HomeMy WebLinkAbout8 Contract for the AC Street Paving Repair 2020MEETING DATE:
TO:
FROM:
AGENDA ITEM #8
August 5, 2020
Board of Directors
Brian Wright, Water Utility Director/Assistant General
Manager
SUBJECT: Award a Contract for the AC Street Paving Repair 2020
Project
APPROVED BY
Brian Wright, Water Utility r/ Assistant General Manager
RECOMMENDATION:
1.) Reject all bids received at the July 7, 2020 bid opening as non -responsive.
2.) Award the Bid from July 27, 2020 and Authorize the General Manager to execute a
construction services contract with West Coast Paving, Inc. for the AC Street Paving
Repair 2020 Project for a total not to exceed amount of $95,000.
3.) Authorize the transfer of $95,000 from the Water Operating Reserves to the Water
General Fund.
BACKGROUND:
Each year the District requires professional paving repair and maintenance services to
repair street excavations conducted during the repair and replacement of underground
District utility infrastructure.
Historically the District has publicly advertised request for bids for paving construction
services in the fall of the preceding year, to be included in the Board's annual procurement
approvals. Due to the uncertainty in paving construction prices and a yet to be determined
final scope of work, staff postponed the procurement until the project could be more
accurately defined.
On June 5, 2020 the District publicly advertised a request for bids for the 2020 Paving and
Maintenance Project. A bid opening was held on July 7, 2020, at which point four bids
were received. Upon review of the submitted bid forms, staff identified an administrative
error that created uncertainty for contractors in the bid quantities. Staff has determined that
the administrative error to be significant enough to compromise the opportunity for all bids
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to be evaluated on a fair and competitive basis. Based upon this information it is
recommended that all bids received at the July 7, 2020 bid opening be rejected as non-
responsive.
On July 17, 2020 the District re -advertised the request for bids. A public bid -opening was
held on July 27, 2020 at which time three bids were received. A breakdown of the bids has
been provided in the following table:
Contractor
Location
Responsive
Total Price
West Coast Paving, Inc.
Reno, CA
Yes
$95,000.00
Snow Removal Solutions
Truckee, CA
No
$111,750.00
Lakeside Paving, Inc.
Carnelian Bay, CA
Yes
$143,750.00
The bid submitted by Snow Removal Solutions was determined to be non -responsive due
to the bid not being signed.
This project is in support of the following District goals and objectives:
6.01.010.1 Service To the best of its ability and in consideration of existing sources, the
District will supply water at each customer's service connection dependably and safely, in
adequate quantities to meet the reasonable needs and requirements of the customer, in
accordance with these rules and regulations.
FISCAL IMPACT:
AC street repairs have historically been included in the District's Board approved Water
Operations Budget. Due to the uncertainty of the projects cost and scope, this project was
not included in the Board approved FY20 Water Operations Budget. Sufficient funds exist
in the Water Operating Fund. This project will require transfer of $95,000 from the Water
Operating Reserves to the Water General Fund, leaving a remaining operating reserve
balance of $1.5M
ATTACHMENTS
1.) Budget Adjustment Form
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