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Agenda Item
ASR
Control 24-000147 |
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MEETING
DATE: |
04/23/24 |
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legal entity taking action: |
Board
of Supervisors and Orange County Flood Control District |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
OC
Public Works (Approved) |
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Department contact person(s): |
Edward
Frondoso (714) 245-4596 |
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Kris
Ruiz (714) 955-0346 |
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Subject: Approve Renewal to Contract for
Asphalt Concrete Pavement Maintenance
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: N/A |
Current Year
Cost: N/A |
Annual Cost: FY 2024-25 $850,000 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 5/23/2023 #44, 5/5/2020 #39 |
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RECOMMENDED
ACTION(S):
Authorize the County Procurement
Officer or Deputized designee to execute Amendment No. 2 to renew the contract
with Hardy & Harper, Inc. for Asphalt Concrete Pavement Maintenance
Services, effective July 1, 2024, through June 30, 2025, in an amount not to
exceed $850,000, for a new cumulative
total amount not to exceed $3,650,000.
SUMMARY:
Approval of Amendment No. 2 to
renew the contract for Asphalt Concrete Pavement Maintenance Services will
support maintenance of pavement for road and flood control facilities
Countywide and enhance public safety.
BACKGROUND
INFORMATION:
As part of the annual roadway
maintenance program, OC Public Works conducts recurring inspections of all
County of Orange (County) maintained roads and investigates citizen's requests
for the maintenance of potholes and road damage. OC Public Works reviews,
prioritizes and packages the resulting work orders to include several locations
in the same geographic areas for road routine maintenance actions. The work to
be performed consists of minor road maintenance, that 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 renewal 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 February 20, 2020, OC Public Works
issued an Invitation for Bids for Asphalt Concrete Pavement Maintenance
Services (Services) on the County online bidding system. The Orange County
Preference Policy (OCPP) was applicable and incorporated into this solicitation;
however, no OCPP qualified proposals were submitted. The lowest responsive,
responsible bidders, Ben’s Asphalt, Inc. and Hardy & Harper, Inc., were
qualified to perform the needed Services. Prior Board of Supervisors (Board)
action is summarized in the table below.
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Board
Date |
Board
Action |
Contractors |
Amount |
Effective
Date |
End
Date |
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5/5/2020 |
Approved
aggregate Contract MA-080-20011397 (Contract) |
Ben’s
Asphalt, Inc. and Hardy & Harper, Inc. |
$2.085
million |
7/1/2020 |
6/30/2023 |
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5/23/2023 |
Approved
Amendment No. 1 to renew Contract |
Hardy
& Harper, Inc. (Contractor) |
$715,000 |
7/1/2023 |
6/30/2024 |
OC
Public Works is procuring these Services in accordance with the 2021 Contract
Policy Manual Section 3.3-102.
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Previous Request 7/1/2023 –
6/30/2024 |
Current Request 7/1/2024 –
6/30/2025 |
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Contractor(s) |
Requested
Contract Amount |
Usage as of February 2024 |
Contractor(s) |
Requested
Contract Amount |
Anticipated Usage |
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1 |
$715,000* |
$342,100 |
1 |
$850,000 |
$840,000 |
* The previously approved amount does not
roll over to the renewal term.
OC Public Works is
recommending the Board approve Amendment No. 2 to renew the Contract with the
Orange County-based Contractor for Services, effective July 1, 2024, through
June 30, 2025, in an amount not to exceed $850,000, for a new cumulative total amount not to exceed $3.65 million.
The requested renewal of the existing Contract does not expand the scope of
Services to be provided by the Contractor. The requested renewal of the existing
Contract does not expand the scope of Services to be provided by the
Contractor.
The Contractor's performance has
been confirmed as satisfactory. OC Public Works has verified there are no
concerns that must be addressed with respect to Contractor's ownership/name,
litigation status or conflicts with County interests.
The Contract does not currently
include subcontractors or pass through to other providers. See Attachment B for
Contract Summary Form.
Compliance
with CEQA: The
proposed action was previously determined to be Categorically Exempt from CEQA
Guidelines Section 15301 (Class 1) on May 5, 2020, when it was originally
approved because it consists of the maintenance and repair of existing
facilities with no expansion of existing use. The proposed action is still
consistent with this determination.
FINANCIAL
IMPACT:
Appropriations
for the Contract will be included in the FY 2024-25 Budget for the following
budget control/funds:
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Budget
Control 080, OC Public Works |
6% |
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Fund
115, OC Road |
82% |
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Fund
400, OC Flood |
12% |
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 the Contract. If such appropriations are not approved, the Contract may be
immediately terminated without penalty to the County.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Amendment No. 2 to Contract MA-080-20011397 with Hardy & Harper,
Inc.
Attachment B - Contract Summary Form
Attachment C - Redline to Contract MA-080-20011397 with Hardy & Harper,
Inc.