AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
title
MASTER SERVICES AGREEMENT WITH GENTRY GENERAL ENGINEERING INCORPORATED FOR STREET AND ALLEY MAINTENANCE AND IMMEDIATE REPAIR SERVICES
summary
Summary:
The City Council will consider entering into a Master Services Agreement with Gentry General Engineering Incorporated for the Citywide Alley Improvement Project and as-needed immediate repair services. Under the proposed agreement, Gentry General Engineering would perform the scope of work in the Citywide Alley Improvement Project and serve on an as-needed basis to provide immediate repair services at sidewalks, streets, and alleys throughout the City. If approved by the City Council, the proposed agreement would serve for a term of one year, at a not to exceed amount of $450,000.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system, and recreational spaces.
recommendation
Recommendation:
Authorize the City Manager to award a Master Services Agreement to Gentry General Engineering Incorporated for as-needed street, alley, and immediate repair services for a term of one year, for a not-to-exceed amount of $450,000 in a form approved by the City Attorney. The term of this proposed agreement is for one year with the option of no more than three additional one-year extensions.
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Fiscal Impact:
The total amount requested for this agreement is $450,000. The City’s Capital Improvement Project budget for the City-Wide Alley Improvement Project (90.25001) is $350,000. Additionally, $50,000 is available in the FY 2024-25 Operations Budget - Street Maintenance Account (100-95-5581), with another $50,000 is available in the Water Operations account (500-40-5560) for sidewalk and street maintenance following any water line emergency repairs. These proposed combined funds would satisfy the requested amount.
Background and Analysis:
The Public Works Department is responsible for maintaining and repairing all City streets, alleys and sidewalks. The City of Signal Hill includes approximately 35 miles of roadway, 7 miles of alleys, and 49 miles of sidewalk, all within the public right of way. The Public Works Department oversees various programs to ensure timely and adequate maintenance. As discussed briefly below, the City maintains separate programs to manage pavement, sidewalk, and alleys.
The Pavement Management Plan (PMP) outlines pavement management strategies based on current conditions and provides recommendations for long term maintenance to improve the overall Pavement Condition Index (PCI) of all streets. The Public Works Department schedules an annual Capital Improvement Project (CIP) to ensure proper pavement maintenance according to the PMP.
The Sidewalk Maintenance Program addresses sidewalks that have been damaged by tree root growth or ground settlements that have been deteriorated over time. This program involves regular sidewalk inspections and generation of a prioritized list of sidewalks in need of repairs based on the degree of displacement. The City develops a report to inform annual capital projects for sidewalk repair and undertakes the work as needed.
The Public Works Department’s Street Division consistently inspects and repairs city alleys, manages weed control, removes abandoned materials, addresses potholes, and performs various roadway maintenance tasks. By augmenting staff efforts with contracted services, the City can effectively address deferred maintenance, particularly in alleys. In FY 2024-25, the Public Works Department will launch a Citywide Alley Improvement Project focused on pavement and concrete repairs in the alleys most in need of attention. The Alley Improvement Project will prioritize repairs in alleys that exhibit significant damage and require frequent maintenance.
RFP Circulation Process
On July 19, 2024, staff issued a Request for Proposal (RFP) for the preparation of the Master Agreement for Streets and Alley Maintenance and Immediate Repair Services. The City posted the RFP at the following locations:
• PlanetBids via the City’s online portal
• City Website
• Public notice locations as identified in Signal Hill Municipal Code Section 1.08.010
Staff sent a notification to prospective vendors through the City’s electronic bidding system; 30 prospective proposers downloaded the contract documents. The proposals were due to the City on August 9, 2024.
Proposal Opening
The City received proposals from We R Builders, Incorporated and Gentry General Engineering, Incorporated by the proposal deadline. Staff verified that both proposals were complete and met the City’s requirements. Staff conducted reference checks, confirming that both companies are properly licensed and have the experience to perform the work under this agreement.
Evaluation Process
The City’s Selection Committee, consisting of the Public Works Director, Deputy Public Works Director, and Contracts Manager, evaluated the proposals using the following criteria:
A. Ability to perform specific tasks.
B. Qualifications of the specific firm’s experience working in similar projects.
C. Reasonableness of the schedule to complete each task element.
D. Rate schedule provided.
Contractor Selection
After careful evaluation, the City’s Selection Committee determined Gentry General Engineering Incorporated (Gentry) to be the most qualified proposer. Gentry demonstrated the required experience to perform the various tasks required under this agreement. Gentry also provided examples of similar projects completed or ongoing in the cities of Anaheim, Baldwin Park, Downey, and Hermosa Beach.
If approved by the City Council, staff would issue Gentry a Notice to Proceed with a tentative commence date in September 2024 to begin the Citywide Alley Improvements and provide as-needed street and alley repairs for the contract’s one-year term.
Reviewed for Fiscal Impact:
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Sharon del Rosario
Attachments:
A. Master Agreement with Gentry General Engineering