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0lU&IMAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: Public Services
Subject: Award of a purchase order in the
amount of 5125,000 to Guzman Const.
for the repair of potholes within the
City of San Bernardino and
Authorize an increase in the amount
of 550,000 to the purchase order to
Matich Corporation for the purchase
of materials used for roadway
Pavement rehabilitation.
From: Kerry Morford
Interim Director of Public Services
Date: February 16, 2005
Synopsis of Previous Council action:
NONE
Recommended motion:
1. Adopt Resolution
2. Authorize the Director of Finance to amend the FY 04-05 budget by transferring 573,000
from account number 126-369-5504-7345 to account number 126-369-5504-7156 for pothole
repair as outlined in the staff report.
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Contact person: Kerry Morford. Interim Director of Public Services Phone: en. 5140
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS: Amount: 5175.000
Source: (Acct. No.) 129-367-5504-7156 552.000.
129-367-5504-7357 550.000
126-369-5504-7156 573.000
(Acct. DescriDtion)
Finance:
Council Notes:
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Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Award of a purchase order in the amount of $125,000 to Guzman Construction for the
repair of potholes within the City of San Bernardino and authorize an increase in the
amount of $50,000 to the purchase order to Matich Corporation for the purchase of
materials used for roadway pavement rehabilitation.
Background:
Potholes have been an ongoing problem in the City but the recent rainstorms have
exacerbated the problem to the point where assistance is needed in repairing the
streets where potholes have developed and continue to develop. While City crews have
been assigned to pothole repairs, it has become difficult to make timely repairs given
the miles of streets within the City as well as delays attributed to weather conditions. To
date, over 12,000 potholes of various sizes have been repaired but many more still
exist. Consequently, staff has solicited quotes from seven contractors to perform
pothole repairs. Three quotes, based on one crew and the daily rate, were received as
follows:
Company
Location
Daily Bid
Guzman Construction
Barron Cleaning
International Pavement Solutions
City of San Bernardino
City of Alhambra
City of Mentone
$1,289.00
$1,400.00
$1,800.00
Guzman Construction submitted the lowest quote and can also provide two crews, one
with a roller and roller operator, the other with a portable compactor. The crew with the
portable compactor can be utilized to perform routine pothole repairs (the same as our
crews are doing), but the crew with the roller can be assigned to repair severely
distressed areas of the roadway by removing the deteriorated section, squaring the
edges, placing the hot mix and rolling it out. In other words, this crew would be
addressing small sections of the streets that will most likely produce potholes in the
near future.
Funding in the amount of $175,000 has been identified that can be used for contract
pothole repairs. The majority of the funds will be used to pay for the contract labor
($125,000) and the rest to pay for asphalt ($50,000). The contractor will obtain the
asphalt through the asphalt vendor we use since our prices are much less than what
Guzman Construction would charge. At the daily rate Guzman has quoted, factored by
two crews and given the amount available to fund the contract, the two contract crews
will be repairing potholes for a period of about 8 weeks. The $50,000 in materials will
provide for approximately 1,700 tons of asphalt.
It was previously stated at the last City Council meeting that our City crews will make
pothole repairs through the entire City within 8 weeks and this statement still holds true,
however, potholes are continuing to develop on streets after repairs have been made.
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The use of contract forces will provide an opportunity to respond to complaints more
promptly, expedite repairs and go back to streets where new potholes have developed.
On average, we field 4, two-man pothole repair crews. The number of crews varies
since we are also performing our mill and overlay program in order not to fall behind in
this important pavement rehabilitation program. Adding the 2 contract crews means we
will have an average of 6 pothole repair crews.
Financial Impact:
Funds are available from several existing capital improvement projects for pothole
repairs. In the Y:z cent Sales Tax Fund there is a total of $102,000 available. There is
$52,000 in account number 129-367-5504-7156 (SS04-13, Various Street/Safety
Improvements) and $50,000 in account number 129-367-5504-7357 (SS04-54, Street
Repairs at Various Locations).
In the Gas Tax Fund there is $73,000 that is available to be transferred to pothole repair
from account 126-369-5504-7345 (SS04-35, Misc. EDA Street Projects). After
transferring $73,000 there will be a remaining available balance of $100,000 for SS04-
35, which is sufficient funding for the work that can be completed in FY 04-05. If
additional funding is needed for the project in order to complete it, additional funds will
be added to the project as part of the FY 05-06 CIP/Budget process.
The above funds identified for pothole repair total $175,000, which is sufficient to cover
the costs of Guzman Construction and Matich Corporation as outlined in the staff report.
Recommendation:
1. Adopt resolution.
2. Authorize the Director of Finance to amend the FY 04-05 budget by transferring
$73,000 from account number 126-369-5504-7345 to account number 126-369-5504-
7156 for pothole repair as outlined in the staff report.
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RESOLUTION NO.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL AUTHORIZING
A PURCHASE ORDER BE AWARDED TO GUZMAN CONSTRUCTION FOR THE
REPAIR OF POTHOLES WITHIN THE CITY OF SAN BERNARDINO, EXEMPTING
THE AWARD FROM THE CITY'S PURCHASING REQUIREMENTS AND
AUTHORIZE AN INCREASE TO THE PURCHASE ORDER TO MATICH
CORPORATION FOR THE PURCHASE OF MATERIALS USED FOR ROADWAY
PAVEMENT REHABILITATION.
SECTION 1. That Guzman Construction provides services for roadway pothole
repair; pursuant to that the Purchasing Manager is hereby authorized to award a purchase
order to Guzman Construction for roadway pothole repair in the total amount not to exceed
$125,000.00.
SECTION 2. That the Mayor and Common Council exempt the award of a
purchase order to Guzman Construction from the City's purchasing requirements pursuant
to Municipal Code Section 3.04.010, B.3 Purchases approved bv the Mavor and Common
Council for the reasons stated in the attached staff report.
SECTION 3. That Matich Corporation provides asphalt materials for City street
repairs; pursuant to this determination the Purchasing Manager is hereby authorized to
increase purchase order 205419 to Matich Corporation by $50,000 for a combined total
amount of$187,866.
SECTION 4. The Purchase Orders to Guzman Construction and Matich
Corporation shall reference this Resolution No. 2005-~; and its attached staff report.
SECTION 5. The authorization to execute the above referenced Purchase Orders is
rescinded ifnot issued within sixty (60) days of the passage of this resolution.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL AUTHORIZING A
PURCHASE ORDER BE A WARDED TO GUZMAN CONSTRUCTION FOR THE REPAIR OF
2 POTHOLES WITHIN THE CITY OF SAN BERNARDINO, EXEMPTING THEA W ARD FROM
THE CITY'S PURCHASING REQUIREMENTS AND AUTHORIZE AN INCREASE TO THE
3 PURCHASE ORDER TO MATICH CORPORATION FOR THE PURCHASE OF MATERIALS
USED FOR ROADWAY PAVEMENT REHABILITATION.
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5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a
meeting thereof, held
7 on the day of
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COUNCIL MEMBERS: AYES
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ESTRADA
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LONGVILLE
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MCGINNIS
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DERRY
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KELLEY
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JOHNSON
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MCCAMMACK
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.2005, by the following vote, to wit:
NAYS
ABSTAIN
ABSENT
Rachel G. Clark, City Clerk
The foregoing Resolution is hereby approved this _ day of
,2005.
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JUDITH V ALLES, Mayor
City of San Bernardino
Approved as to form and
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