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AGENDA ITEM REVIEW FORM |
5.A.
Regular City Council Meeting
- Meeting Date:
- 02/08/2017
- Department Head:
- Eulogio Vera
- Submitted By:
- Manuel Rojas, Assistant Public Works Director, Public Works Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the approval to award a one-inch (1") asphaltic concrete overlay project to DPE Construction for the International Plaza Two Subdivision and waive formal purchasing requirements as is allowed under San Luis City Code-Purchasing Section 36.01(H). (Eulogio Vera, Public Works Director)
SUMMARY:
As part of the Pavement Preservation Project Fiscal Year 2017, staff recommends application of a one-inch (1") asphalt overlay to the International Plaza Two Subdivision streets. After assessing the condition of the street in the subdivision, staff proceeded with a 1" asphalt overlay test trial at Santa Fe Drive, which due to the good results led to providing the same to the Price Center parking lot. Staff estimated project cost based on the Price Center parking lot prices but all quotes received had the cost per square yard higher than expected. Staff recommends the approval of the overlay project by DPE Construction for a total of $40,164.00 to compete all the side streets for the entire subdivision. We can leave out a street and stay under the $35,000.00 allowed by procurement code or advertise for bids but since we don't expect asphalt price to decrease, we believe that doing it now will be beneficial.
The San Luis City Code-Purchasing Section 36.01(E) requires three (3) written quotes for amounts of $15,000.00 up to $34,999.99. On this project DPE Construction gave the lowest quote. However, the total amount will be $40,164.00. The San Luis City Code-Purchasing Section 36.01(F) requires formal bidding for amounts of $35,000.00 and above. However, a bidding process would be an unnecessary expense to the City in this case, given the lowest quote was DPE Construction. Staff is recommending that the formal purchase procedures be waived as is allowed under the San Luis City Code-Purchasing Section 36.01(H).
The San Luis City Code-Purchasing Section 36.01(E) requires three (3) written quotes for amounts of $15,000.00 up to $34,999.99. On this project DPE Construction gave the lowest quote. However, the total amount will be $40,164.00. The San Luis City Code-Purchasing Section 36.01(F) requires formal bidding for amounts of $35,000.00 and above. However, a bidding process would be an unnecessary expense to the City in this case, given the lowest quote was DPE Construction. Staff is recommending that the formal purchase procedures be waived as is allowed under the San Luis City Code-Purchasing Section 36.01(H).
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE DPE CONSTRUCTION FOR THE INTERNATIONAL PLAZA TWO SUBDIVISION ONE-INCH ASPHALTIC CONCRETE OVERLAY PROJECT AS PRESENTED AND I FURTHER MOVE TO WAIVE FORMAL PURCHASING PROCEDURES FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $40,164.00
- BUDGETED:
- $450,000.00
- AVAILABLE TO TRANSFER:
- N/A
- GL ACCT # & NAME/REMAINING BALANCE BEFORE PURCHASE:
- 200-210-90010 Capital Outlay - Improvement Roads
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
As part of the Pavement Preservation Project FY17, staff recommends the application of a 1" overlay to the Plaza Two, total amount of $40,164.00.
HW Users Division 200-210-90010 Capital Outlay - Improvement Roads $524,893.69
HW Users Division 200-210-90010 Capital Outlay - Improvement Roads $524,893.69