HomeMy WebLinkAboutItem 5e. Approve Special Provisions for Job Order Contract for Streets and Sidewalk Maintenance 2023 (Spec. No. 1000199) Item 5e
Department: Public Works
Cost Center: 5006
For Agenda of: 11/7/2023
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Manny Guzman, Construction Engineering Manager
SUBJECT: APPROVE SPECIAL PROVISIONS FOR JOB ORDER CONTRACT FOR
STREETS AND SIDEWALK MAINTENANCE 2023, SPECIFICATION NO.
1000199
RECOMMENDATION
1. Approve Special Provisions for Job Order Contract for Street and Sidewalk
Maintenance 2023, Specification No. 1000199; and
2. Authorize staff to advertise for bids; and
3. Authorize the City Manager to award the contract to the lowest responsive bidder.
POLICY CONTEXT
Job Order Contracting is authorized by Section 901(E) of the City’s Charter and Municipal
Code Section 3.24.145. Purchasing Guidelines for Job Order Contracts were approved
by Council via Resolution No. 10621 (2015 Series) (Attachment B).
DISCUSSION
Background
Job Order Contracting is an alternative bidding procedure that was approved by the voters
and added to the City’s Charter on November 5, 2002 (Attachment A). It provides for on
call infrastructure repair contracting. The Job Order Contract (JOC) provisions enable the
City to perform construction projects for the repair, remodeling, or other rep etitive work
under a competitively bid unit price contract. This ensures the City gets a consistent price
while speeding up project delivery where detailed design is not required.
The City first implemented a JOC program shortly after the Charter amendme nt was
approved by the voters. The Gordian Group was retained to develop the JOC program in
which 160,000 pre-priced construction tasks were developed, and the contractors bid a
percentage markup. The City used this contract for about 2 years. The 2003 JOC lapsed
in 2005.
Page 77 of 231
Item 5e
Engineering staff revisited the JOC concept in 2011 and created a more focused
specification targeting trench repairs needed after emergency pipeline repairs occur.
Instead of bidding a JOC program that covers every imaginable type of work and
essentially pays the contractor for each worker and each piece of equipment that is used
to complete the work, a program was developed to bid on the finished product. This
methodology is consistent with other types of projects the City completes and has made
it simpler for the contractors to prepare and submit proposals and streamlined delivery of
work. In 2013, the JOC was expanded to include concrete repairs as additional funding
was provided through the Financial Plan that increased the City’s budget for infrastructure
maintenance.
Over the past two years, engineering staff has generated 45 Task Orders using Job Order
Contracting, totaling over $1,116,000. This has proven to be an effective approach to
handling pavement repairs and other maintenance work items. The Job Order Contract
has been used to repair over 14,000 square feet of trench patches, 5,500 square feet of
sidewalk, and 50 lineal feet of curb and gutter, and to perform potholing at 140 locations
to provide higher quality design work and reduce change orders. The proposed Job Order
Contract for Streets and Sidewalk Maintenance 2023 is modeled after the successful
Maintenance Work JOC 2016, 2019, and 2021 that included maintenance work items to
repair sidewalks and trenches and a series of other miscellaneous items that help staff
address complaints and emergency repairs.
The current JOC is in its second year and is set to expire on November 8, 2024. The
current contractor, Souza Engineering Contracting, Inc., has requested to be released
early from the contract as they have limited labor and are unable to fulfill the contract work
in a timely manner. Staff supports the release of Souza as the Project Contractor mainly
because the current JOC does not provide adequate language to enforce the
commencement of work after task orders have been issued. With a revised contract, Staff
will be able to better control and project start and completion dates for all future work done
with the JOC. To keep the JOC available to the City, the Special Provisions will need to
be re-bid and awarded to a new contractor.
How the Job Order Contract is Managed and Monitored
When maintenance work covered under the JOC is needed, the repair cost is calculated
based on the contract unit prices. Engineering staff creates a Task Order with the work
scope identified, and any location or special provision information provided to the
contractor. The contractor then can ask questions or identify elements overlooked in the
Task Order. Once the contractor accepts the Task Order, it is authorized by the City
Engineer for projects if funding is available within approved budgets. Task Orders more
than the approved budget will be presented to Council for approval. This process follows
the updated City Purchasing Policy and the authorization limits set by Council in
Resolution No. 10621 (Attachment B).
Page 78 of 231
Item 5e
Public Engagement
Work covered by Job Order Contracting is funding by Capital project budgets included as
part of past Financial Plans and the current 2023-25 Financial Plan. At time of budget
adoption, the public was provided an opportunity to review and comment upon all capital
project work. The Public Engagement and Noticing Manual will be followed when work is
carried out with the JOC.
CONCURRENCE
The Public Works and Utilities Departments concurs with the recommendation of this
report.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review pursuant to Section 15301 Class 1
(Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines since
it is a maintenance and replacement project of existing facilities. A Notice of Exemption
has been filed with the Community Development Department.
FISCAL IMPACT
Budgeted: N/A Fiscal Year: N/A
Funding Identified: N/A
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund
State
Federal
Fees
Other:
Total $N/A $N/A $N/A $N/A
The award of the contract does not obligate any funds for construction. Once the contract
has been executed, work will be scoped, and Task Orders issued for work budgeted and
appropriated through the adoption of the City’s Financial Plan. The funding sourc es for
this work are primarily the Street Reconstruction and Resurfacing (R&R) Annual Asset
Maintenance Account, Water Distribution System Improvement – Trench Repair Annual
Asset Maintenance Account, Collection System Improvement Annual Asset Maintenance
Account, and the Sidewalk Repair Annual Asset Maintenance Account.
Page 79 of 231
Item 5e
ALTERNATIVES
Deny authorization to advertise. The City Council may choose not to authorize the
advertisement of the project. This is not recommended because the JOC program is a
cost-effective way to get necessary maintenance work completed in a short period of time.
ATTACHMENTS
A - Job Order Contracting and Alternative Bidding Procedure
B - Resolution No. 10621 – Updated Purchasing Guidelines
C - Special Provisions
Page 80 of 231
FROM:
C,
council
aqenba Reporit
CITY OF SAN LUIS OBISPO
Michael D. McCluskey, Public w?v· r • Director
Bill Statler, Director ofFin_~ce
Jay D. Walter, City Engineer
1J
Mcctina:Datc: 4-15-03
I,.,.Nwnbcr
SUBJECT: JOB ORDER CONTRACTING AND ALTERNATIVE BIDDING PROCEDURES
CAO RECOM1\.1ENDATION
Introduce an ordinance amending Chapter 3.24 of the Municipal Code to provide for the use of Job
Order Contracting and Alternatlve Bidding Procedures for construction projects.
DISCUSSION
Background
The City's Mission Statement and the Council's budget and fiscal policies both strongly
encourage enhancements in productivity, including changing cumbersome procedures.
In December 2001, the Director of Public Works authorized staff to research additional methods
to accomplish construction projects. After a review of the existing Public Contract Code and
inquiring of several cities and counties, we found two alternative methods that are in broad use
throughout the state: Job Order Contracts (JOC) and the Uniform Public Construction Cost
Accounting Act (Alternative Bidding Procedures), wnich offer added methods for cities to
accomplish construction projects. They are particularly beneficial when focusing on smaller,
repetitive-type projects that can be accomplish~d quickly without the need for the same formal
plans and specifications that larger, more complex projects require. Based on the experience of
other agencies (including Cal Poly and the County), these added methods could significantly
enhance the Engineering Division's ability to deliver construction projects for the City faster and
at a lower cost.
Charter Amendments. On May 7, 2002, the Cou·ncil conceptually implementing the two
alternative methods for construction project contracting; and on June 18, 2002, formally
authorized placing a measure on the November 5, 2002 ballot to amend the City Charter to allow
their use. The voters overwhelmingly approved Measure L-02 by 77%.
Current Policies and Procedures. The City's current purchasing policies ·and procedures
governing construction projects are set forth in a number of documents, including the California
Public Contract Code, City Charter, Municipal Code, Purchasing Resolution and Financial
Management Manual. In addition to amending the Charter, the City now needs to amend the
Municipal Code regarding formal bidding procedures (Article III of Chapter 3.24) in order to
implement JOC aQd alternative bidding procedures. The City's Purchasing Resolution will also
need to be amended and this is the subject of a companion agenda item ..
Page 81 of 231
Job Order Contracting and Alternative Bidding Procedures Page2
Municipal Code Amendments
Only Article III of the City's purchasing ordinance (Chapter 3.24 of the Municipal Code), which
addresses the City's formal bidding procedures, needs to be amended to implement JOC and
alternative bidding procedures: all other provisions of the City's purchasing ordinance remain the
same. The proposed revisions to Article III are highlighted in Exhibit A of the attached
ordinance (the new text is shaded and the deleted text is struck thro1:1gh). The following
summarizes the changes.
Job Order Contracting. As previously discussed with the Council, JOC allows the use of a fixed
unit-price contract for indefinite quantity contracts for maintenance-type construction contracts.
In preparing the specifications for this master contract, • a detailed and comprehensive
'"Construction Task Catalog" with general specifications and a "'baseline" cost is prepared for
each specific task that is allowed to be performed under the master contract. The City then
invites formal bids from general contractors, who will bid using a percentage adjustment factor
(up or down) to be applied against the "baseline" unit prices in the bid document. The JOC
award is then made to the contractor with the lowest adjustment factor.
Work is subsequently performed under the JOC by the use of individual Task Orders, which are
specific proposals agreed to by the City and the contractor on a project-by-project basis using the
fixed unit-prices specified in the master contrac.t. The authority to approve Task Orders is set
forth in the City's Purchasing Resolution. As discussed in the companion agenda item, we
recommend that the City Engineer be authorized to approve JOC Task Orders up to $25,000; and
that CAO approval be required for an Task Orders in excess of this amount. Regardless of the
amount, all Task Orders will be subject to the requiteinent that the amount be equal to or less
than the budget amount specifically approved by the Council for each project. This will be
verified through the rigorous "CAO Report" and purchase order process already in place for all
purchases.
On December 17, 2002, the Council approved contracting with The Gordian Group to develop
the extensive catalog and specifications needed to implement the JOC system. We plan to return
to the Council for approval of these documents in June 2003. Once these are approved by the
Council, with the addition of Section 3.24.145 in the attached Municipal Code amendment, we
will be then be able to implement the JOC program in accordance with Charter requirements.
Alternative Bidding Procedures. Until the Charter amendment approved by the voters in
November 2002, all City construction contracts were governed by a Charter provision adopted in
1955, which in turn referenced a State Public Contract Code dating to the 1930's. The affect of this
was to limit the ability for City employees to do minor construction work ($5,000 or less, including
staff time, materials and equipment use), and to require formal bids for all construction work in
excess of $5,000. While these dollar limits made sense seventy years ago, they don't any longer.
The framers of the 1955 Charter tried to account for the passage of time by linking dollar limits to a
specific section of the State Public Contract Code, rather than specifying a dollar amount in the
Charter itself, under the reasonable assumption that over time, the State would amend the dollar
amounts in the referenced code section. Unfortunately, the State never has. Instead, in 1985 it
adopted ·•a1temati ve bidding procedures" in a separate section of the Public Contract Code than the
Page 82 of 231
Job Order Contracting and Alternative Bidding Procedures
one specified in the Charter. These "alternative bidding procedures" created the updated limits
envisioned by the 1955 Charter framers by:
1. Allowing the use of "force account" (City staff and materials) for projects of $25,000 or less.
2. "Open market" soliciting of bids by phone, fax or letter forprojects of $25,000 or less.
3. Direct solicitation of formal bids from qualified contactors (with notice to construction trade
journals) for projects of $25,000 to $100,000.
In exchange for easing the requirements for lower-vitlue projects, the alterative procedures increase
them for projects costing more than $100,000: published notice 14 days b~fore bids are due is
required (versus the current 10-day requirement}; and mailed notice to trade journals 30 days before
the bids are due is required (which isn't currently required at all). •
With approval of the Charter amendment, the City can now use these "alternative bidding
procedures." The changes and additions to Sections 3.24.150, 180, 185 and 187 of the proposed
amendment are toimplementthe alternative procedures in accordance with Charter requirements ..
Proposed Purchasing Guidelines Update
A companion staff report titled ''Purchasing Guidelines Update" gives an overview of the City's
current purchasing system and outlines the proposed resolution changes also needed to
implemeClt JOC an:d the alternative bidding procedures, and integrate these changes into the
City's overall purchasing system.
CONCURRENCES
In addition to the Council's action to authorize ·a ballot measure to amend the Charter, the SLO
County Builders Exchange supported the City's adoption of both alternative methods.
FISCAL IMPACT
There are no direct fiscal impacts in adopting the proposed update to the City's Municipal Code.
However, there will be indirect cost savings through improved organizational effectiveness and
productivity by implementing these procedures.
ALTERNATIVES
Take No Action. Without these changes to the Municipal Code, the City cannot take advantage
of the productivity improvements now envisioned in the City Charter.
ATTACHMENT
Ordinance amending Article ill of Chapter 3.24 of the Municipal Code.
G: Finance/Manuals/Financial Management Manual/200-Purchasing/Proposed Updates//Council Agenda Report-JOC/ABP
Page 83 of 231
ORDINANCE NO. (2003 Series)
AN ORDINANCE OF THE COUNCIL OF THE CITY OFSAN LUIS OBISPO
AMENDING CHAPTER3.24, ARTICLE III OF THE MUNICIPAL CODE
TO PROVIDE FOR THE USE OF JOB ORDER CONTRACTING AND
ALTERNATIVE BIDDING PROCEDURES FOR PUBLIC CONSTRUCTION PROJECTS
WHEREAS, the citizens of San · Luis Obispo approved Measure L-02 on November 5,
2002, which :imended the City Charter to authorize the use of job order contracting for
~ntenance-related projects as provided under Section 20128.5 of the Public Contract Cod~ and
alternative bidding procedures as provided under ~ection 22000 of the Public Contract Code
("UnifonRPublic Construction Cost Accounting Act") for public construction projects; and
WHEREAS, Section 901 CE:) and (F) of the City Charter states that the Council shall
es _tablish by ordinance guidelines for the use of such contracts and procedures.
NOW, THEREFORE, BE IT ORDAINED by the Council of the City of San Luis Obispo
as follows:
SECTION 1. Article III of Chapter 3.24 of th_e Municipal Code of the City of San Luis
Obispo is hereby amended as set forth in Exhibit A.
SECTION 2. A summary ofthis ordinance, approved by the City Attorney, together with
the names of the Council members voting for and against it, shall be published at least five days
prior to its final passage, in The Tribune, a newspaper published and circulated in this City. This
ordinance will go into on effect at the expiration of thirty (30) days after its final passage.
INTRODUCED on April 15, 2003 AND FINALLY ADOPTED by the Council of the
City of San Luis Obispo on _______ , 2003 on the following roll call vote:
AYES:
NOES:
ABSENT:
ATTEST:
Lee Price, City Clerk
APPROVED AS TO FORM:
-I -Page 84 of 231
AMENDMENT TO FORMAL CONTRACT PROCEDURES
Chapter 3.24 of the Municipal Code
ARTICLE ill. FORMAL CONTRACT PROCEDURE
3.24.140 Requirements for purchase.
Exhibit A
Except as otherwise provided in this chapter, purchases and contracts for supplies,
services, equipment and Construction Jlli>jects )3HBlic works ftOt eoetroHeel 8~' 1:ke Charter, which
are equal to or in excess of the bid requirement amount specified by council resolution, shall be
by written contract with the lowest responsible bidder pursuant to the procedures prescribed in
this article.
--• ---~ --~-·-·----·------_,._------
J-l4!45 JobordercontractfugJ~-----------------------_______________ --~--------
As provided in Section 901 (E) of the Charter, the city may perfonn maintenance-related
construction projects for repair, remodeling or other repetitive work under a unit-'price contract
[9r all necess~ labor, materials and eg!tlpment, subject to the following conditions:
----·----~---· -------~------A. Such contr~cts are secured on a competitive basis in accorcjance with th~_procedures
~ ------~ . I
set forth in this Article; . .
------------~ --------------------------------------------·
B. No new cO_!IStll.J.ction will be performed und~r sue~_ contractsi
-----------------------------------------------c. Tqe specifications for such contracts provide for unit-price tenns for all work that will ·---------· . •. I -------
typifally be_performed under individµal Task Ord~rs;
__ _ _ _ D.The specifications for ·such contracts establish any limits on the amount of individu~
Task Orders to be issued under the contract; or on an)'. minimum or maximum cumulative
amounts of Task Orders to be issued under the contract.;
_ E. The cowicil will spec[y limits on tne authority to approve incij..:~_4!!.&.T.~~k Orders ~i
resolution) ·~-~~-~·
3.24.150 Bids -Notice of invitation and submission.
A. Notices inviting bids shall include, but not be limited to, the following:
1. A general description of the item(s) or service(s) to be purchased, or the public
work to be constructed or improved;
2. The location where bid blanks and specifications may be secured;
3. The time and place assigned for the opening of sealed bids;
4. The type and character of bidder's security required, if any; and
5. The location and deadline for submission of bids.
B. Notices inviting bids shall be 13t:1elisheel made as follows:
tL For ~U:ppli~~. services and eg_!!!pmeftt, notices inviting bids shall be p_ublished at
l!!~t_once in the official newspaper of the city, with the first publication occurring at least ten
caj_~ndar days before the date of opening the bids.
-2-Page 85 of 231
Exhibit A
---~---
AMENDMENTTOFORMALCONTRACTPROCEDURES
_________ 2. For construction projects below an amount specified by council resolution;
notices inviting bids shall be mailed to a list of qualified· contractors, identified according to
categories of work, at least ten calendar days before the bids are due. the City Engineer is
responsible for developing and maintaining this list based on the criteria determined by the
California Uniform Construction Cost-Accounting Coqunission (herein~ter referred to as
Commission in this Chapter). Notices shall also be maHed withjn ten calendar days before the
bids are due to all construction trade journals as required by the Commission. If the city does not
have a list of qualified contractors for the particular type of work to be performed; notices
inviting bids will only be sent to the construction trade journals as required by the Commission :
If the product or service is proprietary in nature and can only be obtained from a certai.tj
contractor or contractors,_ notices. inviting bids _ will ohl:x be mailed~ to such contractor or
·contractors"
;3. For construction projects above an amount specified by council resolution;
riotices--invitin-g bids distinctly describing t_he preject be published at least once in the offici~
newspaper of the city, with the first publication occurring at least fourteen calendar days befor~
the date of opening the bids. Notices inviting bids distinctly cte·scribing the project shall also b~
I •
µiailed at least thirty calendar days bef_ote _ the date of opening bids to all construction trade
journals as required by the Commission.i
C. Sealed bids shall be identified as bids on the envelopes and shall be submitted to the
purchasing authority.
3.24.160 Bids -Security requirement.
Bidder's security may be required when deemed necessary by the purchasing authority.
Bidders shall he entitled to return of bid security. However, a successful bidder shall forfeit his
bid security upon refusal or failure to execute a contract within fifteen days after notice of award
of that contract, unless the city is responsible for the delay. The contract may be awarded to the
next lowest responsible bidder upon the refusal or failure of the successful bidder to execute the
contract within the time herein prescribed.
3.24.170 Bids -Opening and retention.
Sealed bids shall be opened in public at the time and place stated in the notice inviting
bids. A tabulation of all bids received shall be made available for public inspection until the
award of a contract. All bids shall be retained on file for a period of not less than two years.
3.24.180 Bids -Rejection.
The purchasing authority may reject:
A. Any bid that fails to meet the bidding requirements in any respect; or
___ 13. All bids, for any reason whatsoever, and m:ay readvertise for new bids pr_a.l;,andon th~
RUrchaseJ
-3 -Page 86 of 231
Ex.h}bitA
AMENDMENTTOFORMALCONTRACTPROCEDURES
--------
C. In the case· of construction projects, the council may, by passage of a resolution by a ,
four-fifths vote, declare that the project can be performed· more ecoilolaj_~a)Jy _l?y ~rpp)_gyees of
!!i~. city and Ina)'. have the project done by force account.I •
a.24.185 Bids -None receivedJ
if no bids are received, the p~ase may be made-throttg'h-negotiatei-co~t:ractorothet.
process approved by the purchasing authority, including, irt the case of construction proj~ts)
~rfomiing the work _by einp1oy¢s ofthe city by force account .I
1--.---·-· ·-·----------·---,1.---·-----~
3.24.187 Bids for construction projects .,.. In excess of limit~
·-------)n the event that all bids received for a constrµction project-are more tharithe-maiimurri
all~~e·ct under Section 22034(0 of Public Contract Code, and bids were invited pursuant to the
provisions of Section 3.24.150(B._2), the Council may, by adoption of a resolution by foi.Jr.a.fifthJ
vote, award the contract, in an amount not to exceed the maximum set forth in Section 22034(d
of Public Contract Code, to the lowest responsible bidder, if it determines that the cost estimatd
,.. t
;was reasonable. Otherwise, the bids shall be rejected; and if the agency decides to go forward
;With the proj ,ect,_:§_!t~ be re-bid in accordance With the procedures set forth in Sectio~
3.24.150(B.3))
3.24.190 Contract award.
Subject to the prior approval of the city administrative officer, contracts shall be awarded
by the purchasing authority to the lowest responsible bidder, except as follows:
A. If, at the time of bid opening, two or more bids received are for the same total amount
or unit price, quality and service being equal, and if in the discretion of the purchasing authority
the public interest will not permit the delay of readvertising for bids, then the purchasing
authority may accept the one ~ he chooses or the lowest bid obtained through subsequent
negotiation with the tie bidders.
B. Sellers, vendors, suppliers ~d contractors who maintain places of business located
withi11 the limit of the city shall be given preference if quality, price, service and all other factors
are equal.
3.24.200 Requiring bond of successful bidder.
The purchasing authority may require as a condition to executing a contract on behalf of
the city, a performance bond or a labor and material bond, or both, in such amounts as the
purchasing authority shall determine appropriate to protect the best interests of the city. The
form and amounts of such bond(s) shall be described in the notice inviting bids.
3.24.210 Det~nnination of lowest responsible bidder.
In addition to the bid or quotation price, criteria for detennining the lowest responsible
bid or quotation, for the purposes of the Charter and this chapter, shall include, but not be limited
to, the following:
A. The character, integrity, reputation, judgment, experience and efficiency of the bidder
(this may include an analysis of previous work performed for the city);
-4-Page 99~ff{l~ 'l-Page 87 of 231
Exhibit A
AMENDMENT TO FORMAL CONTRACT PROCEDURES
B. The ability of the bidder t9 perform the contract, or provide the supplies, equipment or
services required, within the time specified, without delay or interference;
C. The ability of the bidder to provide future maintenance, repair parts and replacement
of purchased equipment or supplies;
D. Compliance by the bidder with federal acts, executive orders and state statutes
governing nondfacrimination in employment; and
E. The results of any evaluation relating performance and price, such as testing, life-cycle
costing, and analysis of service, maintenance and technical data. •
-5 -Page 1 oo{gf?rfi? Page 88 of 231
RESOLUTION NO.10621 (2015 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, UPDATING PURCHASING GUIDELINES
WHEREAS, in the course of conducting City operations it is necessary to purchase a
broad range of goods and services; and
WHEREAS, the Counci l has adopted purchasing policies and procedures set forth in
Chapter 3.24 of the Municipal Code that require the Council to specify by resolution the dollar
amount of purchases and contracts requiring the use of either open market or formal bidding
procedures, and the level of authority required to authorize invitations for bids (requests for
proposals), award contracts or approve Job Order Contract Task Orders; and
WHEREAS, the Council adopted Resolution No . 9444 (2003 Series) and Ordinance No.
1435 (2003 Series) electing to become subject to the Public Contract Code and Uniform Public
Construction Cost Accounting Act, which allows alternative bidding procedures and job order
contracting; and
WHEREAS, adopted budget policies in the Productivity section call for analyzing
system and procedures to identify and remove unnecessary review requirements; and
WHEREAS, on December 16, 2014 Council amended the Productivity section of the
City budget policies to include "Maintaining City purchasing policies and procedures that are as
efficient and effective as possible"; and
WHEREAS, the subject changes to the Purchasing Guide lines will streamline the
purchasing process for public projects and consultant services -while maintaining appropriate
checks and balances -thereby making delivery of services to the community more expedient and
efficient; and
WHEREAS, the City analyzed several benchmark cities' purchasing procedures, and the
subject changes are consistent and keep pace with the current market.
NOW, THEREFORE, BE IT RESOLVED by the San Luis Obispo City Council that:
1. Resolution No. 9444 (2003) is hereby rescinded and the updated purchasing guidelines
set forth in Exhibit A are hereby adopted.
2. The updated Construction Change Order policy set forth in Exhibit Bis hereby adopted.
R 10621
Page 101 of 271 Page 89 of 231
Resolution No. 10621 (2015 Series)
Page2
Upon motion of Vice Mayor Ashbaugh, seconded by Council Member Christianson, and on the
following roll call vote:
AYES:
NOES :
ABSENT:
Council Members Carpenter, Christianson and Rivoire,
Vice Mayor Ashbaugh and Mayor Marx
None
None
The foregoing resolution was adopted this 2nd day of June 2015.
ATTEST:
APPROVED AS TO FORM:
. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
Page 102 of 271 Page 90 of 231
Resolution No. l 0621 (2015 Series)
Page 3
Section 295
PURCHASING GUIDELINES
Exhibit A
In accordance with the policy framework set fotth in Chapter 3.24 of the municipal code , City
purchases and contracts (including those for rentals and leases, but exc l uding those for real
property) will be made pursuant to these guidelines. Applicable competitive bidding categories,
authorization limits or contract award procedures will be based on unit cost, total purchase cost
for consolidated bid items or fiscal year aggregates in the case of blanket purchase orders or
similar ongoing purchasing arrangements. Staging of purchases in order to avoid these
competitive bidding procedures or authorization limits is prohibited.
GENERAL PURCHASES
Purchases and contracts for supplies, equipment, operating or maintenance services wi ll be made
pursuant to the following guidelines :
A. Over-the-Counter .. Purchases with cumulative costs of less than $7,500 may be authorized
by the Department Head. Although no specific purchasing requirements are established for
this level of purchase, competitive bidding should be used whenever practical.
B. Open Market. Purchases with cumulative costs between $7 ,500 and $25,000 may be
authorized by the Director of Finance & Information Technology (or designee) pursuant to
the open market bidding procedures estab li shed in Chapter 3.24 (Article II) of the municipa l
code. A bid summary shall be submitted to the Finance Department.
C. Formal Bids or Proposals. Purchases with cumulative costs in excess of $25 ,000 will be
made pursuant to the formal bidding requirements established in Chapter 3.24 (Article III) of
the municipal code .. Authority to approve specifications, invite bids or request proposals and
award contracts will be as follows:
1. For purchases with an approved budget and a cumu lative cost estimate of $100,000 or
less, the Purchasing Authority (City Manager/Designee) is authorized to invite bids or
request proposals, approve specifications and award the contract.
2. For purchases with cumulative costs in excess of $100,000, Council approval of the
specifications and authorization to invite bids or request proposals is required. The
Council may authorize the Purchasing Authority to award the contract if the selected bid
or proposal is less than or equal to the Council-approved cost estimate and there are no
substantive changes to the specifications. Othetwise, Council award of the contract is
required.
PUBLIC PROJECTS
Contracts for public projects are governed by the Public Contract Code including the
Uniform Public Construction Cost Accounting Act (Section 22000), which allows alternative
bidding procedures and job order contracting (Council Ord. 1435, 2003).
A. Over-the-Counter. Public projects with cumulative co sts of less than $7,500 may be
authorized by the Department Head. Although no specific purchasing requirements are
estab lished for this level of purchase, competitive bidding shou ld be used whenever practical.
295-l Page 103 of 271 Page 91 of 231
Resolution No. l 0621 (2015 Series)
Page4
Purchasing Guidelines
Exhibit A
B . Open Market. Public projects with cumulative costs of $45,000 or less may be authorized
by the Director of Finance & Information Technology (or designee) pursuant to the open
market bidding procedures established in Chapter 3.24 (Article II) of the municipal code. A
bid summary shall be submitted to the Finance Department.
C. Informal Bidding. Public projects with cumulative costs of $100,000 or less may be let to
contract by the Purchasing Authority pursuant to informal bidding procedures as set forth in
the Public Contract Code and Chapter 3.24.150.B2 of the municipal code.
D. Formal Bids or Proposals. Public projects with cumulative costs of more than $100,000
shall be let to contract by the Council pursuant to formal bidding procedure as set forth in the
Public Contract Code and Chapter 3.24.150.B3 of the municipal code.
Job Order Contracts. Under the Job Order Contact provisions of Chapter 3.24. 145 of the
municipal code for maintenance-related construction projects, individual Task Orders with
cumulative costs up to $45,000 may be approved by the City Engineer. Individual Task Orders
with cumulative costs in excess of $45,000 require approval by the Purchasing Authority.
CONSULTANT SERVICES
Contracts for consultant services will be awarded pursuant to the following guidelines.
A. Contracts for consultant services estimated to cost less than $7,500 cumulatively may be
awarded by the Department Head. Although no specific purchasing requirements are
established for this level of contract, proposals should be solicited whenever practical.
B. Contracts for consulting services estimated to cost between $7,500 and $50,000 cumulatively
may be awarded by the Purchasing Authority. Proposals from at least three consultants shall
be solicited and a summary submitted.
C. Contracts for consultant services estimated to cost more than $50,000 cumulatively will
generally be awarded pursuant to the following guidelines; however, it is recognized that the
City's need for consultant services will vary from situation to situation, and accordingly,
flexibility will be provided in determining the appropriate evaluation and selection process to
be used in each specific circumstance.
I. The Council should generally approve request for proposal (RFP) documents before they
are issued. The Council may authorize the Purchasing Authority to award the contract if
it is less than or equal to the Council-approved cost estimate and there are no substantive
changes to the approved workscope. Otherwise, Council award of the contract is
required.
2. In the event that the timely evaluation and selection of a consultant precludes Council
approval of the RFP before it is issued, the RFP may be approved and distributed by the
Purchasing Authority; however, award of the contract will be made by the Council.
3. Cost will not be the sole criterion in selecting the successful bidder. Consultant proposals
will be evaluated based on a combination of factors that result in the best value to the
City, including but not limited to:
295-2 Page 104 of 271 Page 92 of 231
Resolution No. 10621 (2015 Series)
Page 5
Purchasing Guidelines
a. Understanding of the work required by the City
b. Quality and responsiveness of the proposal
Exhibit A
c. Demonstrated competence and professional qualifications necessary for satisfactory
performance of the work required by the City
d. Recent experience in successfully performing similar services
e. Proposed methodology for completing the work
f. References
g. Background and related experience of the specific individuals to be assigned to the
project
h. Proposed compensation
4. If it is determined that it is in the best interest of the City for services to be provided by a
specific consultant-with contract terms, workscope and compensation to be determined
based on direct negotiations-contract award will be made by the Council.
Adopted hy the Council 011 September 4, 2007, Resolution No . 9926, and amended by Council 011 .June 2, 2015, Resolution
No. /062/.
295-3 Page 105 of 271 Page 93 of 231
Resolution o. I 0621 (2015 Series)
Page 6
Section 225
CONSTRUCTION CONTRACT CHANGE ORDERS
OVERVIEW
Exhibit B
When the City awards a construction contract, the need for contract change orders (CCO's) is not
unusual. CCO's are required whenever the scope of work changes from that in the original
contract or an unknown condition of the site requires a change in the scope of work. Usually a
contingency amount is established when the project budget is finalized upon contract award to
accommodate limited CCO's. The purpose of this policy is to establish limits of authority for
approving construction project CCO's.
GOALS
1. Ensure appropriate authority and accountability in the approval of change orders.
2. Minimize the time needed to approve a CCO in order to avoid project delays.
3. Establish a system under which the organizational level at which approval 1s given is
commensurate with the size of CCO and size of project.
4. Eliminate the potential for approval of a CCO when contingency funds are insufficient.
POLICIES
Conditions for Approval of CCO's by Staff
I. Sufficient contingency funds are budgeted and available in order for the Public Works
Director or City Manager (approved designees) to approve a CCO.
2. The nature of work in the CCO is not significantly different from that in the contract.
3. Authorization limits are based on an individual CCO amount, not the aggregate amount of all
CCO's.
4. Authorization limits apply to CCO's for increases in contract amounts only.
5. When the aggregate amount of CCO's reaches 75% of the contingency the awarding
authority shall be informed of the status of the project and the sufficiency of funding to
complete the project.
6. Work will not be broken up into multiple CCO's in order to circumvent this policy.
7. All CCO's must be in writing and approved by the appropriate contract parties consistent
with the authorized limits established in this policy.
225-1 Page 106 of 271 Page 94 of 231
Resolution No. 10621 (2015 Series)
Page 7
Construction Change Orders
Exhibit B
8. A copy of each approved CCO will be transmitted promptly to the Finance Division.
9. The Purchasing Authority may grant approval of CCO's in excess of $100,000 under the
following circumstances (all three factors must be present):
a. Immediate approval of the CCO is necessary to avoid delay.
b. The CCO is an integral and mandatory component of the project.
c. The costs associated with delay of the project would be excessive.
The Project Manager is responsible for carrying out this policy.
IO. The Purchasing Authority is also authorized to approve CCO's in excess of $100,000 related
to Job Order Contract Task Orders.
Authorization Limits
1. Public Works Director/ Designee
2. Purchasing Authority (City Manager/Designee)
3. City Council*
Not to exceed $45,000
Not to exceed $100,000
Greater than contract or $100,000
* See circumstances above where the City Manager may approve CCO's in excess o/$100,000.
Originally Approved by the Council on August 3, 1993; Revised by the Council 011 April 15, 2003 and June 2,
2015
225-2
Page 107 of 271 Page 95 of 231
Page 108 of 271 Page 96 of 231
SPECIAL PROVISIONS
FOR
CITY OF SAN LUIS OBISPO
Job Order Contract for Streets and Sidewalk Maintenance 2023
<<MONTH YEAR>>
PUBLIC WORKS DEPARTMENT
ENGINEERING DIVISION
919 Palm Street
San Luis Obispo, CA 93401
(805) 781-7200
Page 97 of 231
Job Order Contract for Streets and Sidewalk Maintenance 2023
Approval Date: <<date of CM or CAR Report Authorizing Advertisement>>
<<Signature Date>>
Page 98 of 231
TABLE OF CONTENTS
NOTICE TO BIDDERS ..................................................................................................... I
BID SUBMISSION ...................................................................................................................................... I
BID DOCUMENTS .................................................................................................................................... II
PROJECT INFORMATION ........................................................................................................................ II
QUALIFICATIONS .................................................................................................................................... III
AWARD .................................................................................................................................................... IV
ACCOMMODATION .................................................................................................................................. V
BID FORMS .................................................................................................................... A
BID ITEM LIST FOR JOB ORDER CONTRACT FOR STREETS AND SIDEWALK MAINTENANCE 2023,
SPECIFICATION NO. 9XXXX ................................................................................................................... A
LIST OF SUBCONTRACTORS ................................................................................................................. F
PUBLIC CONTRACT CODE SECTION 10285.1 STATEMENT .............................................................. G
PUBLIC CONTRACT CODE SECTION 10162 QUESTIONNAIRE ......................................................... G
PUBLIC CONTRACT CODE SECTION 10232 STATEMENT ................................................................. G
LABOR CODE SECTION 1725.5 STATEMENTS ................................................................................... G
NON-COLLUSION DECLARATION ........................................................................................................... I
BIDDER ACKNOWLEDGEMENTS ........................................................................................................... J
QUALIFICATIONS ..................................................................................................................................... K
ATTACH BIDDER'S BOND TO ACCOMPANY BID .................................................................................. L
SPECIAL PROVISIONS .................................................................................................. 1
DIVISION I GENERAL PROVISIONS ....................................................................................................... 1
1 GENERAL ........................................................................................................................................... 1
3 CONTRACT AWARD AND EXECUTION ........................................................................................... 1
4 SCOPE OF WORK ............................................................................................................................. 1
5 CONTROL OF WORK ........................................................................................................................ 2
6 CONTROL OF MATERIALS ............................................................................................................... 2
7 LEGAL RELATIONS AND RESPONSIBILITY TO THE PUBLIC ....................................................... 2
8 PROSECUTION AND PROGRESS ................................................................................................... 3
9 PAYMENT ........................................................................................................................................... 3
DIVISION II GENERAL CONSTRUCTION ............................................................................................... 3
10 GENERAL ......................................................................................................................................... 3
11 WELDING ......................................................................................................................................... 3
12 TEMPORARY TRAFFIC CONTROL ................................................................................................ 3
13 WATER POLLUTION CONTROL ..................................................................................................... 4
14 ENVIRONMENTAL STEWARDSHIP ............................................................................................... 4
15 EXISTING FACILITIES ..................................................................................................................... 5
37 BITUMINOUS SEALS ....................................................................................................................... 6
Page 99 of 231
39 ASPHALT CONCRETE .................................................................................................................... 6
73 CONCRETE CURBS AND SIDEWALKS ......................................................................................... 7
77 LOCAL INFRASTRUCTURE ............................................................................................................ 8
84 MARKINGS ..................................................................................................................................... 13
DIVISION XIII APPENDICES .................................................................................................................. 13
APPENDIX A - FORM OF AGREEMENT ....................................................................... 0
APPENDIX B – BIKE LANE BUFFER ............................................................................. 3
APPENDIX C – CATCH BASIN STANDARD 3355A....................................................... 4
Page 100 of 231
NOTICE TO BIDDERS
i
NOTICE TO BIDDERS
BID SUBMISSION
Sealed bids will be received by the City of San Luis Obispo at the Public Works
Administration Office located at 919 Palm Street, San Luis Obispo, California 93401, until
2:00 p.m. on <<January 1, 2020>>
at which time they will be publicly opened and read aloud. Public bid opening may also
be viewed via Microsoft Teams video conference and conference call. Use the following
link:
or join by phone with this number: (209)645-4165 with Conference ID:XXXXXXXX
Submit bid in a sealed envelope plainly marked:
Job Order Contract for Streets and Sidewalk Maintenance 2023, Specification No.
9XXXX>>
Any bid received after the time and date specified will not be considered and will be
returned to the bidder unopened. Bids received by Fax or Email will not be considered.
By submission of bid you agree to comply with all instruction and requirements in this
notice and the contract documents.
All bids must be submitted on the Bid Item List form(s) provided and submitted with all
other Bid Forms included in these Special Provisions.
Each bid must be accompanied by either a:
1. certified check
2. cashier's check
3. bidder's bond
made payable to the City of San Luis Obispo for an amount equal to ten percent of the
bid amount as a guaranty. Guaranty will be forfeited to the City San Luis Obispo if the
bidder, to whom the contract is awarded, fails to enter into the contract.
The City of San Luis Obispo reserves the right to accept or reject any or all bids or waive
any informality in a bid.
All bids are to be compared based on the City Engineer's estimate of the quantities of
work to be done, as shown on the Bid Item List.
Page 101 of 231
NOTICE TO BIDDERS
NOTICE TO BIDDERS
ii
Bids will only be accepted from bidders that are licensed in compliance with the provisions
of Chapter 9, Division III of Business and Professions Code.
The award of the contract, if awarded, will be to the lowest responsive bid submitted by a
responsible contractor whose bid complies with the requirements prescribed. If the
contract is awarded, the contract will be awarded within 60 calendar days after the
opening of the bids.
Failure to raise defects in the notice to bidders or bid forms prior to bid opening constitute
a waiver of those defects.
BID DOCUMENTS
A copy of the plans and special provisions may be downloaded, free of charge, from the
City’s website at:
www.slocity.org/government/department-directory/public-works/public-works-bids-
proposals
No printed copies are available for purchase at the City office.
Standard Specifications and Engineering Standards referenced in the Special Provisions
may be downloaded, free of charge, from the City’s website at:
www.slocity.org/government/department-directory/public-works/documents-
online/construction-documents
You are responsible to obtain all issued addenda prior to bid opening. Addenda will be
available to download at the City’s website listed above or at the office of the City
Engineer.
Contact the project manager, Manny Guzman at 805-781-7423 or the Public Works
Department at (805) 781-7200 prior to bid opening to verify the number of addenda
issued.
You are responsible to verify your contact information is correct on the plan holders list
located on the City’s website at:
www.slocity.org/government/department-directory/public-works/public-works-bids-
proposals.
PROJECT INFORMATION
In general, the project consists of repairing utility trenches, roadway failures, damaged
concrete, and completing other minor maintenance work on an as needed basis.
The project estimated construction cost is $1,101,138.
Page 102 of 231
NOTICE TO BIDDERS
NOTICE TO BIDDERS
iii
Contract time is established as 36 months.
The fixed liquidated damages amount is established at $500 per day for failure to
complete the work within the contract time.
In compliance with section 1773 of the Labor Code, the State of California Department of
Industrial Relations has established prevailing hourly wage rates for each type of
workman. Current wage rates may be obtained from the Division of Labor at:
https://www.dir.ca.gov/oprl/DPreWageDetermination.htm
This project is subject to compliance monitoring and enforcement by the Department of
Industrial Relations.
QUALIFICATIONS
You must possess a valid Class A Contractor's License at the time of the bid opening.
You and any subcontractors required to pay prevailing wage must be registered
with the Department of Industrial Relations pursuant to Section 1725.5 of the Labor
Code.
You must have experience constructing projects similar to the work specified for this
project. Provide three similar reference projects completed as either the prime or
subcontractor. All referenced projects must have been completed within the last five years
from this project’s bid opening date.
One of the three reference projects must have been completed under contract with
a city, county, state or federal government agency as the prime contractor.
All referenced projects must be for street construction, paving, trench repair work
(including open trench utility work), and minor concrete work (including the
replacement of curb ramps).
Failure to provide reference projects as specified in this section and as required on the
qualification form is cause to reject a bid as being non-responsive.
The City reserves the right to reject any bid based on non-responsiveness if a bidder fails
to provide a bid that complies with all bidding instructions.
The City reserves the right to reject a responsive bid based on the non-responsibility of
the bidder if the Director of Public Works or Designee finds, after providing notice and a
hearing to the bidder, that the bidder lacks the
1. knowledge
2. experience,
3. or is otherwise not responsible
Page 103 of 231
NOTICE TO BIDDERS
NOTICE TO BIDDERS
iv
as defined in Section 3.24 of the San Luis Obispo Municipal Code to complete the project
in the best interest of the City.
Rejected bidders may appeal this determination. Appeal must comply with the
requirements in this Notice to Bidders.
It is the City of San Luis Obispo’s intent to award the contract to the lowest responsive
bid submitted by a responsible bidder. If in the bidder’s opinion the contract has been or
may be improperly awarded, the bidder may protest the contract award.
Protests must be filed no later than five working days after either:
1. bid opening date
2. notification of rejected bid.
Protest must be in writing and received by the project manager located at:
919 Palm Street
San Luis Obispo, CA 93401.
Valid protests must contain the following information:
1. the reasons for the protest
2. any supporting documentation
3. the ruling expected by the City to remedy the protest.
Any protest not containing all required information will be deemed invalid and rejected.
The City will consider additional documentation or other supporting information regarding
the protest if submitted in compliance to the specified time limits. Anything submitted after
the specified time limit will be rejected and not be considered.
The Director of Public Works or Designee may request additional information to be
submitted within three days of the request, unless otherwise specified, and will notify the
protester of ruling within ten days of determination.
If the protester is not satisfied with ruling, the protester may appeal the ruling to the City
Council in compliance with Chapter 1.20 of the City of San Luis Obispo Municipal Code.
Pursuant to the Public Records Act (Government Code, § 6250, et seq.), the City will
make public records available upon request.
AWARD
The lowest bidder will be determined using the BID TOTAL based on the quantities
supplied by the City and the bidder’s unit price.
As a condition to executing a contract with the City, two bonds each equal to one hundred
percent of the total contract price are required in compliance with Section 3-1.05 of the
Standard Specifications.
Page 104 of 231
NOTICE TO BIDDERS
NOTICE TO BIDDERS
v
You may substitute securities for moneys withheld under the contract in compliance with
the provisions of the Public Contract Code, Section 10263.
ACCOMMODATION
If any accommodations are needed to participate in the bid process, please contact
Argelia Chang at (805) 781-7200 or by Telecommunications Device for the Deaf at (805)
781-7107. Requests should be made as early as possible in the bidding process to allow
time for accommodation.
Page 105 of 231
BID FORMS
A
BID FORMS
All bid forms must be completed and submitted with your bid. Failure to submit these
forms and required bid bond is cause to reject the bid as nonresponsive. Staple all bid
forms together.
THE UNDERSIGNED, agrees that they have carefully examined:
1. the location of the proposed work
2. the plans and specifications
3. read the accompanying instructions to bidders
and propose to furnish all:
1. materials
2. labor
to complete all the required work satisfactorily in compliance with
3. plans
4. specifications
5. special provisions
for the prices set forth in the bid item list:
BID ITEM LIST FOR JOB ORDER CONTRACT FOR STREETS AND SIDEWALK
MAINTENANCE 2023, SPECIFICATION NO. 9XXXX
Item Item Unit of Estimated Item Price Total
No. SS(1) Description Measure Quantity (in figures) (in figures)
1 15,
42,
77
Edge Grind SQFT 500
2 39,
77
1.75” Thin Maintenance
Overlay
SQFT 500
3 39,
77
2” AC Grind & AC Overlay
– ½” Aggregate
SQFT 200
4 39,
77
6” AC Pavement –
Excavation & Restoration
SQFT 8,000
5 39,
77
10” AC Pavement –
Excavation & Restoration
SQFT 3,000
6 77 8” PCC with 3” max AC
Cap – Excavation &
Restoration
SQFT 1,800
7 26,
77
Class II Aggregate TON 50
8 26,
77
Trench Backfill Sand TON 50
9 39 AC Dike – Caltrans A87B LF 220
10 39,
77
Pavement Reinforcing
Fabric - Glass Grid
SQYD 10
Page 106 of 231
BID FORMS
BID FORMS
B
Item Item Unit of Estimated Item Price Total
No. SS(1) Description Measure Quantity (in figures) (in figures)
11 19 Geo Textile grid SQYD 10
12 37 Fog Seal SQYD 20
13 84 Pavement Marking –
Caltrans A24
SQFT 100
14 84 12-inch White Limit Line LF 50
15 84 Traffic Stripe – Caltrans
A20A Detail 1
LF 50
16 84 Traffic Stripe – Caltrans
A20A Detail 2
LF 50
17 84 Traffic Stripe – Caltrans
A20A Detail 8
LF 50
18 84 Traffic Stripe – Caltrans
A20A Detail 9
LF 50
19 84 Traffic Stripe – Caltrans
A20A Detail 22
LF 50
20 84 Traffic Stripe – Caltrans
A20B Detail 29
LF 50
21 84 Traffic Stripe – Caltrans
A20D Detail 38
LF 50
22 84 Traffic Stripe – Caltrans
A20D Detail 39
LF 50
23 84 Traffic Stripe – Caltrans
A20D Detail 39A
LF 50
24 84 Reflective Pavement
Marker – All types
EA 5
25 84 Hi-Vis Crosswalk – Std.
7350
LF 20
26 84 Bike Lane Buffer LF 50
27 84 Green Bike Lane Coating –
Std. 7360
SQFT 1000
28 15 Remove Traffic Stripe LF 100
29 15 Remove Pavement
Marking
SQFT 100
30 73 Remove & Replace
Sidewalk – Std. 4110 (Area
– Under 60 SQFT)
SQFT 60
31 73 Remove & Replace
Sidewalk – Std. 4110 (Area
– 60 to 180 SQFT)
SQFT 180
32 73 Remove & Replace
Sidewalk – Std. 4110 (Area
– Over 180 SQFT)
SQFT 200
Page 107 of 231
BID FORMS
BID FORMS
C
Item Item Unit of Estimated Item Price Total
No. SS(1) Description Measure Quantity (in figures) (in figures)
33 73 Remove & Replace Curb
and Gutter – Std. 4030
LF 80
34 73 Remove & Replace Curb
Ramp – Std. 4440
SQFT 1,500
35 73 Remove & Replace Cross
Gutter – Std. 4310
SQFT 10
36 73 Remove & Replace
Driveway Ramp – Std.
2110, 2111, 2115, 2116
SQFT 400
37 73 Mission Style PCC
Coloring and Salt Finish
SQFT 300
38 73 Mission Style Tile
Installation - Std. 4220
LF 20
39 73 Single Mission Style Tile
Installation – Std. 4220
EA 100
40 73 Replace Truncated Domes
– Std. 4440
SQFT 50
41 73,
84
Repaint Curb LF 100
42 73 Furnish & Install Metal Post
– Std. 7210
EA 5
43 73 Furnish & Install Metal Post
– Std. 7215
EA 5
44 15,
56
Furnish & Install Sign EA 5
45 15 Reconstruct Guardrail –
Caltrans A77A1
LF 10
46 73 Furnish & Install Tree Well
– Std. 8130, 4’ x 4’
EA 1
47 73 Furnish & Install Tree Well
– Std. 8130, 5’ x 5’
EA 1
48 73 Furnish & Install Tree Well
– Std. 8130, 6’ x 6’
EA 1
49 15 Enlarge Tree Grate
Opening
EA 20
50 51,
77
Catch basin – Std. 3350 EA 1
51 51,
77
Catch basin – Std. 3355 EA 1
52 51,
77
Catch basin – Std. 3355A EA 1
53 51,
77
Catch basin – Std. 3360 EA 1
Page 108 of 231
BID FORMS
BID FORMS
D
Item Item Unit of Estimated Item Price Total
No. SS(1) Description Measure Quantity (in figures) (in figures)
54 15 Adjust Utility Cover – Std.
6040
EA 25
55 15,
77
Manhole Frame & Cover
Replacement – Std. 6040
EA 12
56 15,
77
Manhole Replacement –
Std. 3530 or 6610
EA 1
57 77 Manhole Coating EA 10
58 77 Construct Well / Cleanout –
G5 – Std. 6710
EA 3
59 77 Potholing (Depth – 0’ to
Under 4’)
EA 20
60 77 Potholing (Depth – 4’ to
Under 8’)
EA 15
61 77 Potholing (Depth – 8’ and
Over)
EA 15
62 77 Pipe Excavation &
Restoration (Depth - 0’ to
Under 2.5’)
LF 20
63 77 Pipe Excavation &
Restoration (Depth - 2.5’ to
Under 8.5’) Shoring
Required
LF 20
64 77 Pipe Excavation &
Restoration (Depth – 8.5’
and Over) Shoring
Required
LF 20
65 12 Traffic Control – Eng. Std.
Appendix G – Figure A
HR 40
66 12 Traffic Control – Eng. Std.
Appendix G – Figure B
HR 70
67 12 Traffic Control – Eng. Std.
Appendix G – Figure C
HR 10
68 12 Traffic Control – Eng. Std.
Appendix G – Figure D
HR 30
69 12 Traffic Control – Eng. Std.
Appendix G – Figure E
HR 90
70 12 Traffic Control – Eng. Std.
Appendix G – Figure F
HR 10
71 12 Traffic Control – Eng. Std.
Appendix G – Figure G
HR 20
72 12 Traffic Control – Eng. Std.
Appendix G – Figure H
HR 40
73 12 Traffic Control – Eng. Std.
Appendix G – Figure I
HR 10
Page 109 of 231
BID FORMS
BID FORMS
E
Item Item Unit of Estimated Item Price Total
No. SS(1) Description Measure Quantity (in figures) (in figures)
74 12 Traffic Control – Eng. Std.
Appendix G – Figure J
HR 10
75 12 Traffic Control – Eng. Std.
Appendix G – Figure K
HR 110
76 12 Traffic Control – Eng. Std.
Appendix G – Figure L
HR 20
77 12 Traffic Control – Eng. Std.
Appendix G – Figure M
HR 200
78 12 Traffic Control – Eng. Std.
Appendix G – Figure N
HR 30
79 12 Traffic Control – Eng. Std.
Appendix G – Figure O
HR 20
80 12 Traffic Control – Eng. Std.
Appendix G – Figure P
HR 100
81 12 Minor Traffic Control HR 1,000
82 77 Abandon and Grout (E)
Sanitary Sewer with
Flowable Fill
CY 100
83 86 2" SCH 40 Conduit, 2-
Sack Concrete Capped
LF 300
84 86 4" SCH 40 Conduit, 2-
Sack Concrete Capped
LF 500
85 86 2" SCH 40 Conduit, 2- City
Std. 6035- Trench Detail
LF 300
86 86 4" SCH 40 Conduit, 2- City
Std. 6035- Trench Detail
LF 500
87 86 Electrical Pull Box, PG&E
Type #2 (17"x30"x26)
EA 10
88 84 Pexco City Post (EAC
Mount), 36” height, white
w/ 3 grey retroreflective
strips (or approved equal)
EA 30
89 84 Pexco City Post (EAC
Mount), 18” height, white
w/ 3 yellow retroreflective
strips
EA 20
Bid Total $
Company Name:
(1) refers to section in the Standard Specifications, with modifications in the Special Provisions, that describe required
work.
Page 110 of 231
BID FORMS
BID FORMS
F
LIST OF SUBCONTRACTORS
Pursuant to Section 4100 of the Public Contracts Code and section 2-1.33C of the
standard specifications, the Bidder is required to furnish the following information for each
Subcontractor performing more than 1/2 percent (0.5%) of the total base bid. Do not list
alternative subcontractors for the same work. Subcontracting must not total more than
fifty percent (50%) of the submitted bid except as allowed in section 5-1.13 of the standard
specifications.
For Streets & Highways projects, subcontractors performing less than ten thousand dollars
($10,000) worth of work need not be mentioned. Subcontractors required to pay
prevailing wage, must be registered with the Department of Industrial Relations
pursuant to Labor Code section 1725.5 to be listed.
NOTE: If there are no subcontractors, write “NONE” and submit with bid.
Name Under Which
Subcontractor is Licensed License Number
DIR Public
Works
Registration
Number
Address and Phone
Number of Office, Mill or
Shop
Specific
Description of
Subcontract
% of
Total
Base
Bid
Attach additional sheets as needed.
Page 111 of 231
BID FORMS
BID FORMS
G
PUBLIC CONTRACT CODE SECTION 10285.1 STATEMENT
In compliance with Public Contract Code Section 10285.1 (Chapter 376, Stats. 1985), the
bidder hereby declares under penalty of perjury under the laws of the State of California
that the bidder, or any subcontractor to be engaged by the bidder, has ____, has not
____ been convicted within the preceding three years of any offenses referred to in that
section, including any charge of fraud, bribery, collusion, conspiracy, or any other act in
violation of any state or federal antitrust law in connection with the bidding upon, award
of, or performance of, any public works contract, as defined in Public Contract Code
Section 1101, with any public entity, as defined in Public Contract Code Section 1100,
including the Regents of the University of California or the Trustees of the California State
University. The term "bidder" is understood to include any partner, member, officer,
director, responsible managing officer, or responsible managing employee thereof, as
referred to in Section 10285.1.
NOTE: The bidder must place a check mark after "has" or "has not" in one of the blank
spaces provided. The above Statement is part of the Bid. Signing this Bid on the signature
portion constitute signature of this Statement. Bidders are cautioned that making a false
certification may subject the certifier to criminal prosecution.
PUBLIC CONTRACT CODE SECTION 10162 QUESTIONNAIRE
In compliance with Public Contract Code Section 10162, the Bidder must complete, under
penalty of perjury, the following questionnaire:
Has the bidder, any officer of the bidder, or any employee of the bidder who has a
proprietary interest in the bidder, ever been disqualified, removed, or otherwise prevented
from bidding on, or completing a federal, state, or local government project because of a
violation of law or a safety regulation?
Yes No
If the answer is yes, attach a letter explaining the circumstances
PUBLIC CONTRACT CODE SECTION 10232 STATEMENT
In compliance with Public Contract Code Section 10232, you hereby state under penalty of
perjury, that no more than one final unappealable finding of contempt of court by a federal
court has been issued against you within the immediately preceding two-year period
because of your failure to comply with an order of a federal court which orders you to comply
with an order of the National Labor Relations Board.
LABOR CODE SECTION 1725.5 STATEMENTS
The bidder has delinquent liability to an employee or the state for any assessment of back
wages or related damages, interest, fines, or penalties pursuant to any final judgment,
order, or determination by a court or any federal, state, or local administrative agency,
including a confirmed arbitration award. Any judgment, order, or determination that is
Page 112 of 231
BID FORMS
BID FORMS
H
under appeal is excluded, provided that the contractor has secured the payment of any
amount eventually found due through a bond or other appropriate means.
Yes No
The bidder is currently debarred under Section 1777.1 or under any other federal or state
law providing for the debarment of contractors from public works.
Yes No
NOTE: The above Statements and Questionnaire are part of the Bid. Signing this Bid on
the signature portion constitute signature of this Statement and Questionnaire. Bidders are
cautioned that making a false certification may subject the certifier to criminal prosecution.
Page 113 of 231
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I
NON-COLLUSION DECLARATION
I, , declare that
I am of ,
the party making the foregoing bid that the bid is not made in the interest of, or on behalf
of, any undisclosed person, partnership, company, association, organization, or
corporation; that the bid is genuine and not collusive or sham; that the bidder has not
directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and
has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or
anyone else to put in a sham bid, or that anyone refrained from bidding; that the bidder has
not in any manner, directly or indirectly, sought by agreement, communication, or
conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any
overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure
any advantage against the public body awarding the contract of anyone interested in the
proposed contract; that all statements contained in the bid are true; and, further, that the
bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof,
or the contents thereof, or divulged information or data relative thereto, or paid, and will not
pay, any fee to any corporation, partnership, company association, organization, bid
depository, or to any member or agent thereof to effectuate a collusive or sham bid.
Executed on , 20 , in __
I declare under penalty of perjury under the laws of the State of California that the foregoing
is true and correct.
(Signature and Title of Declarant)
(SEAL)
Subscribed and sworn to before me
this _______day of _________, 20_____
Notary Public
Company Name:____________________
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BIDDER ACKNOWLEDGEMENTS
By signing below, the bidder acknowledges and confirms that this bid is based on the information contained
in all contract documents, including the notice to bidders, plans, specifications, special provisions, and
addendum number(s) . (Note: You are responsible to verify the number of
addenda prior to the bid opening.)
The undersigned further agrees that in case of default in executing the required contract, with necessary
bonds, within eight days, (not including Saturdays, Sundays, and legal holidays), after having received a
mailed notice that the contract is ready for signature, the proceeds of the check or bond accompanying his
bid will become the property of the City of San Luis Obispo.
Licensed in accordance with an act providing for the registration of contractors, License No. , Expiration
Date .
The above statement is made under penalty of perjury, and any bid not containing this information "will be
considered non-responsive and will be rejected” by the City.
Signature of Bidder
(Print Name and Title of Bidder)
DIR– Public Works
Registration No:
Business Name (DBA):
Owner/Legal Name:
Indicate One: Sole-proprietor Partnership Corporation
List Partners/Corporate Officers:
Name Title
Name Title
Name Title
Business Address
Street Address
Mailing Address
City, State, Zip Code
Phone Number
Fax Number
Email Address
Date
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QUALIFICATIONS
Failure to furnish complete reference information ON THIS FORM, as specified in this
project’s Notice to Bidders and indicated below, is cause to reject the bid. Additional
information may be attached but is not a substitute for this form.
Reference Number 1
Customer Name & Contact Individual
Telephone & Email
Project Name (Site Address):
Is this similar to the project being bid
or did this project include xxx activity?
Yes □ No □
Describe the services provided and how this project is similar to
that which is being bid:
Date project completed:
Was this contract for a public
agency?
Yes □ No □
Reference Number 2
Customer Name & Contact Individual
Telephone & Email
Project Name (Site Address):
Is this similar to the project being bid
or did this project include xxx activity?
Yes □ No □
Describe the services provided and how this project is similar to
that which is being bid:
Date project completed:
Was this contract for a public
agency?
Yes □ No □
Reference Number 3
Customer Name & Contact Individual
Telephone & Email
Project Name (Site Address):
Is this similar to the project being bid
or did this project include xxx activity?
Yes □ No □
Describe the services provided and how this project is similar to
that which is being bid:
Date project completed:
Was this contract for a public
agency?
Yes □ No □
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ATTACH BIDDER'S BOND TO ACCOMPANY BID
Know all men by these presents:
That we ____________________________________________, AS PRINCIPAL, and
_______________________________________________________, AS SURETY, are held and firmly
bound unto the City of San Luis Obispo in the sum of:
____________________________________________________ Dollars (_____________) to be paid to
said City or its certain attorney, its successors and assigns; for which payment, well and truly to be made, we
bind ourselves, our heirs, executors and administrators, successors or assigns, jointly and severally, firmly by
these presents:
THE CONDITION OF THIS OBLIGATION IS SUCH, that if the certain bid of the above
bounden ______________________________________________________________________
to construct ___________________________________________________________________
(insert name of street and limits to be improved or project)
dated _____________________ is accepted by the City of San Luis Obispo, and if the above
bounden _______________________________________________________, his heirs, executors,
administrators, successors, and assigns shall duly enter into and execute a contract for such construction and
shall execute and deliver the two bonds described within ten (10) days (not including Saturdays, Sundays, or
legal holidays) after the above bounden,
______________________________________________________, has received notice by and from the
said City of San Luis Obispo that said contract is ready for execution, then this obligation shall become null
and void; otherwise, it shall be and remain in full force and virtue.
IN WITNESS WHEREOF, we hereunto set our hands and seals this ___ day of ______, 20____.
Bidder Principal:
Signature Date
Title:
Surety:
Bidder's signature is not required to be notarized. Surety's signature must be notarized.
Equivalent form may be substituted
(Rev. 6-30-14)
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1
SPECIAL PROVISIONS
ORGANIZATION
Special provisions are under headings that correspond with the main section heading of
the Standard Specifications. Each special provision begins with a revision clause that
describes or introduces a revision to the Standard Specifications. Any paragraph added
or deleted by a revision clause does not change the paragraph number of the Standard
Specifications for any other reference to a paragraph of the Standard Specifications.
DIVISION I GENERAL PROVISIONS
1 GENERAL
Add to Section 1-1.01 GENERAL:
The work must be done in compliance with the City of San Luis Obispo, Department of
Public Works:
1. Job Order Contract for Streets and Sidewalk Maintenance 2023 Special Provisions
2. City of San Luis Obispo Standard Specifications and Engineering Standards –
2020 edition
3. State of California, Department of Transportation Standard Specifications and
Standard Plans – 2015 edition
In case of conflict between documents, governing ranking must comply with section 5-
1.02 of the City of San Luis Obispo’s Standard Specifications.
Failure to comply with the provisions of these sections is a material breach of contract:
1. Sections 5 through 8 of the Standard Specifications
2. Section 12 through 15 of the Standard Specifications
3. Section 77-1 of the Standard Specifications
4. Section 81 of the Standard Specifications
5. authorized working hours
6. OSHA compliance
3 CONTRACT AWARD AND EXECUTION
Add to Section 3-1.18A:
The Engineer may immediately suspend all work until compliance is achieved. You will
bear all costs incurred by such suspension, and no additional compensation for losses
incurred by you will be allowed therefor. You will be assessed liquidated damages and
pay to the City of San Luis Obispo the sum set forth in these Special Provisions, for each
day you do not comply with contract requirements.
4 SCOPE OF WORK
Add to Section 4-1.03 WORK DESCRIPTION:
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2
Comply with the provisions of Sections 12, 13, 15, 19, 26, 37, 39, 42, 51, 56, 73, 77, and
84 for general, material, construction, and payment specifics.
This agreement will be the basis for Job Order Contract Task Orders to be issued
periodically. The Engineer will identify locations in need of maintenance work and contact
you for a Task Order Scoping meeting, to make repairs per items shown on the bid item
list. Within ten (10) calendar days of written notification of work needs, you must meet the
Engineer on-site to review task scope and estimate quantities. The Engineer will issue a
Task Order by means of a purchase order document and/or a written notice to start work
to you. Identify the number of working days for the Task Order and identify the work start
date. Five (5) calendar days after the Task Order has been issued, you must submit a
traffic control plan for review and approval. Construction must start no later than 10
calendar days after you have received a purchase order via email. Liquidated damages
will be assessed for not completing each task order in the identified number of working
days.
5 CONTROL OF WORK
Add to Section 5-1.13A:
You must notify the Engineer if any subcontractors are performing work on an issued
Task Order, prior to the execution of that Task Order.
6 CONTROL OF MATERIALS
Add to Section 6-3.06:
Settlement of any pavement repair is considered a substantial defect. Guarantee periods
will be one year after the completion of each individual Task Order. This period begins on
the date the Task Order is accepted as complete by the Engineer.
7 LEGAL RELATIONS AND RESPONSIBILITY TO THE PUBLIC
Add to Section 7-1.03B PUBLIC CONVENIENCE, Traffic Control Plan
Normal working hours are Monday through Friday between 7:00 a.m. and 4:00 p.m.
Modified working hours may be required for individual sites when determined necessary
by the Engineer. You may also request modified work hours to facilitate the work, which
will be considered by the Engineer.
Jack hammering, sawcutting, grinding, or any other type of demolition work producing
similar noise levels is prohibited between the hours of 11:00 a.m. and 1:00 p.m. within
500 feet of a food service establishment.
Provide traffic control plan and traffic control application at or before the preconstruction
meeting. Traffic control plan must be drawn to scale. Traffic control application may be
obtained on the City’s website:
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www.slocity.org/government/department-directory/public-works/documents-
online/construction-documents
Upon approval of the traffic control plan, the City will issue a no-fee Encroachment Permit.
Permittee is responsible to comply with all conditions of the traffic control plan. Complete
work using due diligence to restore free flowing of traffic.
8 PROSECUTION AND PROGRESS
Replace the 1st paragraph in Section 8-1.02A SCHEDULE, General with:
Provide a Level 1 schedule for Task Orders of durations greater than 10 working days.
Add to Section 8-1.02A General:
An invoice must be submitted per task order for payment. Multiple task orders cannot ve
in the same invoice.
9 PAYMENT
Replace Sections 9-1.06B and 9-1.06C with:
The estimated quantities in these Special Provisions are furnished as a tool to the
Contractor as what might be expected of this Contract. The quantities will vary based on
the City’s needs. Payment will be made for actual quantities completed at the unit price
provided.
Replace Section 9-1.07 with:
Bid items prices shall be adjusted annually from the month of contract award by modifying
the unit price up or down in conformance with the California Construction Cost Index as
published by the California Department of General Services. The factor for the adjustment
of bid items shall be calculated at the contract 12-month and 24-month period utilizing the
following formula:
Factor = 1 + ( 𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶 𝐼𝐼𝐶𝐶𝐼𝐼𝐶𝐶𝐼𝐼−𝐵𝐵𝐵𝐵𝐵𝐵𝐶𝐶 𝐼𝐼𝐶𝐶𝐼𝐼𝐶𝐶𝐼𝐼 𝐵𝐵𝐶𝐶 𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐵𝐵𝐶𝐶𝐶𝐶 𝐸𝐸𝐼𝐼𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐸𝐸𝐶𝐶𝐶𝐶𝐵𝐵𝐵𝐵𝐵𝐵𝐶𝐶 𝐼𝐼𝐶𝐶𝐼𝐼𝐶𝐶𝐼𝐼 𝐵𝐵𝐶𝐶 𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐵𝐵𝐶𝐶𝐶𝐶 𝐸𝐸𝐼𝐼𝐶𝐶𝐶𝐶𝐶𝐶𝐸𝐸𝐶𝐶𝐶𝐶 )
DIVISION II GENERAL CONSTRUCTION
10 GENERAL
11 WELDING
12 TEMPORARY TRAFFIC CONTROL
Add to Section 12-1.01:
Some work locations will require the implementation of a simplified traffic control. These
locations will be paid per the “Minor Traffic Control” bid item instead of one of the pre-
established figures in Engineering Standards – Appendix G. “Minor Traffic Control” will
apply to minor repair locations, on local streets, where approximately 10 cones, and the
use of barricades, can delineate traffic around a small work area.
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4
Add to Section 12-1.04:
Traffic delineation and trench protection must be maintained at all times. If barricades are
required after sunset, lights/flashing beacons will be required. When traffic control is
required to be present during non-work hours, the cost will be included in the working day
hourly compensation.
13 WATER POLLUTION CONTROL
14 ENVIRONMENTAL STEWARDSHIP
Add to Section 14-9.02 AIR POLLUTION CONTROL, General:
The City has obtained an annual permit for construction from the Air Pollution Control
District (APCD). The annual APCD permit and construction log files are located on the
City’s website:
http://www.slocity.org/government/department-directory/public-works/documents-
online/construction-documents
A copy of the permit can also be found in Appendix H of the City Standards. You are
required to comply with the APCD permit including all notification and construction logs
using the appropriate equipment. Provide training to all workers in the construction area.
You must comply with section 77-1 of the standard specifications.
Add Section 14-9.02A AIR POLLUTION CONTROL, Construction:
Where contamination is encountered, you are responsible to:
1. monitor
2. record
3. report
H2S and Hydrocarbon FID readings taken every hour during work in the contamination
zone or as directed by the Engineer.
Appropriate Personal Protective Equipment (PPE) must be used.
Add Section 14-9.02C AIR POLLUTION CONTROL, Payment:
Full compensation for APCD compliance and applicable engineering standards is
included in the payment for other bid items unless a bid item of work is shown on the bid
list item.
Add to Section 14-9.02D:
Full compensation for APCD compliance and applicable engineering standards will be
paid by force account when contamination is encountered.
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5
15 EXISTING FACILITIES
Add to Section 15-2.02 Obliterate Roads, Detours, and Surfacing
Micro-milling must be utilized for bike lane and at existing curb ramp edge grinds. Micro-
milling machines shall:
Be equipped with a micro-milling drum with tungsten-carbide-tipped cutting teeth spaced
no greater than ¼ inch apart on center. The configuration of the teeth shall be such that
the deviation in elevation between any 2 teeth does not exceed 1/16 inch. Be capable of
removing asphalt concrete pavement to a tolerance of +/- 1/8 inch. Be equipped with an
automatic grade control system operating in “profile” mode.
Micro-milling shall result in a grid-patterned textured pavement surface with longitudinal
ridges approximately the same distance apart as the cutting teeth. The ridges shall be
consistent in depth, width, and profile. The distance between the top of the ridge and the
adjacent valleys shall not exceed 1/8 inch.
Add Section 2.02B Payment
The linear foot price for Edge Grinds shall include full compensation for furnishing all
labor, materials, tools, equipment, personnel, and incidentals, and for doing all the work
involved with bike lane and at existing curb ramp edge grinds and no additional
compensation therefore.
Add to Section 15-2.02B(1):
Portland concrete cement (PCC) pavement must be saw-cut with a diamond saw to a
minimum depth of 8 inches.
As an alternate to sawcutting and excavation, you may use a griding device such as a
“zipper” on asphalt pavement, to remove the trench repair area.
Replace Section 15-2.02C(3) with:
Section 15-2.02C(3) Payment:
Traffic stripe removal will be paid per linear foot, regardless of width and the number of
passes to remove stripes entirely and to the satisfaction of the Engineer.
Add to Section 15-2.04A:
All existing manholes, valve wells, cleanouts, and boxes within work limits must be
replaced in accordance with current Engineering Standards.
Replace Section 15-2.04D with:
15-2.04D Reconstruct Metal Beam Guard Railing
Limits of removal and replacement will be determined by the Engineer and indicated in
the issued Task Order for that work. Replacement Metal Guard Beam Rail shall conform
with Section 83.
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Replace Section 15-2.07E with:
15-2.07E Modify Tree Grate:
Tree well grates are to be modified as needed to accommodate increasing trunk size. The
grate is to be cut to the nearest concentric ring as directed by the Engineer. Cuts must be
neat and smoothed to remove jagged edges. Grates must be removed for cutting if
needed to protect the tree or other adjacent improvements.
37 BITUMINOUS SEALS
Replace the 1st sentence of Section 37-5.01C with:
Crack treatment material shall be Caltrans Type 2, Deery 200 as produced by Crafco,
Inc., or approved equal from the Caltrans approved crack treatment material list.
Replace the 1st sentence of Section 37-5.02 with:
Only hot applied crack treatments are approved for this project.
Replace the 1st and 2nd paragraph of Section 37-5.03 with:
Cracks must be cleaned of all weeds and debris prior to crack sealing. Do not rout or saw
cut cracks.
Replace the last paragraph of Section 37-5.03 with:
Apply the manufacturer’s recommended detackifying agent to the crack treatment
material.
Replace Section 37-5.04 with:
Payment for Crack sealing will be at force account.
39 ASPHALT CONCRETE
Paving is not to be done without the inspection of the Engineer.
Add to Section 39-1.02B MATERIALS, Tack Coat:
All vertical edges to be paved against shall be tack coated. These include, but are not
limited to, curb faces, gutter lips, swale edges, cross gutter edges, and asphalt concrete
edges.
Replace Section 39-1.02F RECLAIMED ASPHALT PAVEMENT with:
Asphalt concrete with 25% RAP may be used for paving operations.
Add to Section 39-6:
Due to the potential for oil price fluctuation throughout the length of the contract, the City
will pay the actual plant price per ton of asphalt concrete placed, plus a 15% material
markup. You will provide documentation of AC costs at the end of each Task Order.
Documentation consists of AC load tickets that include the date, tonnage, and location.
You are responsible for AC trucking and delivery expenses. This expense is covered in
the respective bid item for that work.
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73 CONCRETE CURBS AND SIDEWALKS
Add to Section 73-1.03:
At the time of Task Order issuance, the Engineer will indicate which curb ramp or driveway
Engineering Standard will be used.
You must meet with the Engineer for an average of 1 hour per curb ramp or driveway
being replaced. This includes:
1. Before saw-cutting to agree on the limits of demolition and removal.
2. After formwork is set, to verify that grades meet those stated on the plans.
3. Upon completion to verify finished grades.
Curb ramp and driveway design may vary from Engineering Standards, as directed by
the Engineer, to accommodate ADA requirements.
Only 2 intersection curb ramps, on the same side of the street, can be under construction
at any given time.
You are responsible for restoring all existing:
1. utility boxes
2. cleanouts
3. posts
within the:
1. sidewalk
2. driveway
3. island paving
4. curb ramp
limits of replacement.
The City will pay material invoice and 15% markup for City utility boxes that require
replacement.
Where paint is required on newly placed concrete, the concrete shall be cured a minimum
of seven (7) days prior to painting.
Add to Section 73-1.04:
Payment for the removal/replacement of asphalt concrete as specified in the Engineering
Standards will be accounted for in the paving bid items based on the type/thickness of
asphalt concrete replacement that is required at each location.
Add to Section 73-4.04:
Full compensation for “Mission Style PCC Coloring and Salt Finish” includes all additional
costs required to install Mission Style concrete when compared to standard gray colored
concrete. When Mission Style tile is also required, it is paid by a separate bid item,
“Mission Style Tile Installation per Std. 4220”.
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8
“Single Mission Tile Installation – Std. 4220” will be used for replacement of a single
Mission Tile and surrounding grout without doing any other curb & gutter and/or sidewalk
improvements at various locations within the Mission Style Sidewalk District. Full
compensation for “Single Mission Tile Installation – Std. 4220” includes tile mortar bed,
tile, and grout surrounding all four sides of the tile, in place complete.
77 LOCAL INFRASTRUCTURE
Add to Section 77-1.03A:
Vacuum excavation is the preferred method for potholing utilities, but site-specific
conditions may require alternative methods. 1-sack cement slurry shall be used as
subsequent backfill when vacuum excavation is used.
Dimensions of pavement potholing window must be approved by Engineer before starting
work.
Add to Section 77-1.03A(2)(i):
Tree removal must be authorized by the City Arborist. Tree trunk diameter is measured
at 4.5 feet above adjacent ground surface. Stump grinding or removal is required for all
tree removals and must include the major roots within the planting area.
Engineer or City Arborist must authorize and oversee all approved root pruning or shaving
activities. Minor root pruning or shaving is expected during reconstruction of damaged
sidewalk.
Add to Section 77-1.04:
Full compensation for “Pipe Excavation & Restoration” includes all excavation required to
reach the top of pipe from top of existing grade, complete pipe excavation, installation
and replacement of pipe, bedding, initial backfill, and subsequent backfill.
The City will provide pipe and fittings to be used for replacement or pay material invoice
and 15% markup if pipe and fittings are supplied by you.
Full compensation for “Potholing” is measured from the top of existing grade to the top of
utility and includes the replacement of initial and subsequent backfill.
Add to Section 77-3.02B:
Joints and Fittings for HDPE must be of the same manufacturer as the pipe.
Add to Section 77-3.03D(2) Manhole Coating:
Manhole coating shall consist of applying an approved by the Engineer corrosion
protective coating system to the interior surfaces, as specified herein. The coating system
shall be applied to all exposed brick, concrete, grout, mortar, and cementitious surfaces
within the manhole, including unlined concrete pipes within the manhole, bench-to-pipe
transitions, bench, risers, cones, adjusting rings, etc. Coating of the metallic manhole
frame and cover shall not be required.
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The Contractor shall coat all manholes marked on the plans with a high-build
polyurethane elastomer such as SANCON 100 or approved equal. The Contractor is
responsible for inspecting the existing manholes for leaks or concrete failures. The
Contractor shall repair manhole prior to coating by patch or chemical grouting in
accordance with coating manufacturer recommendation and as directed by the Engineer.
Coating shall stop at the top of the cone or as directed by the Engineer. All pipe liner
installation shall be completed prior to commencing any coating of manholes.
The Contractor shall provide a smooth transition and tight seal without any annular gaps
between the completed manholes and the completed sewer pipe. The Contractor shall
Spark Test the new manhole per NACE RP0274 standards. Spark Test shall be
witnessed by the Engineer.
The Contractor shall terminate the coating at the spring line of the channel with a ¼” cut
groove.
For those manholes that are connected to pipes to be lined with CIPP, the Contractor
shall insure that the bench shall be formed to eliminate offsets where the lined pipe meets
the manhole interior face and shall match incoming and outgoing pipes and provide a
smooth, even transition where required.
Materials shall be delivered to the site in factory sealed and labeled containers. Date of
manufacture shall appear on each container. Materials shall be handled and stored
according to the strictest requirements of the manufacturer and in accordance with all
local, state, and federal laws and regulations.
At each manhole, the Engineer shall inspect and accept the work completed to-date at
the completion of each of the milestones listed below before the Contractor shall
commence work on the next milestone:
• Completion of the cleaning and surface preparation activities required by these
specifications.
• Completion of all void-filling activities and underlayment application, prior to
surface coating application.
• Completion of the surface coating installation prior to testing.
• Spark testing of the final surface coating as required by these specifications.
• Final clean-up and inspection.
The Contractor shall provide a written warranty to cover workmanship and materials for
each manhole coated for a period of not less than five (5) years from the date of final
clean up and inspection of the manhole. The warranty shall be delivered to the City prior
to and as a condition of final acceptance of work.
By executing this contract, the Contractor certifies and agrees that any testing performed
by the City during construction (e.g., spark testing, adhesion testing and/or other testing)
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10
shall not in any way modify the warranty, nor relieve the Contractor for responding to
defects during the warranty period.
Add to Section 77-3.03F(2) Abandonment of Sewerlines:
77-3.03F(2)(a) Abandon and Grout Existing Sanitary Sewer Lateral or Main
Where Abandon and Grout Existing Sanitary Sewer with Flowable Fill is required, the
work to be performed under this section shall include the abandonment in place of existing
sanitary sewer by completely filling with flowable fill, as specified in the Special Provisions
and as directed by the Engineer. Flowable fill (abandonment grout) shall be controlled
low-strength material consisting of fluid mixture of cement, fly ash, aggregate, water and
with admixtures as necessary to provide workable properties. Placement of flowable fill
may be by grouting techniques in sewer pipes or other restricted areas, or as mass
placement by chutes or tremie methods in unrestricted locations with open access. Long-
term hardened strength shall be within specified range. In this specification, the words
“flowable fill” and “one sack sand/cement mixture” and “abandonment grout” are used
interchangeable.
The Contractor shall notify the Engineer a minimum of 48-hours prior to the abandonment
of any sanitary sewer. The Contractor shall not begin any abandonment operations until
the replacement sanitary sewer has been constructed, tested, and all service connections
have been installed and approved by the Engineer, if applicable.
Reference Standards:
1. These Special Provisions
2. ASTM C150 – Standard Specification for Portland Cement.
3. ASTM 494 – Standard Specification for Chemical Admixture for Concrete.
4. ASTM C618 – Standard Specification for Fly Ash and Raw or Calcinated Natural
Pozzolan for use as neral Admixture in Portland Cement Concrete.
5. ASTM C940 – Standard test Method for Expansion and Bleeding of Freshly Mixed
Grout for Replaced Aggregate Concrete in the Laboratory.
6. ASTM C1017 – Standard Specification for Chemical Admixture for Use in
Producing Flowing Concrete.
7. ASTM C1107 – Standard Specification for Packaged Dry, Hydraulic-Cement Grout
(Non-Shrink).
Submittals:
1. Submit flowable fill mix design report to Engineer.
A. Flowable fill type and production method. Describe if fill will be mixed to final
proportions and consistency in batch plant or if constituents will be added
in transit to mixer at placement location.
B. Aggregate gradation of fill. Aggregate gradation of mix shall be used as pilot
curve for quality control during production.
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C. Fill mix constituents and proportions including materials by weight and
volume, and air content. Give types and amounts of admixtures including
air entrainment or air generating compounds.
D. Fill densities and viscosities, including wet density at point of placement.
E. Initial time of set.
F. Bleeding and shrinkage.
G. Compressive strength.
2. Submit technical information for equipment and operational procedures including
projected injection rate, grout pressure, method for controlling grout pressure,
bulkhead and vent design and number of stages for grout application.
Flowable Fill:
1. Design Mix Criteria. Provide design of one or more mixes to meet design criteria
and conditions for placement which include the following:
A. Cement: ASTM C150 Type I or II. Volume and weight per cubic yard of fill.
Provide minimum cement content of 50 pounds per cubic yard.
B. Fly ash: ASTM C619, Class C or F. Volume and weight per cubic yard of
fill. Provide minimum fly ash content of 200 pounds per cubic yard.
C. Potable water: Volume and weight per cubic yard of fill. Amount of water
determined by mix design testing.
D. Aggregate gradation: 100 percent passing 3/8-inch sieve and not more than
10 percent passing No. 200 sieve. Mix design report shall define pilot
gradation based on the following sieve sizes: 3/8-inch, No. 4, 8, 16, 30, 50,
100 and 200. Do no deviate from pilot gradation by more than plus or minus
10 percentage points for any sieve for production material.
E. Aggregate source material: Screened or crushed aggregate, pit or bank run
fine gravels or sand, or crushed concrete. If crushed concrete is used, add
at least 30 percent natural aggregate to provide workability.
F. Admixtures: use admixtures meeting ASTM C494 an ASTM C1017 as
needed to improve pumpability, to control time of set and to reduce
bleeding.
G. Fluidifier: Use fluidifier meeting ASTM C937 as necessary to hold solid
constituents in suspension. Add shrinkage compensator if necessary.
H. Performance additive: Use flowable fill performance additive, fi needed, to
control fill properties.
2. Flowable Fill Requirements:
A. Unconfined compressive strength: minimum 75 psi and maximum 150 psi
at 56 days as determined based on an average of three tests for same
placement. Present at least three acceptable strength tests for proposed
mix design in mix design report.
B. Placement characteristics: self-leveling.
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C. Shrinkage characteristics: non-shrink.
D. Water bleeding for fill to be placed by grouting method in pipes: not to
exceed 2 percent according to ASTM C940.
E. Minimum wet density: 90 pounds per cubic foot.
3. Grout Plugs:
A. Cement-based dry-pack grout conforming to ASTM C1107, Grade B or C.
Preparation:
1. Notify inspector at least 24-hours in advance of grouting with flowable fill.
2. Select fill placement equipment and follow procedures with sufficient safety and
care to avoid damage to existing underground utilities and structures. Operate
equipment at pressure that will not distort or imperil portions of the work, new or
existing.
3. Cut and cap portions of the piping system to remain.
4. Clean sewer lines and video to identify connections and locate obstructions.
Locate previously unidentified connections which have not been redirected or
reconnected as part of the work and report them to the Engineer. During placement
of fill, compensate for irregularities in sewer pipe, such as obstructions or open
joints, to ensure no voids remain unfilled.
5. Perform demolition work prior to starting fill placement. Clean placement areas for
pipes and manholes of debris that may hinder fill placement. Remove excessive
amounts of sludge and other substances that may degrade performance of the fill.
Do not leave sludge or other debris in place if filling more than 2 percent of
placement volume. Dispose of waste material in accordance with applicable codes
and regulations.
6. Remove free water prior to fill placement.
Equipment:
1. Mix flowable fill in automated batch plant and deliver it to site in ready-mix trucks.
Performance additives may be added at placement site if required by mix design.
2. Use concrete or grout pumps capable of continuous delivery at planned placement
rate.
Full compensation for furnishing all labor, materials, tools, equipment, and incidentals,
and for doing all work related to abandonment and grouting of existing sanitary sewers
with flowable fill is included in the payment for Bid item Abandon and Grout (E) Sanitary
Sewer with Flowable Fill.
Add to Section 77-3.04:
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Maximum manhole depth is assumed to be 8 feet, measured from finished grade to invert.
If a deeper manhole is required, you will be paid an additional prorated amount per linear
foot of depth, based on your bid item price.
Full compensation for “Construct Well / Cleanout” includes all labor, materials and
equipment required to connect new cleanout to sewer line.
84 MARKINGS
Add to Section 84-2.03C Application of Stripes and Markings:
Preformed thermoplastic is only allowed with the approval of the Engineer.
Add to Section 84-1.04 Payment:
Bike lane coating is measured by the square foot for the area applied, regardless of the
number of coats to complete installation. A minimum of two coats must be applied or as
recommended by the manufacturer, whichever is more stringent.
DIVISION XIII APPENDICES
Additional project details and instruction may be found on:
A. Appendix B – Bike Lane Buffer
B. Appendix C – Catch Basin Standard 3355A
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APPENDIX A - FORM OF AGREEMENT
THIS AGREEMENT, made on _____________, by and between the City of San Luis
Obispo, a municipal corporation and charter city, San Luis Obispo County, California
(hereinafter called the Owner) and COMPANY NAME (hereinafter called the Contractor).
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be
performed, shall provide and furnish all of the labor, materials, necessary tools,
expendable equipment, and all utility and transportation services required to complete all
the work of construction of
NAME OF PROJECT, SPEC NO.
in strict compliance with the plans and specifications therefor, including any and all
Addenda, adopted by the Owner, in strict compliance with the Contract Documents
hereinafter enumerated.
It is agreed that said labor, materials, tools, equipment, and services shall be furnished and
said work performed and completed under the direction and supervision and subject to the
approval of the Owner or its authorized representatives.
ARTICLE II, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration
for the faithful performance of this Contract, subject to any additions or deductions as
provided in the Contract Documents, the contract prices as follows:
Item
No.
Item Unit of
Measure
Estimated
Quantity
Item Price
(in figures)
Total
(in figures)
1.
2.
3.
BID TOTAL: $ .00
Payments are to be made to the Contractor in compliance with and subject to the provisions
embodied in the documents made a part of this Contract.
Should any dispute arise respecting the true value of any work omitted, or of any extra work
which the Contractor may be required to do, or respecting the size of any payment to the
Contractor, during the performance of this Contract, said dispute shall be decided by the
Owner and its decision shall be final, and conclusive.
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ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the
following documents, all of which are as fully a part thereof as if herein set out in full, and if
not attached, as if hereto attached:
1. Notice to Bidders and Information for Bidders
2. Standard Specifications and Engineering Standards
3. Special Provisions, any Addenda, Plans and Contract Change Orders
4. Caltrans Standard Specifications and Standard Plans 2015
5. Accepted Bid and Bid Bond
6. List of Subcontractors
7. Public Contract Code Sections 10285.1 Statement
8. Public Contract Code Section 10162 Questionnaire
9. Public Contract Code Section 10232 Statement
10. Labor Code Section 1725.5 Statements
11. Bidder Acknowledgements
12. Qualifications
13. Non-collusion Declaration
14. Agreement and Bonds
15. Insurance Requirements and Forms
ARTICLE IV INDEMNIFICATION: The Contractor shall indemnify, defend with legal
counsel approved by City, and hold harmless City, its officers, officials, employees and
volunteers from and against all liability, loss, damage, expense, cost (including without
limitation reasonable legal counsel fees, expert fees and all other costs and fees of
litigation) of every nature arising out of or in connection with the Contractor’s negligence,
recklessness or willful misconduct in the performance of work hereunder or its failure to
comply with any of its obligations contained in this Agreement, except such loss or damage
which is caused by the sole or active negligence or willful misconduct of the City. Should
conflict of interest principles preclude a single legal counsel from representing both the City
and the Contractor, or should the City otherwise find the Contractor’s legal counsel
unacceptable, then the Contractor shall reimburse the City its costs of defense, including
without limitation reasonable legal counsel fees, expert fees and all other costs and fees of
litigation. The Contractor shall promptly pay any final judgment rendered against the City
(and its officers, officials, employees and volunteers) with respect to claims determined by
a trier of fact to have been the result of the Contractor’s negligent, reckless or wrongful
performance. It is expressly understood and agreed that the foregoing provisions are
intended to be as broad and inclusive as is permitted by the law of the State of California
and will survive termination of this Agreement.
The Contractor obligations under this section apply regardless of whether such claim,
charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment,
civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee.
However, without affecting the rights of the City under any provision of this agreement, the
Contractor shall not be required to indemnify and hold harmless the City for liability
attributable to the active negligence of City, provided such active negligence is determined
by agreement between the parties or by the findings of a court of competent jurisdiction. In
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instances where the City is shown to have been actively negligent and where the City’s
active negligence accounts for only a percentage of the liability involved, the obligation of
the Contractor will be for that entire portion or percentage of liability not attributable to the
active negligence of the City.
ARTICLE V. It is further expressly agreed by and between the parties hereto that should
there be any conflict between the terms of this instrument and the bid of said Contractor,
then this instrument shall control and nothing herein shall be considered as an acceptance
of the said terms of said bid conflicting herewith.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this
year and date first above written.
CITY OF SAN LUIS OBISPO
A Municipal Corporation
__________________________________
Derek Johnson, City Manager
APPROVED AS TO FORM CONTRACTOR:
Name of Company
________________________________
By:________________________________
J. Christine Dietrick
City Attorney
Name of CAO/President
Its: CAO/PRESIDENT
(2nd signature required if Corporation):
By:________________________________
Name of Corporate Officer
Its: ____________________
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APPENDIX B – BIKE LANE BUFFER
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APPENDIX C – CATCH BASIN STANDARD 3355A
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