TO: Mayor and Commissioners
FROM: Missie Barletto, Deputy Director, Public Works
THROUGH: Neal de Jesus, Interim City Manager
DATE: April 16, 2019
Title
APPROVAL OF AMENDMENT NO. 1 WITH M & M ASPHALT MAINTENANCE, INC. D/B/A ALL COUNTY PAVING FOR GENERAL ROADWAY AND MISCELLANEOUS CONSTRUCTION SERVICES UTILIZING THE CITY OF WEST PALM BEACH SOLICITATION NO. ITB 14-15-134, AND TO INCREASE THE NOT-TO-EXCEED AMOUNT OF $300,000 TO $560,000.
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Recommended Action:
Recommendation
Motion to approve Amendment No. 1 with M & M Asphalt Maintenance, Inc. d/b/a All County Paving for General Roadway and Miscellaneous Construction Services for a total agreement value not-to-exceed $560,000 and authorize the City Manager to approve and execute agreement renewal options, in the amounts listed below, contingent upon appropriation of funds.
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Background:
On October 22, 2015 the City of West Palm Beach awarded an agreement to M & M Asphalt Maintenance, Inc. d/b/a All County Paving for General Roadway and Miscellaneous Construction Services (Solicitation No. 14-15-134). The initial term of the agreement was valid through October 21, 2018 with two one-year renewal options. The City of West Palm Beach exercised the first one-year option to renew the agreement through October 21, 2019
The City of Delray Beach (City) performs routine roadway and milling and repaving of City roads and parking lots on a rotating basis based on their Overall Condition Index Rating (OCI). Roadways which exhibit an OCI rating between 50 - 70 typically only require milling and repaving to bring their OCI rating up to 100. Furthermore, it is estimated that the repaved roadways and parking lots will have a new life expectancy of approximately 10-15 years. This agreement will allow the Public Works Department to conduct milling and repaving construction services for roadway and parking lots within the City's municipal limits.
Newly repaved roadways and parking lots ensure the longevity, cleanliness, proper drainage requirements, and optimum safety for residents driving on City streets. The Public Works Department identified six (6) City parking lots for milling and resurfacing.
The roadway and parking lot construction project will include the following criteria:
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1) Maintenance of Traffic (MOT) |
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2) Milling roadways/parking lots |
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3) Paving roadways/parking lots |
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4) Installation of required stripping (Thermoplastic & Paint) |
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5) Installation of required reflective pavement markers |
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6) Car wheel stops |
The Public Works Department is requesting an increase to the not-to-exceed contract amount from $300,000 to $560,000 to perform the detailed roadway and parking lot work. Staff anticipates scheduling the roadway/parking lot construction in May and all will be completed by October 21, 2019.
Should the City exercise the renewal options provided in the contract, the cumulative contract value is provided below.
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Estimated Contract Value |
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Renewal Term 1: |
October 22, 2018 - October 21, 2019 |
$560,000 |
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Renewal Term 2: |
October 22, 2019 - October 21, 2020 |
$560,000 |
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$1,120,000 |
In addition, the Utilities Department programmed the use of contract services for providing road restoration services in their annual operating budget. This contract service provides resources for promptly restoring asphalt roadways, asphalt and concrete driveways, and concrete sidewalks that may have been damaged in the performance of utility repair and maintenance activities. This contract service will supplement activities performed by Public Works/ Streets and Traffic group. The Utilities Department annual contracted value is $110,000.
This motion is in accordance with the Code of Ordinances Section 36, Commission Approval Required and Purchasing Policies, Accessing Contracts from Other Government Agencies and Not-for-Profit Organizations.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
377-41-340-545.63-90 (Capital Outlay Other Improvements)
377-41-340-541.63-17 (Capital Outlay Street Reconstruction / Force Main Replacement; if needed)
Funding for water and sewer related work will be from the division’s operating accounts, 441-36-270-536.34-90 and 441-36-283-536.34-90 (Other Contractual Services), as needed.
Timing of Request:
This action is very time sensitive in order to meet the short deadline of October 21, 2019.