Agenda Item __L6
CITY OF YUCAIP.A
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Chris Mann, City Manager
Fermin Preciado, Director of Development Services/City Engineer ',11r
FOR: City Council Meeting of March 13, 2023
SUBJECT: Discussion I Direction Regarding On -Call Pothole Repair RECOMMENDATION:
Based on the analysis below, the City Manager recommends that the City Council hold a discussion and provide direction on issuing a Request for Proposals for On -Call Pothole Repair Services.
BACK.GOUNDlDISCUSSION:
City staff seeks City Council direction on whether to issue a Request for Proposals (RFP) for an on - call list of pothole repair service vendors. As you are aware, the City of Yucaipa experiences significant wear and tear on its roadways due to heavy traffic, weather, and other factors. This is especially true following significant rain events like the City has experienced over the past few months. Potholes are one of the most common complaints the City receives and it affects the safety and comfort of drives and pedesthans alike.
Currently, the City has a contract with a single vendor for pothole repairs in addition to the work of our City personnel. While our personnel can handle the majority of day-to-day issues in a timely manner, especially with recent equipment upgrades, following severe weather events it would be beneficial to have access to significantly more resources to address the potholes quickly. Issuing an RFP to create an on -call list of pothole repair vendors would allow us to have multiple qualified vendors on standby to provide prompt responses, potentially resulting in cost savings and improved service.
There are several benefits to creating an on -call list of pothole repair vendors through an RFP process, including:
• Cost savings: With multiple vendors on the on -call list, we can choose the most competitive bid for each individual repair job, potentially resulting in cost savings. • Increased competition: Issuing an RFP will attract multiple qualified vendors, increasing competition and potentially resulting in better service and prices. • Flexibility: Aii on -call list provides the flexibility to choose the vendor that is most appropriate for each specific repair job, based on factors such as cost, equipment required, location, and 411
availability.
• Prompt service: With multiple vendors on standby, we can ensure prompt service when needed, particularly during periods of heavy road use.
Based on these benefits, staff believes that it would be in the City's best interest to issue an RFP to create an on -call list of pothole repair vendors.
City staff recommends that the City Council provide direction on this matter. If approved by the Council, staff will begin the process of drafting an RFP and identifying potential vendors.
FISCAL IMPACT,
The FY2022/2023 Capital Improvement Program includes funding in the amount of $50,000 in the Pavement Management Program budget for asphalt/pothole repairs to fund the repairs provided by the potential vendors.
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