TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Mark Leyman, Parks and Recreation Director
Stephanie Katsouleas, Public Works Director
Jessica Vincent, Recreation Services Manager
SUBJECT:Title
Consideration of an Agreement with Larry Murakami Contracting for a Three-Year Contract for Sand Dune Park Sand Replenishment Services with an Estimated Value of $112,500 (Parks and Recreation Director Leyman).
ADOPT RESOLUTION NO. 19-0058
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 19-0058 approving a three-year agreement with Larry Murakami Contracting for Sand Dune Park sand replenishment services with an estimated value of $112,500.
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FISCAL IMPLICATIONS:
Sufficient funds are budgeted in the Public Works Department for these on-going services.
BACKGROUND:
Due to recreational activities at Sand Dune Park, sand from the top of the hill slowly accumulates at the base which requires periodic trucking and hauling services to move sand back to the top. This work is contracted out to firms with the proper equipment to perform these services. A front loader tractor is utilized for sand removal and several dump trucks are used for hauling. The sand is hauled up to the top of the hill, dumped and dispersed by hand. The use of inexperienced contractors can lead to a front loader tractor losing traction and sliding down the dune, leaving a sand trail behind the trucks as they travel through the streets or unclean dump trucks introducing debris into the sand.
Past bids have resulted in few contractors able to provide these services with the proper equipment and required oversight. The contractor must provide trucks in good condition so as not to leak sand onto City streets and drivers respectful of potential impacts to the residents. A sufficient number of trucks need to be staged to quickly move sand from the bottom to top of the hill within a 4-hour block of time on Friday street sweeping day. Therefore, it is important that the contractor be able to meet the City’s stringent requirements at a reasonable cost. These services are generally required three times per year, but environmental factors and heavy usage may necessitate additional services.
DISCUSSION:
Proposals for a multi-year sand dune replenishment services were solicited and advertised on the City’s website and BidSync, a public bid notification board. In addition, staff searched the internet and contacted several local trucking firms. This resulted in only one response from Larry Murakami Contracting. This company has performed these services on an as-needed basis since 2011, when improvements to the reservation system and fencing were added and the required services were less frequent. Once the need for services was determined, staff was able to formulate specifications and solicit proposals.
Staff does not believe that further solicitations would result in additional proposals for these specialized services. As a result, staff recommends that the City Council adopt Resolution No. 19-0058 approving a three-year contract with Larry Murakami Contracting for sand dune replenishment services with an estimated value of $112,500 ($12,500 per occurrence), and authorize the City Manager to extend the term of the agreement for up to two additional one-year periods if deemed in the City’s best interest. The City may cancel the contract at any time without cause.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 19-0058
2. Agreement - Larry Murakami Contracting