HomeMy WebLinkAboutItem 6i - Advertise Job Order Contract for Streets and Sidewalk Maintenance 2027 Item 6i
Department: Public Works
Cost Center: 5006
For Agenda of: 10/6/2026
Placement: Consent
Estimated Time: N/A
FROM: Aaron Floyd, Public Works & Utilities Director
Prepared By: James Yanez, Construction Engineering Manager
SUBJECT: ADVERTISE JOB ORDER CONTRACT FOR STREETS AND SIDEWALK
MAINTENANCE 2027, SPECIFICATION NO. 1000199
RECOMMENDATION
1. Approve the Special Provisions for the Job Order Contract for Street and Sidewalk
Maintenance 2027, 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.
The most recent Purchasing Guidelines for Job Order Contracts were approved by
Council via Resolution No. 11328 (2022 Series), as part of the 2022 Update to the City’s
Financial Management Manual.
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. The Job Order Contract (JOC)
enables the City to perform infrastructure maintenance related construction projects for
the repair, remodeling, or other repetitive work under a competitivel y bid unit price
contract. This ensures the City receives a consistent price while speeding up project
delivery where detailed design is not required.
The City first implemented a JOC contract shortly after the Charter amendment was
approved by the voters. Since its inception, staff have continued to improve the JOC
program by modifying the contract items of work to target the most frequent and highest
urgency maintenance and repair work within the City’s roadway and sidewalk
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infrastructure. In addition, the JOC also supports design work by providing a mechanism
to perform exploratory utility potholing and verification.
Each item of work described within the JOC contract is bid based upon completion of the
finished product. This methodology is consistent with other types of capital projects the
City completes and has made it simpler for the contractors to prepare and submit bid
proposals.
Over the past three fiscal years, FY 2024 through FY 2027, Engineering staff have issued
83 Task Orders through Job Order Contracting (JOC), totaling more than $2,014,151 in
construction work. The JOC has been used to repair more than 16,508 square feet of
trench patches, 3,950 square feet of sidewalk, and 251 linear feet of curb and gutter. The
contract has also been used to perform potholing at 213 locations, providing staff with
additional field information to support higher-quality design work and reduce change
orders during construction.
The proposed Job Order Contract for Streets and Sidewalk Maintenance 2027 is mode led
after the City's successful maintenance JOCs dating back to 2016. These contracts have
provided staff with flexible and efficient means of addressing sidewalk and trench repairs,
as well as a variety of miscellaneous maintenance needs, resident -reported issues, and
emergency repairs.
The current JOC is in its third and final year and is scheduled to expire on January 20,
2027. The current contractor, R. Burke Corporation, will continue performing work under
the existing contract through its expiration. The proposed 2027 JOC will be implemented
in February 2027 to provide continuity of service and allow staff to continue addressing
maintenance needs without a gap in JOC availability.
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 Orde rs
exceeding 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. 11328 (Attachment B).
Public Engagement
Work covered by the Job Order Contract is funded by Capital project budgets included as
part of past Financial Plans and the current 2025-27 Financial Plan. At time of budget
adoption, the public was provided an opportunity to review and comment upon all capital
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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. The
project consists of the operation, repair, maintenance, rehabilitation, and/or minor
alteration of existing facilities and involves negligible or no expansion of existing or former
use. A Notice of Exemption has been filed with the Community Development Department.
FISCAL IMPACT
Budgeted: N/A Budget 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 executed,
work will be scoped and Task Orders issued only for work budgeted and appropriated
through the City's Financial Plan.
From FY 2024 to the present (2026), the JOC program has utilized $2,014,151.00 from
various maintenance accounts. Funding has primarily come from the Street
Reconstruction and Resurfacing (R&R), Water Distribution System Improvement –
Trench Repair, Collection System Improvement, and Sidewalk Repair Annual Asset
Maintenance Accounts.
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ALTERNATIVES
Deny Authorization to Advertise. The Council may choose not to authorize the
advertisement of the project. If this alternative is adopted, the City would forego the
flexibility and efficiency provided by the JOC program for completing maintenance work.
Individual maintenance projects would need to be procured through separate contracts
or other available contracting methods, which could increase procurement and project
delivery time. This may delay the completion of necessary sidewalk, trench, pavement,
and other maintenance repairs and reduce staff's ability to respond quickly to resident -
reported issues and emergency repairs.
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