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REPORT <br />To the Honorable Mayor and City Council <br />From the City Manager <br />July 28, 2003 <br />Subject <br />2003 -2004 Utility Trench Repair Service <br />Recommendation <br />By Motion, approve the specifications, accept the bid and award the 2003 -2004 Utility <br />Trench Repair Service contract to Bay Area Paving, Inc. of San Mateo, CA, in the amount <br />of $128,000.00, and reject all other bids. <br />Background <br />City -owned water and sewer utility crews routinely cut into City streets for repairs and <br />maintenance of the underground pipe systems. Following these repairs, the trenches need <br />to be re -paved and the street surface restored. The City has been performing this work by <br />contract which has allowed the City's crews to focus on normal maintenance of the streets. <br />The need for this service is driven by the City crews focus on paving priorities. The trench <br />repair service allows the completion of the necessary streets maintenance tasks by City <br />staff and the trench repair work - either by contractor or City staff — as most appropriate. <br />On June 4, 2003, the contract documents and specifications were sent to paving firms <br />that have performed work for the City in the past and duly advertised. On June 25, 2003, <br />two bids were received and opened in the City Clerk's Office: <br />BIDDER AMOUNT <br />Bay Area Paving., San Mateo, CA $128,000.00 <br />S. G. Barber Construction, Inc., Belmont, CA $149,200.00 <br />Staff Estimate $140,000.00 <br />Average bid $138,600.00 <br />Bay Area Paving's bid is 8.6% below staffs 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 />Alternatives <br />(1) Staff considered requesting the hiring of additional crew members to perform the work <br />in lieu of this contract. It was determined that the contract option is better based on: <br />• the trench repairs are not a full -time activity <br />• the cost of an additional full time crew and equipment would be more expensive <br />than this contract <br />Page 1 of 2 <br />