REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Purchase Order to Precision Concrete Cutting in the Amount of $385,000 for Sidewalk Assessment and Concrete Grinding Services (F25-124)
Report
REPORT IN BRIEF
Approval is requested to authorize the issuance of a Purchase Order to Precision Concrete Cutting of Oakland, CA, in an amount of $385,000 for sidewalk assessment and concrete grinding services. Approval is also requested to authorize the City Manager to increase the purchase order amount, subject to available budget and if pricing and service remain acceptable to the City. The authorization for additional funding would provide flexibility to utilize this cost effective sidewalk repair approach if the assessment identifies more suitable locations than estimated.
EXISTING POLICY
Pursuant to Section 2.08.040 (d) of the Sunnyvale Municipal Code (SMC), Council approval is required for the procurement of goods and/or services greater than $250,000 in any one transaction.
Section 2.08.220(b) of the Sunnyvale Municipal Code authorizes the purchasing officer to direct the city’s participation with one or more governmental, public or quasi-public agencies in a cooperative agreement for the procurement of goods and/or services, provided that at least one of the agencies has solicited bids.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301(c) for existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities.
BACKGROUND AND DISCUSSION
The City of Sunnyvale has a backlog of pending concrete repairs, including sidewalks, driveway aprons, curbs, and gutters that totals approximately 4,500-locations. The concrete repair locations are mainly identified through notifications from residents and citizens in the community. This backlog has resulted in numerous potential tripping hazards requiring temporary short-term mitigation to create safe travel paths for pedestrians and vehicles. Additionally, the City needs to update its existing data on these concrete and sidewalk repair locations to help prioritize and evaluate the most efficient type of long-term repair, and to provide this information in a more transparent and accessible way for both City staff and residents. To address these issues, staff is recommending a purchase order with Precision Concrete Cutting (PCC), a specialized contractor that will help address the backlog by completing some sidewalk repair work and updating the City's data for the backlog locations. PCC uses a horizonal saw to cut the concrete and remove the offset in the sidewalk for certain locations as well as inspecting and documenting each location.
In April 2024, the City of Pleasanton solicited an RFP for sidewalk maintenance and repair, awarding a contract to Precision Concrete Cutting (Attachment 1). Staff received authorization from the City of Pleasanton to participate in the terms and pricing of their procurement, which complies with the City’s procurement policy.
PCC's scope of work will involve conducting inspections and evaluations of approximately 2,600 locations across the City and performing cost effective, horizontal concrete cutting at appropriate locations. The locations will be grouped as geographic areas to allow for cost and time efficiency for the project. The initial geographic areas have not been determined but staff will work with the contractor to determine if there are any areas with a more significant number of locations or areas with higher pedestrian volumes. PCC will visually inspect each location for potential tripping hazards and damage. They will assess each location, document the severity of the conditions, and create a photographic record. PCC will compile and deliver its findings in a GIS-compatible report, complete with detailed information on the offset heights, exact locations, square footage of areas needing replacement, and accurate cost estimates. The report will also include recommendations for each location, specifying whether concrete shaving, full replacement, or no action is required. Based on early estimates, the horizontal saw cutting technique could resolve 10 to 15% of the locations on the backlog, it not more.
Further, PCC will also deliver a comprehensive online database for real-time access to updated sidewalk condition data for those locations evaluated by PCC, giving City staff a transparent view of current conditions and repair needs. The cost of services for the approximately 2,600 locations is expected to be $385,000.
FISCAL IMPACT
Budgeted funds are available under Project 829400 - Sidewalk, Curb and Gutter Replacement (Attachment 2). Funding sources for this project include the General Fund, 2016 Measure B funds and Transportation Impact Fee revenue.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Authorize the issuance of a purchase order to Precision Concrete Cutting in an amount of $385,000 for sidewalk assessment and concrete grinding services;
- Authorize the City Manager to execute the purchase order when all necessary conditions have been met; and
- Authorize the City Manager to increase the purchase order subject to available budget and if pricing and service remain acceptable to the City.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $250 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
_X_ Competitively bid contract*
___ Labor or personal employment contract
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Dennis Jaw, Acting Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. City of Pleasanton Agreement
2. Project Financial Summary - 829400