Agenda Item No. 8
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Landon Kern, Assistant City Engineer V. " L► l_
FOR: City Council Meeting of May 8, 2023
SUBJECT: Award of Contracts — On -Call Pothole Repair and Asphalt Pavement Repair/Replacement Services
RECOMMENDATION:
That the City Council
1. Award and authorize the Mayor to execute a contract, and the City Manager or his designee to administer the terms of the contract with B-81 Paving Inc. of Yucaipa, California in the not -to -exceed amount of $110,000 for providing On -Call Pothole Repair and Asphalt Pavement Repair/Replacement Services for the remainder of FY2022/2023, FY2023/2024, and FY2024/2025; and
2. Award and authorize the Mayor to execute a contract, and the City Manager or his designee to administer the terms of the contract with Vance Corporation of Beaumont, California in the not -to -exceed amount of $110,000 for On -Call Pothole Repair and Asphalt Pavement Repair/Replacement Services for the remainder of FY2022/2023, FY2023/2024, and FY2024/2025; and
3. Award and authorize the Mayor to execute a contract, and the City Manager or his designee to administer the terms of the contract with Hardy and Harper of Lake Forest, California in the not -to -exceed amount of $110,000 for providing On -Call Pothole Repair and Asphalt Pavement Repair/Replacement Services for the remainder of FY2022/2023, FY2023/2024, and FY2024/2025.
DISCUSSION:
The City of Yucaipa has experienced significant wear and tear on its roadways due to traffic, construction, and weather conditions. This is especially true following significant rain events like the City has experienced over the past several months. Potholes and asphalt pavement failures are one of the most common reports the City receives and it affects the safety and comfort of drivers and pedestrians alike. Currently, the City has a contract with a single vendor for pothole and asphalt patching repairs in addition to the repair work completed by City staff. While City staff can handle the majority of day-to-day repairs in a timely matter, especially with recent equipment upgrades, following significant weather events it would be beneficial to have access to significantly more resources to address asphalt pavement failures quickly. 104
At the March 13, 2023, City Council Meeting, staff presented the option of issuing a Request for Proposals (RFP) to create an on -call list of pothole and asphalt repair/replacement contractors.
Following a discussion about the potential benefits, which include cost savings and prompt response times for required repairs, Council directed staff to issue an RFP for this service.
On March 30, 2023, the City accepted proposals after publicly advertising the RFP for On -Call Pothole Repair and Asphalt Pavement Repair/Replacement Services. Five (5) proposals were received. The following four (4) firms submitted complete proposals and were deemed qualified to provide these services:
Firm
Office Location
l
Hardy and Harper
fake Forest, Ca
2 B-81 Paving Inc.
Yucaipa, Ca
3 Vance Corporation
Beaumont, Ca
4 Q4y x Pavin Com an Inc.
Anaheim, Ca
Taking into consideration the contractor's experience, approach to receiving and responding to City requests for services, and the cost proposal information, three (3) staff members rated the proposals based on the City's administrative qualifications -based selection process. Three (3) firms were deemed the most qualified to provide the services being requested. Staff is recommending the award of two (2) year contracts (with the right to extend the contracts for one (1) additional two (2) year period, under the same terms and conditions as the original contract) for On -Call Pothole Repair and Asphalt Pavement Repair/Replacement Services to B-81 Paving Inc. in the not -to -exceed amount of $110,000, Vance Corporation in the not -to -exceed amount of $110,000, and Hardy and Harper in the not -to -exceed amount of $110,000, It is important to note that the proposed contractors being recommended have previously provided the City with asphalt pavement repair/replacement services in the past, and their work has been deemed satisfactory.
FISCAL IMPACT:
The fiscal impact of an approval of this item is $330,000 over fiscal years 2022/23, 2023/24 and 2024/25 in the Capital Improvement Program/Pavement Management Program (PMP) Budget.
The operating budgets for each year impacted will include funding for these contracts. The FY2022/23 Adopted PMP Budget includes funding for the current fiscal year.
Attachments: 1) Construction Agreement — B-81 Paving Inc. 2) Construction Agreement — Vance Corporation
3) Construction Agreement — Hardy and Harper
Approved by:
105
AGREEMENT
THIS AGREEMENT is made and entered into this 8th day of May 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and B-81 Paving Inc. located at
Contractor / Company Name
12189 7t" Street #166
Street Address
Yucaipa CA 92399 (909)709-7954 hereinafter referred to as "Contractor".
City State Zip Code Phone
PROJECT: On -Call Pothole and Asphalt Pavement Repair/Replacement Services WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Request for Proposals (RFP), Proposal (including but not limited to the cost proposal fonn) and all referenced specifications and appendices; together with this Agreement and all required, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
As full compensation for services satisfactorily rendered, City shall pay Contractor in accordance with the unit price listed on the cost proposal form submitted with the Proposal attached hereto as Exhibit A. In no event shall Contractor be paid more than One Hundred and Ten Thousand ($110,000.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council. This Contract shall be valid for FY2022/2023, FY2023/2024, and FY2024/2025 for not to exceed amounts of $10,000 for FY2022/2023, $50,000 for FY2023/2024, and $50,000 for FY2024/2025.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
Ana Sauseda, City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor
CONTRACTOR:
B-81 Paving Inc.
Date
Date
106
409MORMA
XII. COST PROPOSAL FORM
CONTRACTOR'S NAME/FIRM:
By submitting this Cost Proposal Form, we offer to furnish all necessary labor, tools, materials, and equipment to complete all Work, in full compliance with all documents, including plans, specifications, attachments and exhibits pertaining to "On -Call Pothole Repair and Asphalt Pavement Repair/Replacement Services" at the unit prices listed below.
Instruction to Contractors/Proposers: Provide unit price and total cost for each item listed below. All pricing listed in this form include all applicable taxes, fees, mobilization, disposal, and freight charges.
EST.
TOTAL
ITEM #
DESCRIPTION
UNIT
UNIT PRICE
QTY
COST
1 REMOVE & REPLACE/REPAIR
4" THICK ASPHALT��
8,000
SF
$ U10
$ �.N
VtC,�
2 REMOVE & REPLACE/REPAIR
4,000
SF
00 $ ,
$ L =
6" THICK ASPHALT
?
1 0Kt �ty)
TOTAL COST PROPOSAL AMOUNT
$ r, , i�-Crb
TOTAL COST PROPOSAL AMOUNT IN WORDS: d L)./Ji tr 4) j 1`qukd *NOTE: Asphalt Pavement Repair/Replacement size, location, and quantity of locations will vary and will be requested throughout the term of the contract on an "As Needed Basis". No minimum charges apply. Prices listed above must be provided in $/SF and include required traffic control for work performance. Base pave and cap in same move in (mobilization). Actual square foot area may vary due to the nature of the required repairs.
We understand that these estimated quantities used in this cost proposal form are estimates only and are given solely for the purpose of facilitating the comparison of cost proposals, and that the Contractor's compensation will be computed on the basis of the actual quantities as measured and completed and unit price for each item.
March 2023 — RFP On -Call Pothole Repair and Asphalt Pavement Repair/Replacement 7 107
AGREEMENT
THIS AGREEMENT is made and entered into this 8th day of May 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Vance Corporation located at
Contractor / Company Name
P.O. Box 575
Street Address
Beaumont CA 92223 (909)355-4333 hereinafter referred to as "Contractor".
City State Zip Code Phone
PROJECT: On -Call Pothole and Asphalt Pavement Repair/Replacement Services WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Request for Proposals (RFP), Proposal (including but not limited to the cost proposal form) and all referenced specifications and appendices; together with this Agreement and all required, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
As full compensation for services satisfactorily rendered, City shall pay Contractor in accordance with the unit price listed on the cost proposal form submitted with the Proposal attached hereto as Exhibit A. In no event shall Contractor be paid more than One Hundred and Ten Thousand ($110,000.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council. This Contract shall be valid for FY2022/2023, FY2023/2024, and FY2024/2025 for not to exceed amounts of $10,000 for FY2022/2023, $50,000 for FY2023/2024, and $50,000 for FY2024/2025.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
Ana Sauseda, City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor
CONTRACTOR:
Vance Corporation
Date
Date
EXHIBIT A
XII. COST PROPOSAL FORM
CONTRACTOR'S NAME/FIRM:
Vance Corporation
By submitting this Cost Proposal Form, we offer to furnish all necessary labor, tools, materials, and equipment to complete all Work, in full compliance with all documents, including plans, specifications, attachments and exhibits pertaining to "On -Call Pothole Repair and Asphalt Pavement Repair/Replacement Services" at the unit prices listed below.
Instruction to Contractors/ wosers: Provide unit price and total cost for each item listed below. All pricing listed in this form include all applicable taxes, fees, mobilization, disposal, and freight charges.
EST.
TOTAL
ITEM #
DESCRIPTION
UNIT
UNIT PRICE
QTY
COST
REMOVE 8, REPLACE/REPAIR
8000
SF
$
4" THICK ASPHALT
,
14.25 114,000.00
Z
REMOVE & REPLACE/REPAIR
4 ,000
SF
$ 19,00
$
6" THICK ASPHALT
76,000.00
TOTAL COST PROPOSAL AMOUNT
$ 190,000.00
One Hundred Ninety Thousand Dollars
TOTAL COST PROPOSAL AMOUNT IN WORDS:
*NOTE: Asphalt Pavement Repair/Replacement size, location, and quantity of locations will vary and will be requested throughout the term of the contract on an "As Needed Basis". No minimum charges apply. Prices listed above must be provided in $/SF and include required traffic control for work performance. Base pave and cap in same move in (mobilization). Actual square foot area may vary due to the nature of the required repairs.
We understand that these estimated quantities used in this cost proposal form are estimates only and are given solely for the purpose of facilitating the comparison of cost proposals, and that the Contractor's compensation will be computed on the basis of the actual quantities as measured and completed and unit price for each item.
March 2023 — RPP On -Call Pothole Repair and Asphalt Pavement Repair/Replacement 7 109
AGREEMENT
THIS AGREEMENT is made and entered into this 8th day of May 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Hardy & harper, Inc. , located at 32 Rancho Circle
Contractor / Company Name
Lake Forest
City
Street Address
CA 92630 (714) 444-1851 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: On -Call Pothole and Asphalt Pavement Repair/Replacement Services WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Request for Proposals (RFP), Proposal (including but not limited to the cost proposal form) and all referenced specifications and appendices; together with this Agreement and all required, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
As full compensation for services satisfactorily rendered, City shall pay Contractor in accordance with the unit price listed on the cost proposal form submitted with the Proposal attached hereto as Exhibit A. In no event shall Contractor be paid more than One Hundred and Ten Thousand ($110,000.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council. This Contract shall be valid for FY2022/2023, FY2023/2024, and FY2024/2025 for not to exceed amounts of $10,000 for FY2022/2023, $50,000 for FY2023/2024, and $50,000 for FY2024/2025.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
Ana Sauseda, City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor
CONTRACTOR:
Hardy & Harper, Inc.
Date
Date
110
EXHIBIT A
XII. COST PROPOSAL FORM
CONTRACTOR'S NAME/FIRM:. Hardy & Harper, Inc.
By submitting this Cost Proposal Form, we offer to furnish all necessary labor, tools, materials, and equipment to complete all Work, in full compliance with all documents, including plans, specifications, attachments and exhibits pertaining to "On -Call Pothole Repair and Asphalt Pavement Repair/Replacement Services" at the unit prices listed below.
Instruction to Contractors/Proposers: Provide unit price and total cost for each item listed below. All pricing listed in this form include all applicable taxes, fees, mobilization, disposal, and freight charges.
EST.
TOTAL
ITEM #
DESCRIPTION
UNIT
UNIT PRICE
QTY
COST
REMOVE & REPLACEIREPAIR
$,000
SF
$
$
4" THICK ASPHALT
1qDO
J00`�V, eC
/
2 REMOVE & REPLACEIREPAIR
4,0�0
SF
$
$
6" THICK ASPHALT
Z5- 00
60,000. 00
160,000.
TOTAL COST PROPOSAL AMOUNT
$ _ --77
TOTAL COST PROPOSAL AMOUNT IN WORDS: 7um i7uA(D.2,1_:1% Two 2S-.
*NOTE: Asphalt Pavement Repair/Replacement size, location, and quantity of locations will vary and will be requested throughout the term of the contract on an "As Needed Basis". No minimum charges apply. Prices listed above must be provided in $/SF and include required traffic control for work performance. Base pave and cap in same move in (mobilization). Actual square foot area may vary due to the nature of the required repairs.
We understand that these estimated quantities used in this cost proposal form are estimates only and are given solely for the purpose of facilitating the comparison of cost proposals, and that the Contractor's compensation will be computed on the basis of the actual quantities as measured and completed and unit price for each item.
March 2023 — RFP On -Call Pothole Repair and Asphalt Pavement Repair/Replacement VA
III