TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, Interim City Manager
FROM: Christopher Cash, Public Works Director
1. Subject
title
Third Amendment to Contract with All American Asphalt for Annual Asphalt Replacement for Water Repairs.
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2. Summary
In August 2020, the City entered into a contract with All American Asphalt for annual asphalt replacement at various locations for water repairs. Additional work is needed to complete the project, and the cost for these services is $120,000.
3. Recommended Action
recommendation
Approve the Third Amendment to Contract with All American Asphalt in the amount of $120,000 for annual asphalt replacement at various locations for water repairs; and authorize the Mayor and the City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The expense for this amendment is $120,000 and will be funded through Water Fund (600):
600-5803-53201 Repair & Maintenance Supplies
5. Strategic Plan Goals
Goal 5: Improve Infrastructure, Mobility, and Technology
6. Discussion and Background
Throughout the year, the Public Works Department Water Division conducts emergency and routine repairs of existing infrastructure within the City right-of-way. Often, these repairs result in the removal of asphalt concrete on City streets. Locations of the water infrastructure repairs are throughout the City and are the result of unpredictable circumstances such as water line breaks. To obtain cost savings with economy-of-scale, several asphalt concrete repair areas are packaged together to be completed. Work performed by the City’s authorized contractor generally shall include traffic control, saw cutting, removal of temporary asphalt, grinding, paving and overlay, and slurry seal.
Bids for the Annual Asphalt Replacement at Various Locations were received and opened on July 2, 2020, and awarded to All American Asphalt in August 2020. The total five-year expenditure for the initial three-year contract (fiscal years 2020-21, 2021-22, and 2022-23) and two one-year extensions (fiscal years 2023-24 and 2024-25) is $3,474,737.
For Fiscal Year 2024-25, additional work was required to slurry seal Denise Avenue from Santiago Boulevard to the end of the cul-de-sac. Through an informal bid process, the Public Works Department Water Division contacted and requested bids from qualified contractors. Three contractors were contacted, and two bids were received. All American Asphalt is the apparent responsive low bidder and the current contractor to the City for the past five years. They are familiar with the City requirements and have completed the repairs with high quality and in timely manner. The cost for this additional work is $120,000 bringing the total contract cost to $3,594,737.
7. ATTACHMENTS
• Third Amendment to Contract with All American Asphalt