582-2023

Report

Accept bid of $1,987,987 from Doolittle Construction, LLC for the 2023 Pavement Preservation Project (Procurement Report - BID 00002130)

Accepted

TO THE COUNCIL: 

On April 26, 2023, Council approved Ordinance Number 191253 for Procurement Services to competitively solicit the 2023 Pavement Preservation Project in accordance with PCC 5.34. The Chief Procurement Officer has advertised and received bids for Bid Number 00002130 on behalf the Portland Bureau of Transportation (PBOT), with a project construction estimate of $1,884,764.  PBOT rated the project estimate confidence level as medium.                                          

Bids were opened on June 8, 2023, and two (2) bids were received. The lowest responsive bid is from Doolittle Construction, LLC, thus it is recommended that their bid be accepted at the estimated unit prices quoted for a total bid amount of $1,987,987which is approximately 5.5% above the engineer’s estimate.

The City’s equity in contracting aspirational goal of 20% of the hard construction costs for subcontractor and supplier utilization of firms certified by the State’s Certification Office for Business Inclusion and Diversity (COBID) applies to this project. Doolittle Construction, LLC. has committed to subcontract 4.98% toCOBID Certified firms as follows:

Subcontractor

Certification

Area of Work

Ownership

Amount

D & H Flagging, Inc.

DWBE

Traffic Control/Flagging

Caucasian Female

$99,000

Total

$99,000

Doolittle Construction, LLC acting as the prime contractor intends to self-perform 70.28% of the work and to subcontract 24.74% to the following non-certified firms:

Subcontractor

Area of Work

Amount

Specialized Pavement Marking, LLC

Striping

$491,764

Total

$491,764

Doolittle Construction, LLC is located in Snoqualmie, WA, and is not a State COBID Certified contractor. They have a current City of Portland Business Tax Registration and are in full compliance with all of the City’s contracting requirements.

Funding for this Project is included in the FY2022-23 Adopted and FY2023-24 Requested CIPs with funding provided via General Transportation Revenues and Fixing Our Streets 2 funds.

It is recommended that a Performance Bond and Payment Bond each at 100% of the contract amount be furnished by the Contractor. Further, it is also recommended that a two (2) year Maintenance/Warranty Bond for 20% of the final contract amount be furnished by the Contractor before final payment is released.

The bid sureties of the remaining bidders should be returned immediately in compliance with Section 5.34.410D of the City Code.

Procurement Services recommends that Council accept this Report and authorize the Chief Procurement Officer to execute the contract with Doolittle Construction, LLC.

Recommended by:

Biko Taylor

Chief Procurement Officer

BT: ea

Impact Statement

Purpose of Proposed Legislation and Background Information

The purpose of this legislation is to authorize the Chief Procurement Officer to execute a construction contract for the 2023 Pavement Preservation Project for $1,987,987.

The project's scope includes pavement preservation techniques known as micro-surfacing, rubberized asphalt chip sealing and slurry seal in various locations throughout the City. The application of preservation treatments reduce the need for more resource intensive rehabilitation and reconstruction work. By federal law, PBOT is required to bring curb ramps up to ADA standards whenever we resurface the road. Before pavement preservation begins, all relevant ADA ramps will have been updated to current standards.

Ordinance No. 191253 was approved by City Council on April 26, 2023, authorizing the Chief Procurement Officer to issue a competitive solicitation for the 2023 Pavement Preservation Project.  The construction cost based on bids received is $1,987,987.

Financial and Budgetary Impacts

The engineer’s estimate for this project was $1,884,764 and the confidence level was medium. Based on the proposal received, the Portland Bureau of Transportation (PBOT) anticipates the construction contract cost to not exceed $1,987,987 which is approximately 5.5% above the engineer’s estimate.

The Bureau of Transportation has funds budgeted in FY2022-23 Adopted and FY2023-24 Requested CIPs with funding provided via General Transportation Revenues and Fixing Our Streets 2 funds.

The purposed legislation will not create, eliminate, or re-classify any positions now or in the future. 

Community Impacts and Community Involvement

The construction contracting community, including contractors certified with the State of Oregon as minority, women, and emerging small businesses became involved when the Chief Procurement Officer advertised and publicly noticed the project on the City’s Online Procurement System on May 10, 2023. A public notice was also posted in the Daily Journal of Commerce on May 12, 2023.

Potential bidders were able to review the competitive solicitation, ask questions, provide comments and submit a bid in response to the Invitation to Bid (ITB). Proposals received resulted in the award of the construction contract. Procurement Services managed the procurement process. No protests were received.

The City’s equity in contracting aspirational goal of 20% of the hard construction costs for subcontractor and supplier utilization of firms certified by the State’s Certification Office for Business 

Inclusion and Diversity (COBID) applies to this project. Doolittle Construction, LLC. has committed to subcontract 4.98% toCOBID Certified firms as follows:

Subcontractor

Certification

Area of Work

Ownership

Amount

D & H Flagging, Inc.

DWBE

Traffic Control/Flagging

Caucasian Female

$99,000

Total

$99,000

Doolittle Construction, LLC acting as the prime contractor intends to self-perform 70.28% of the work and to subcontract 24.74% to the following non-certified firms:

Subcontractor

Area of Work

Amount

Specialized Pavement Marking, LLC

Striping

$491,764

Total

$491,764

Doolittle Construction, LLC is located in Snoqualmie, WA, and  a State COBID Certified contractor. They have a current City of Portland Business Tax Registration and are in full compliance with all of the City’s contracting requirements.

No known persons or groups will be testifying.

No future public involvement is anticipated or necessary for this request.

100% Renewable Goal

This action neither increases nor decreases the City’s total energy use.

This action neither increases nor decreases the City’s renewable energy use.

Budget Office Financial Impact Analysis

This action accepts the bid for the 2023 Pavement Preservation Project. The bid of $1,987,987 is 5.5% over the engineer's estimate for the project. The bureau has funds for the project included in their FY2023-24 Adopted CIP budget. No additional appropriations are required. 

Document History

Item 582 Regular Agenda in July 12-13, 2023 Council Agenda

City Council

Accepted - Prepare Contract

Motion to accept the report: Moved by Mapps and seconded by Gonzalez.
  • Commissioner Rene Gonzalez Yea
  • Commissioner Mingus Mapps Yea
  • Commissioner Carmen Rubio Yea
  • Commissioner Dan Ryan Yea
  • Mayor Ted Wheeler Yea

Introduced by

Contact

Emmanuel Amunga

Construction, Senior Procurement Specialist

Requested Agenda Type

Regular

Date and Time Information

Requested Council Date
Time Requested
10 minutes