11-01-2013 BPU RPT 07 - Laserfiche WebLink

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W A T E R E N E R G Y t 1 3 E RIVERSIDE PUBLIC UTILITIES PUBLIC UTILITIES Board Memorandum BOARD OF PUBLIC UTILITIES DATE: November 1, 2013 ITEM NO: 7 SUBJECT: EXTENSION OF WATER DIVISION CONTRACTORS' PANEL - PAVING CATEGORY ISSUE: The item for Board of Public Utilities consideration is approval of a three-year extension of the Water Division Contractor's Panel-Paving Category for the Public Utilities' water system construction paving projects and paving maintenance work. RECOMMENDATIONS: That the Board of Public Utilities: 1. Approve a three-year extension of the term of the Master Agreement for Water Division Contractor's Panel - Paving Category for Various City Locations on an As-Needed Basis for each of the 16 members of the Water Division Contractors` Panel; and 2. Authorize the City Manager, or his designee, to execute such extension agreements. BACKGROUND: On November 19, 2010, the City Council authorized the establishment of the Water Division Contractor's Panel - Paving Category for the Public Utilities' water system (Panel), and adopted a resolution to waive the formal bidding requirements of Riverside City Charter Section 1109 for the work to be performed by the Panel. Upon request, additional contractors may be added to the Panel at any time if contractors complete the Department's qualifying process, execute the Master Agreement and complete all other legal requirements. The City Council authorized the Public Utilities General Manager to add additional qualified contractors to this Panel from time to time with subsequent reports back to the Board of Public Utilities. The City Council also authorized the City Manager to execute the Master Agreements with each listed Panel member, including any members subsequently added to the Panel. A Master Agreement was executed with qualifying contractors through October 23, 2013 that defined the general terms and conditions and special provisions required to do work for the City of Riverside Public Utilities. Water Division Contractor's Panel-Paving Category When work is needed, project plans, specifications and bid proposal documents are sent to all qualifying contractors on the Panel. Just as in a formal bid, the contract is awarded to the lowest responsive bidder. In the last three years, the Water Division has awarded 20 contracts between $20,000 and $300,000. The use of the Panel has enabled Public Utilities to meet customer service deadlines and urgent relocation and upgrade work. To maintain the efficiency of the Water Division's upcoming projects, staff is recommending that the Panel be extended for another three years with the same provisions as approved on November 19, 2010. The Board will continue to approve the expenditure for such projects in excess of$50,000.