ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with a Request to Authorize Change Order #4 for a One-Year Extension of the 2014 ANNUAL DRAINAGE REPAIR CONTRACT with J.C. DILLON, INC. to December 31, 2016, and to Authorize the City Manager to Execute the Change Order for a Total Budget Amount of $640,000.00. (Amends 13-502; Also Refer to 14-388-A, and 14-474) [All Council Districts]
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BACKGROUND: The City has awarded an Annual Drainage Repair Contract since 2010. This annual contract has eliminated the delays experienced waiting for the designing, bidding, letting and Council approval of individual contracts for each repair project. The repairs are designed “in the field” and paid based on a time and materials bid. This approach allows the Public Works Department to continue to be responsive to residents with drainage concerns caused by failing city-owned storm sewer infrastructure. The 2014 time and materials contract allowed Public Works to complete 21 storm sewer repair projects. The contract was approved by Council on December 10, 2013 under Item #13-502. On September 23, 2014 under Item #14-388-A, Council approved Change Order #1 in the amount of $200,000 to address high severity projects such as 6400 North Devonshire Drive and 7335 North Manning Drive. On December 10, 2014 under item 14-474, Council approved Change Order #2 in the amount of $500,000 to continue the Annual Repair Contract in 2015. Change Order #3 was processed on January 5, 2016 to extend the 2014 contract times.
J.C. Dillon has been the low bidder for this contract since 2010. The 2014 contract allowed for up to two additional one-year contract extensions. The original unit prices bid shall remain in effect for the contract extensions. Any equipment or material costs that have increased 25% or more from the time of the original 2014 bid will be evaluated for an increase on a case by case basis. The contract change is germane to the original contract as signed.
J.C. Dillon, Inc. is a local business, and has successfully and satisfactorily performed this contract work for the City.
The Good Faith Efforts documentation submitted by J.C. Dillon, Inc. in 2014 was reviewed and approved by the Equal Opportunity Manager. The company will continue to utilize, as needed, one MBE firm to perform trucking services.
Foth, Infrastructure & Environment, LLC was the Engineering Firm overseeing this contractor from 2012- 2015 under the Master Agreement. In 2016, Public Works Engineering staff will oversee the contract.
FINANCIAL IMPACT: The budget for this construction contract is $640,000 in the proposed 2016 Community Investment Plan. By extending the contract, the projects will be constructed using the 2014 bid prices unless actual costs have increased by more than 25%.
NEIGHBORHOOD CONCERNS: Storm sewer failures are a safety risk to the public.
IMPACT IF APPROVED: Repairs to City drainage infrastructure in 2016 will be made through the contract extension at the original 2014 contract prices unless actual costs have increased by more than 25%.
IMPACT IF DENIED: Staff will advertise for bids for the 2016 Annual Drainage Repair contract.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER: J.C. Dillon, Inc. has current EOO Cert. #01011-161231.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
2. Attractive Neighborhoods with Character: Safe and Livable
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Reinvest in neighborhoods.
3. Have an efficient government.
DEPARTMENT: Public Works