated for each grind as assigned and completed, per the fee schedule set forth in Exhibit B of the contract, in an amount not to exceed $500,000 for each individual fiscal year. City staff will post signage to surrounding entrances to the work areas alerting residents of the work being performed. Depending on job site accessibility, BPR, Inc. will utilize walk-behind and/or handheld concrete grinding equipment to complete all work to City standards. Dust generated during grinding operations will be captured by a dust extraction system that attaches directly to the grinding equipment. Work will be performed during normal business hours, Monday through Friday between the hours of 7:00 a.m. and 5:00 p.m.
This action is categorically exempt from CEQA pursuant to 14 CCR 15301 as a Class 1 project consisting of the repair, maintenance or minor alteration of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
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8 F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Michael Fahrenkopf, Street Maintenance Supervisor Attachments:
Attachment #1 – BPR, Inc. Agreement
DPW:821-10\ev\Council\2024\021324\Street Maintenance and Displacement Removal Agreement staff report.docx