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. . <br /> RLP�RT <br /> To the Honorable Mayor and �ity Councii <br /> From the City Manager <br /> September 13, 2004 <br /> Subject <br /> 2004-2005 Utility Trench Repair Service <br /> Recommendation <br /> By Motion, approve the specifications, accept the bid and award the 2004-2005 Utility <br /> Trench Repair Service contract to Bay Area Paving, Inc. of San Mateo, CA, in the amount <br /> of $227,358.00. <br /> Background <br /> City water and sewer utility crews routinely cut into City streets for repair and maintenance <br /> of the City-owned underground pipe systems. Following these repairs, the trenches need <br /> to be re-paved and the street surface restored promptly. The City performs this trench <br /> repair work by contract in most cases, since City crews focus on paving priorities — <br /> maintenance and preservation of the City's street surFaces. The trench repair service <br /> enables the timely completion of utility-caused paving repairs either by contractor or City <br /> crews. <br /> This contract combines utility concrete sidewalk repairs and asphalt trench repairs in the <br /> same contract for the first time. A test of this approach was performed last year. It was <br /> found that assigning the same contractor to perform both the concrete and paving repairs <br /> would provide the optimum response time and service to the community (and utilities) to <br /> complete utility repair sites with the least disruptions. <br /> On June 2, 2004, the contract documents and specifications were duly advertised and sent <br /> to four paving firms that have performed work for the City in the past. On June 23, 2004, <br /> one bid was received and opened in the City Clerk's Office: <br /> BIDDER AMOUNT <br /> Bay Area Paving, San Mateo, CA $419,000.00 <br /> Staff Estimate $396,000.00 <br /> Bay Area Paving's bid is 5.6% above staff's estimate. Bay Area Paving has perFormed this <br /> work previously for the City and performed satisfactory work. The firm has adequate crews <br /> and equipment to meet the City's quality standards for trench repairs. <br /> The contract is being awarded at a lower amount than the bid and estimated quantities. <br /> Staff incorrectly calculated the estimated quantities resulting in a unit priced bid amount <br /> much higher than budgeted funds. The contractor has signed the agreement to perform a <br /> reduced scope of work at the bid item prices within the reduced contract amount. <br /> Page 1 of 2 <br />