TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Transportation Right-of-Way ADA Improvements Project (ST173) and the Street Rehabilitation FY 23-24 Project (ST241) - Approve a Construction Contract with CT & T Concrete Paving Inc., Professional Services Agreement with Leighton Consulting, Inc., and authorize expenditures for construction management services and overtime inspection costs.
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RECOMMENDATION
recommendation
Approve the 1) appropriation of $3,165,486 to the Transportation Fund (320) for the Street Rehabilitation FY2023-2024 Project (ST241), with a corresponding year-end transfer in the same amount from the General Fund (100) reserves; 2) award a construction contract to CT&T Concrete Paving Inc., Diamond Bar, CA for the Transportation Right-of-Way ADA Improvements Project (ST173) and the Street Rehabilitation FY 23-24 Project (ST241) for $2,645,501.07 and authorize up to $264,551 (10% of the contract amount) for construction contingencies for a total amount not to exceed $2,910,052.07; 3) award a Professional Services Agreement with Leighton Consulting, Inc. Rancho Cucamonga, CA, for Geotechnical Engineering Services for the Transportation Right-of-Way ADA Improvements Project (ST173) and the Street Rehabilitation FY2023-2024 Project (ST241) for $54,223; 4) authorize expenditures of up to $191,210 for construction management services, and $10,000 for overtime inspection costs for the Transportation Right-of-Way ADA Improvements Project (ST173) and the Street Rehabilitation FY2023-2024 Project (ST241); and 5) authorize the City Manager to execute the necessary documents on behalf of the City.
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FISCAL IMPACT
The Street Rehabilitation FY2023-2024 Project (ST241) requires an appropriation of $3,165,486 to the Transportation Fund (320) with a corresponding year-end transfer in the same amount from the General Fund (100) reserves. Project ST241 will have a revised total project budget of $6,051,526. Estimated expenditures to date include $2,747,869.02 for the ongoing work under the Street Rehabilitation FY2023-2024 Project.
The additional appropriations and budget allocations are summarized below for project ST241:
|
Funding Source |
Adopted Budget |
Additional Appropriation |
Revised Project Budget |
|
Fund 320 Transportation |
$449,040.00 |
$3,165,486.00 |
$3,614,526.00 |
|
Fund 322 Measure I |
$500,000.00 |
$0 |
$500,000.00 |
|
Fund 327 RMRA (SB 1) * |
$1,937,000.00 |
$0 |
$1,937,000.00 |
|
TOTALS: |
$2,886,040.00 |
$3,165,486.00 |
$6,051,526.00 |
*Note: Road Maintenance and Rehabilitation Account (RMRA) is part of the gasoline tax passed as part of Senate Bill 1 (SB 1).
Sufficient funds are included in the Fiscal Year 2023-2024 Capital Improvement Program for the Transportation Right-of-Way ADA Improvements project (ST173). The estimated available budget is $300,891.75.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Responsible Long-Range Planning
|
Revenue: Click or tap here to enter text. |
Expenditure: 3207100 - 48004 | 48005 | 48009 - ST241 3207100 - 48004 | 48005 | 48009 - ST173 |
|
Transfer In: 3201000-50000 |
Transfer Out: 1001000-40001 |
BACKGROUND
On June 13, 2023, the City Council held a workshop at which City Staff presented recommendations from the City’s Pavement Management Inventory Program (“Program”) to target a citywide Pavement Condition Index (“PCI”) of 75. To meet the target PCI, the Program forecasts annual expenditures of approximately $11.8 million per year over the next five years. The adopted City budget for pavement management projects allocates approximately $5 million per year with primary sources of funding from Measure I and the Road Maintenance and Rehabilitation Account (“RMRA”) revenues. Therefore, a shortfall of approximately $7 million per year was identified to achieve acceptable street conditions. The Council directed staff to devise a CIP plan to spend an additional $21 million during the next two fiscal years to achieve the targeted street conditions, including alleys, throughout the City.
Accordingly, on July 6, 2023, staff presented the Citywide Pavement Rehabilitation Project - Pilot Program to the Streets Infrastructure Committee. Due to the challenge of completing pavement rehabilitation projects meeting the City’s Policy on Accessible Facilities in the Public Right of Way in a timely and cost-effective manner, staff proposed a pilot program to coordinate the design and build efforts. The program approach utilizes existing City standard ramp design guidelines with layouts customized to each intersection, reducing the design lead time. The work is further separated into two stages with a contract for concrete work and a contract for the asphalt work to follow. Staff presented the pilot program to the City Council on July 18, 2023, and received support and directives to move forward.
On January 31, 2024, staff presented the results of the initial phase of the pilot program and recommendations for the next phase of improvements at the Streets Infrastructure Committee. The City is now ready to move forward with the concrete work in preparation for the next set of streets identified for rehabilitation. The concrete improvements under project ST241 will consist of construction of sixty-seven (67) curb ramps and 10 alley approaches in the locations shown in Exhibit A. Project ST173 consists of construction of a sidewalk gap closure on the west side of Third Street between H Street and Schaefer Avenue as a result of a grievance under the American Disability Act (ADA).
ISSUES/ANALYSIS
Construction Contract
A Notice Inviting Bids was published both locally, and in regional trade publications, and on the Planet Bid web-based bid system for both ST173 and ST241 combined. On March 14, 2024, at 10:00 a.m., the following two (2) Bids were received and opened:
|
|
|
Bid Amounts |
|
Company |
Location |
ST173 |
ST241 |
Total |
|
CT & T Concrete Paving Inc. |
Diamond Bar, CA |
$187,300.00 |
$2,458,201.07 |
$2,645,501.07 |
|
Hardy & Harper, Inc |
Lake Forest, CA |
$225,000.00 |
$4,375,000.00 |
$4,600,000.00 |
The lowest, responsible, responsive bid was submitted by CT & T Concrete Paving, Inc., Diamond Bar, CA, as shown in the table above for a total amount of $2,645,501.07. Staff subsequently reviewed the contractor’s licensing, bonding, references, and list of subcontractors submitted for the project, and found all bid submittal documentation to be in order.
Construction Support Services
Staff solicited an informal request for proposal (“RFP”) for Geotechnical Engineering Services from three (3) consultants from the approved on-call list. On April 11, 2024, at 10:00am, two (2) RFPs were received and opened. Staff selected the proposal with the lowest bid.
|
Company |
Location |
ST173 |
ST241 |
Bid Amount |
|
Leighton Consulting, Inc. |
Rancho Cucamonga, CA |
$19,296.00 |
$34,927.00 |
$54,223.00 |
|
GMU Geotechnical, Inc. |
Rancho Santa Margarita, CA |
$24,422.00 |
$37,222.00 |
$61,644.00 |
City Staff determined that Z&K Consultants Inc. (“Z&K”) is the best qualified firm to manage the construction services due to the knowledge and experience Z&K has obtained, as they provided construction management and inspection services for the City’s pilot program. Z&K also provides competitive hourly rates compared to other consultants with similar qualifications. The City will utilize the existing on-call consultant agreement with Z&K. Z&K hourly rate is $157 compared to other consultants on the on-call list who range from $150 to over $200.
The estimated project construction costs are itemized below:
|
Project Task |
Vendor |
ST173 |
ST241 |
Totals |
|
Construction |
CT & T Concrete & Paving, Diamond Bar, CA |
$187,300.00 |
$2,458,201.07 |
$2,645,501.07 |
|
10% Construction Contingency (1) |
As allowable per the Public Contract Code |
$18,730.00 |
$245,821.00 |
$264,551.00 |
|
Geotechnical Engineering Services |
Leighton Consulting, Inc., Rancho Cucamonga, CA |
$19,296.00 |
$34,927.00 |
$54,223.00 |
|
Construction Management |
Z & K Consultants Inc., Riverside, CA |
$14,130.00 |
$177,080.00 |
$191,210 |
|
Overtime Inspections |
City Staff |
$5,000.00 |
$5,000.00 |
$10,000.00 |
|
EST. TOTAL CONSTRUCTION COST |
|
$244,456 |
$2,921,029.07 |
$3,165,485.07 |
Note: (1) Note that, as in all the City's public works contracts, the contract itself provides the Director of Public Works authority to issue change orders of up to 10% of the original contract amount. When the Council approves the contract, it approves this authority. Ten percent is generally considered within the normal range of changed conditions on a public works construction project and, by providing change order authority upfront, Council helps to reduce the possibility of delay on a construction project.
Staff recommends the following as summarized above:
1. Appropriate $3,165,486 from the Transportation Fund (320) for the Street Rehabilitation FY2023-2024 Project (ST241), with a corresponding year-end transfer in the same amount from the General Fund (100) reserves.
2. Award a construction contract to the lowest, responsive, responsible bidder CT & T Concrete & Paving, Diamond Bar, CA in an amount not to exceed $2,645,501.07.
3. Award a professional services agreement to Leighton Consulting, Inc., Rancho Cucamonga, CA in an amount not to exceed $54,233.
4. Authorize construction management fee not to exceed $191,210 using an existing on-call consultant agreement with Z&K Consultants Inc., Riverside, CA.
5. Authorization of expenditures up to $10,000 for overtime inspection costs and $264,551 for construction contingency costs.
This project is exempt from the California Environmental Quality Act (CEQA) according to Section 15301(c) of the CEQA Guidelines - Existing Facilities, which includes the operation, repair, and maintenance of highways, streets, sidewalks, gutters, bicycle and pedestrian trails, and other similar facilities.
Attachments: Exhibit A - Project Location Map
Exhibit B - Construction Agreement - CT&T (ST173 & ST241)
Exhibit C - PSA - Leighton Consulting, Inc. (ST173 & ST241)