Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Ecast Engineering, Inc. for Pothole Maintenance and Repair Services for Various Locations for a Total Not-to-Exceed Amount of $1,656,940.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction).(Public Works 31041520)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) has over 125 centerline miles of roadway providing access and circulation to every resident and business in the City. In addition to routine paving, pothole maintenance is an essential component to roadway maintenance. Public Works historically used in-house forces for pothole maintenance; however, this past winter’s storms caused a notable increase in potholes in the City and region wide. In response to this uptick and City Council’s direction during the Fiscal Year 2023-25 budget adoption discussion to further address potholes, staff issued a Request for Proposal (RFP) to augment in-house resources with contractual support. Staff anticipates this becoming a regular component of the City’s pavement management program and is therefore recommending a 5-year term, pending future appropriations to support the service, be awarded to East Engineering, Inc. (Ecast), for a total five-year spending not-to-exceed $1,656,940.
BACKGROUND
Maintenance of the City’s existing roadway assets is a critical component in meeting the City’s transportation needs today and into the future. The combination of in-house forces and contract support ensures that need is addressed.
Staff will do comprehensive survey and inspection of travel ways to identify areas of greater pothole repair needs. Work to repair potholes under the proposed contract is anticipated to be completed prior to the upcoming rain season.
DISCUSSION
Staff prepared and published an RFP soliciting qualified contractors for Pothole Maintenance and Repair Services for various locations through the City. The RFP was published on July 25, 2023, advertised in the Alameda Sun, and after a submittal period of 15 days, 3 proposals were received. The RFP stated the City’s initial annual budget was $300,000 and asked that proposers provide unit prices for the various work involved for pothole maintenance. The proposers were from the following:
|
PROVIDER |
|
Always Paving Inc, Hayward, CA |
|
McGuire and Hester, Alameda, CA |
|
Ecast Engineering, Inc, Oakland, Ca |
After review of the submitted proposals and verification of references, staff recommends awarding the contract to Ecast for a total five year not to exceed amount of $1,656,940. While McGuire and Hester is a local company and the City’s selection criteria includes accounting for local businesses, their mobilization costs were over 40% of the total annual cost. Ecast’s mobilization and other unit prices are more reasonable and their proposal demonstrated sufficient expertise and experience to perform the work. Ecast shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. A copy of the agreement is attached as Exhibit 1.
ALTERNATIVES
• Award the contract as recommended.
• Modify the scope of the contract and/or adjust the approved contract authorized amount.
• Do not award this contract and provide alternative direction to staff. In-house staff do not have the capacity or equipment to perform all the services in this contract. Not having this contract available may lead to unaddressed repairs.
FINANCIAL IMPACT
The funds for this project are budgeted in the Pavement Management Capital Improvement Program (Project No. C11000). The project is funded with monies allocated from the Road Maintenance and Rehabilitation Fund (Fund 212), Measure BB Local Streets and Roads Fund (Fund 231), Waste Management Fund (Fund 262), Vehicle Registration Fund (Fund 213), and Sewer Services Fund (Fund 501). There is no impact to the General Fund. Funding for the latter years of this contract are pending City Council approval of subsequent appropriations.
|
Fiscal Year |
Estimated Construction Cost Index |
Annual Contract Amount |
|
23-24 |
-- |
$300,000 |
|
24-25 |
5% |
$315,000 |
|
25-26 |
5% |
$330,000 |
|
26-27 |
5% |
$347,288 |
|
27-28 |
5% |
$364,652 |
|
TOTAL |
|
$1,656,940 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction).
CLIMATE CHANGE
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Ecast Engineering, Inc. for pothole maintenance and repair services for various locations for a total not-to-exceed amount of $1,656,940.
Respectfully submitted,
Erin Smith, Public Works Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. Agreement