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6.1.B. - Page 1 <br /> To the Honorable Mayor and City Cou nci I <br /> From the City Manager <br /> May 23, 2011 <br /> SUBJECT <br /> 2011-2012 Agreement for Utility Trench Repair Service <br /> RECOMMENDATION <br /> 1. Approve the contract documents for the 2011-2012 Utility Trench Repair Project <br /> 2. Award by Motion the Agreement with Bay Area Paving Inc., of San Mateo, CA in the <br /> amount of$231,770 for the Project <br /> 3. Authorize the City Manager to increase the contract amount up to 10% if necessary <br /> 4. Authorize the City Manager to approve up to two (2) subsequent extensions of one <br /> year periods or parts thereof in an amount not to exceed five percent above the <br /> previous agreement year <br /> BAC KG RO U N D <br /> The City's water and sewer utility crews routinely cut into City streets to perform repair <br /> and maintenance work on City-owned conveyance infrastructure. Following these <br /> repairs, the open trenches where work was performed need to be repaved and the <br /> street surface restored promptly to meet pavement index standards. The City performs <br /> this trench repair work by contract in most cases, since City Street crews focus on the <br /> maintenance and preservation of the City's street surfaces. This trench repair service <br /> enables the timely completion of repairs to return the City's roadways to acceptable <br /> cond itions. <br /> The scope of services for this work combines concrete sidewalk repairs and asphalt <br /> trench repairs under the same contract. This scope of services is being suggested <br /> because often times the City's conveyance systems are not only found beneath <br /> roadways, but are also often found beneath sidewalks. It is the experience of staff that <br /> assigning the same contractor to perform both the concrete and paving work provides <br /> optimum response time, better coordination, and the least amount of inconvenience and <br /> disruption to residents and businesses in the area. <br /> The City Clerk's office duly advertised the project in accordance with City procedures <br /> and bids were opened and read aloud on Wednesday, May 4, 2011. Bay Area Paving, <br /> Inc. submitted the only bid for this project. The City Council awarded the previous Utility <br />