Agenda Item

AGENDA STAFF REPORT

 

††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† ASR Control 17-000148

 

MEETING DATE:

05/09/17

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

OC Public Works†† (Approved)

Department contact person(s):

Shane Silsby (714) 667-9700

 

 

Kevin Onuma (714) 647-3939

 

 

Subject: Contract Renewal for Asphalt Concrete Pavement Maintenance Services

 

††††† ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

††† Budgeted: N/A

Current Year Cost: N/A

Annual Cost: FY 2017-18 $695,000
FY 2018-19 $695,000
FY 2019-20 $695,000

 

 

 

††† Staffing Impact:

No

# of Positions:

Sole Source: No

††† Current Fiscal Year Revenue: N/A

Funding Source: See Financial Impact Section

County Audit in last 3 years: No

 

 

††† Prior Board Action: 06/23/2015 #21

 

RECOMMENDED ACTION(S):

 

Authorize the County Purchasing Agent or authorized Deputy to renew the Contract with Benís Asphalt, Incorporated for Asphalt Concrete Pavement Maintenance Services, commencing July 1, 2017, through June 30, 2020, in an amount not to exceed $695,000 per year for a revised cumulative contract total amount not-to-exceed $3,500,000.

 

 

 

SUMMARY:

 

Renewal of the Contract for Asphalt Concrete Pavement Maintenance Services will improve public safety by supporting pavement maintenance of public roads in the unincorporated areas of the County, within cities receiving County services, and access roads of facilities operated by the County and the Orange County Flood Control District.

 

 

BACKGROUND INFORMATION:

 

As part of the annual roadway maintenance program, OC Public Works conducts recurring inspections of all County maintained roads and investigates citizen's requests for the repair of potholes and road damage.  County staff reviews, prioritizes, and packages the resulting work orders to include several locations in the same geographic areas for road routine maintenance and repair actions. The work to be performed consists of minor road maintenance, which may include removal and replacement of isolated areas of deteriorated pavement; filling potholes; patching low spots; paving and/or installing road shoulders and roadside ditches; crack sealing; minor slurry sealing; and/or fog sealing of asphalt concrete curbs. Work locations for this contract include County facility maintenance projects, public roads within the unincorporated portions of Orange County, flood control property, and public roads within the incorporated cities for which the County is under contract to perform roadway maintenance services.

 

On June 23, 2015, the Board of Supervisors (Board) approved contract MA-080-15011910 (Contract) with Ben's Asphalt, Incorporated (Contractor) for Asphalt Concrete Pavement Maintenance Services commencing on July 1, 2015, through June 30, 2016, in an amount not to exceed $720,000; renewable for four additional years per Board policy. This Contract was awarded as a result of an Invitation for Bid.

 

On April 27, 2016, the County Deputy Purchasing Agent administratively amended and renewed the Contractor in an amount not to exceed $695,000 for a period of one-year, effective July 1, 2016, through June 30, 2017, and renewable for three additional years per Board policy.

 

The Contractor has successfully performed their obligations in the most recent Contract period. Therefore, OC Public Works is requesting authorization to renew Contract MA-080-15011910 with Contractor for Asphalt Concrete Pavement Maintenance Services, commencing on July 1, 2017, through June 30, 2020, in an amount not to exceed $695,000 per year, for a revised cumulative contract total amount not to exceed $3,500,000.

 

In accordance with Section 3.3-102 of the Contract Policy Manual, approval by the Board of Supervisors (Board) shall be required for all service contracts where for any year of the contract the annual value to any one contractor exceeds $100,000.

 

Compliance with CEQA: The subject project was previously determined by the Board to be Categorically Exempt from the provisions of CEQA pursuant to Section 15301, Class 1 at the time the contract was approved on June 23, 2015, since it involved an agreement to support maintenance of existing public pavement in the unincorporated areas of Orange County and contract cities.

 

 

 

FINANCIAL IMPACT:

 

Appropriations and revenue for this Contract are included in the FY 2017-18 Recommended Budgets for Budget Controls 100-080 OC Public Works 4%, 115 OC Road 89% and 400 OC Flood 7%. Appropriations for this contract will also be included in the budgeting process for future years. Contract cities will be invoiced for work performed with a resulting reimbursement to Fund 115 OC Road.

 

The proposed Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be immediately terminated without penalty to the County.

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A - MA-080-15011910 - Amendment #2
Attachment B - Contract MA-080-15011910 with Ben's Asphalt, Incorporated - Redline
Attachment C - Contract Summary Form