TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Cooperative Reimbursement Agreement Between the City of Chino and the City of Pomona for the Walnut Avenue Improvements as part of the Street Rehabilitation FY2023-24 Project (ST241).end
end
RECOMMENDATION
recommendation
1) Appropriate $139,801 to the Transportation Fund (320), with a corresponding year-end transfer in the same amount from the General Fund (100) reserves; 2) approve a Cooperative Reimbursement Agreement between the City of Chino and the City of Pomona in an amount not to exceed $139,801 to establish project cost sharing and reimbursement obligations for the construction of the Walnut Avenue Pavement Improvements as part of the Street Rehabilitation FY2023-24 Project (ST241); 3) approve a Change Order No. 1, to Hardy & Harper Inc., in the amount of $109,901 for a not-to-exceed revised contract amount of $3,305,451 for the Walnut Avenue Pavement Improvement; and 4) 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 $139,801 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 $6,191,327. Per the Cooperative Reimbursement Agreement, the City of Pomona will reimburse the City the total cost of construction of the Walnut Avenue Improvements up to $139,801. Contingency will not be used for Change Order No. 1 and will remain at the original amount of $319,555.
|
Funding Source |
Adopted Budget |
Additional Appropriation |
Revised Project Budget |
|
Fund 320 Transportation |
$3,614,526.00 |
$139,801.00 |
$3,754,327.00 |
|
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: |
$6,051,526.00 |
$139,801.00 |
$6,191,327.00 |
*Note: Road Maintenance and Rehabilitation Account (RMRA) is part of the gasoline tax passed as part of Senate Bill 1 (SB 1).
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
• Financial Stability
• Public Service Excellence through Internal and External Partnerships
|
Revenue: Click or tap here to enter text. |
Expenditure: 3207100-40010-ST241 |
|
Transfer In: 3201000-40001 |
Transfer Out: 1001000-50001 |
BACKGROUND
On February 6, 2024, City Council awarded a construction contract 2024-204 to Hardy & Harper, Inc., Lake Forest, CA for the Yorba Avenue Street Improvements Project (ST233) and the Local Street Rehabilitation Fiscal Year (FY) 2024 Project (ST241). This award of contract included approximately 450 feet of pavement rehabilitation of Walnut Avenue from the West City of Chino border to the Union Pacific Railroad tracks (See Exhibit A). On March 19, 2024, the City of Chino reached out to City of Pomona to seek their interest in collaborating to extend the Walnut Avenue Street Rehabilitation limits into the City of Pomona from the common City border, westerly to Reservoir Street. The City of Pomona agreed to coordinate efforts to ensure that improvements completed are for the benefit of both cities. On April 15, 2024, the City of Pomona City Council amended their Capital Improvement Program (CIP) Budget and approved the Cooperative Reimbursement Agreement with the City of Chino to include this work.
ISSUES/ANALYSIS
The Cities of Chino and Pomona worked together to expedite the street improvements on Walnut Avenue and share project costs. The work was started and completed after the City of Pomona amended their CIP on April 15, 2024. The City of Chino, as the lead agency, performed the project construction, construction management, materials testing, and inspection of the work within the City of Pomona limits from Reservoir Street to the easterly City boundary with City of Chino. The project included grinding and paving Walnut Avenue with 4-inches of new asphalt pavement. Further, the City of Pomona granted Chino the temporary right-of-way easement, acceptable to and within the jurisdiction/control of Pomona, that was necessary for the construction of the Project. Under the Agreement, the City of Pomona shall pay their respective share of the Project costs which shall not exceed $139,801. The attached Agreement has been reviewed and approved by the City Attorney as to form.
Therefore, staff recommends the City Council approve the Cooperative Reimbursement Agreement with the City of Pomona in an amount not to exceed $139,801 for the Walnut Avenue Pavement Improvements as part of the Street Rehabilitation FY2023-24 Project (ST241). Also, staff recommends the City Council approve a Change Order No. 1, to Hardy & Harper Inc., in the amount of $109,901 for a not-to-exceed revised contract amount of $3,305,451 for the Walnut Avenue Pavement Improvement as part of the reimbursement from the City of Pomona.
Attachments: Exhibit A - Project Location Map
Exhibit B - Cooperative Reimbursement Agreement
Exhibit C - Hardy & Harper Contract Change Order 1