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Staff Report
City Council
Item No. 7.C
Meeting Date: November 8, 2023
From: John Corella, Director of Engineering/Public Works Title: Award Contracts for ATP Cycle 5: Cathedral Canyon Drive Sidewalk and Multiuse Trail and Date Palm Drive Expansion
City Council
RECOMMENDATION:
City Staff recommends the City Council:
· Award a construction contract to Riverside Construction Company, Inc., in the amount of $3,884,603 for the Active Transportation Program (ATP) Cycle 5 for Cathedral Canyon Drive Sidewalks and Multiuse Trail Project (C08505), and Date Palm Drive Expansion Project (C08508); and,
· Award a professional services agreement to Falcon Engineering Services, Inc., in the amount of $149,198.28 for professional construction engineering support services for the for the Active Transportation Program (ATP) Cycle 5 for Cathedral Canyon Drive Sidewalks and Multiuse Trail Project (C08505), and Date Palm Drive Expansion Project (C08508); and,
· Approve a fifteen percent (15%) contingency in the amount of $605,070.72 for unforeseeable construction costs; thereby bringing the total construction budget for this Project to $4,638,872; and,
· Authorize a budget amendment in the amount of $179,496 from Measure A Funds (account 243 -100-150-156-8800-8802) to the ATP Cycle 5 Project C08508; and,
· Authorize the City Manager to execute the contract and agreement documents; and,
· Authorize the City Engineer to request bonds and insurance for the Project and issue the Notice to Proceed.
BACKGROUND:
The Active Transportation Program (ATP) was created to encourage increased use of active modes of transportation, such as biking and walking. The program’s goals include increasing the number of trips accomplished by walking and biking and increasing the safety and mobility of non -motorized users. The ATP helps regional agencies achieve greenhouse gas reduction goals, enhance public health, and ensure disadvantaged communities fully share the program benefits. This allows for a broad spectrum of projects to benefit many types of active transportation users.
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Cathedral City’s ATP Cycle 5 Project includes three (3) segments connected to the downtown area that will improve accessibility to active transportation. The three segments and the improvements included in the ATP Cycle 5 Projects are listed below:
• East Palm Canyon Drive Bike Lanes , project C08504 – Signing and striping, legends, chevrons, and detector loops, previously awarded and approved by City Council on 10/11/2023
• Cathedral Canyon Drive Sidewalks and Multiuse Trail , project C08505 – Curb and gutter, sidewalk, multiuse trail, and ADA curb ramps. • Date Palm Drive Expansion South of Perez Road to East Palm Canyon Drive , project C08508 – East side roadway improvements include c urb and gutter, sidewalk, ADA curb ramps, driveway approaches, metal hand railings, catch basin, bridge widening and standing wall.
In December 2019, the City of Cathedral City (City) and the Coachella Valley Association of Governments (CVAG) entered into a Cooperative Reimbursement Agreement to work together with the City to complete shovel ready project plans for the above projects and the then, upcoming ATP Cycle 5 call for Projects. CVAG, agreed to be the lead agency and subsequently entered into a contract with KOA Corporation for engineering design services, to prepare the plans, specifications, and estimates (PS&E) for the above cited Projects.
With 95% completed plans in hand, the City submitted a n application for the ATP Cycle 5 Call for Projects in September of 2020. In April 2021, the Riverside County Transportation Commission (RCTC) notified the City that R CTC recommended the application for ATP funding under the Metropolitan Planning Organization (MPO) component.
In April 2023, the City submitted the formal Construction Allocation Request (which included the environmental, right -of-way, and the final design ( PS&E) documents) for the Project funding to be placed on the California Transportation Commission’s (CTC) Agenda for approval at its June CTC Board Meeting. In July 2023, the City received the finance and allocation letters from the CTC stating the Construction Allocation Request was approved.
Tonight’s agenda item is for the Cathedral Canyon Drive Sidewalk and Multiuse Trail (C08505) and Date Palm Drive Expansion (C08508) only.
Cathedral Canyon Drive Sidewalk and Multiuse Trail Project (C08505) The Project is located on Cathedral Canyon Drive from Canyon Shores Drive to Dinah Shore Drive. The scope of work includes removing the existing Cathedral Canyon Drive striping, reapplying new striping and signage, and incorporating the new minimum 6 - foot-wide bicycle lane along the west side of Cathedral Canyon Drive, as well as a multiuse trail on the east side of the road. This Project also includes the construction of a sidewalk (west side) , curbs, gutters, and ADA curb ramps within the limits of the Project.
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Date Palm Drive Expansion Project (C08508)
The Project is located on Date Palm Drive from East Palm Canyon Drive to Perez Road.
The scope of work includes removing the existing Date Palm Drive striping, reapplying new striping and signage, and incorporating the new minimum 6 -foot-wide bicycle lane along the east side of Date Palm Drive, including the widening of the east side of the North Cathedral City Stormwater Channel B ridge. This Project also includes the construction of new sidewalks, curbs, gutters, ADA curbs ramps, driveway approaches, and ancillary infrastructure on the east side.
DISCUSSION:
Construction Contract:
On Wednesday, September 20, 2023, the City advertised an invitation to bid, requesting qualified contractors to perform the described scope of work found in Bid No. B24 -54E, which included the Plans and Specifications for this Project. This solicitation was made available to contractors for thirty -one (31) calendar days and advertised in the following locations:
• Desert Sun – Published on September 20, 2023, and October 5, 2023 • PlanIt Print Works – From September 20, 2023, until October 19, 2023 • City’s Website - From September 20, 2023, until October 19, 2023
On October 19, 2023, the City received three (3) bid proposals for this Project. The following table ranks each qualified bidder by total price:
RANK CONTRACTOR AMOUNT
1 Riverside Construction Company, Inc. (Riverside, CA) $3,884,603 2 Granite Construction Company (Indio, CA) $4,060,604
3 Los Angeles Engineering, Inc. (Covina, CA) $6,980,000
The Bid Tabulation prepared by the Engineering Division is attached to this report for reference.
On October 23, 2023, the second lowest bidder, Granite Construction Company (Granite), submitted a bid protest to the City. City Staff and the City Attorney reviewed the facts and evidence related to the protest and found that there was no basis for the protest.
Based on the bids received, the lowest responsive and responsible bidder is Riverside Construction Company, Inc. (RCC) from Riverside, CA.
All work will be performed within the existing City right -of-way. The construction work is scheduled to start in January 2024 and is estimated to be completed by June 2025.
ENVIRONMENTAL ANALYSIS:
This Project is categorically excluded under the National Environmental Policy Act (NEPA) process for federally funded projects per 24CFR58.35 (a)(1), and Categorically
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Exempt under the California Environmental Quality Act (CEQA), Section 15301 for “Existing Facilities”.
Request for Qualifications/Proposals (RFQ/P) Construction Engineering Support Services
To ensure compliance with all State -funded ATP requirements for construction, City Staff solicited RFQ/P for Construction Engineering Support Services for the ATP Cycle 5 Project. Pursuant to State -funded ATP requirements the construction engineering support services for this Project include construction management, labor compliance monitoring and enforcement, inspections, and material testing.
The RFQ/P requested Consultant Companies to provide cost proposals that included hourly rates and/or unit costs for various services in a separate, sealed envelope, as prescribed in the proposal submittal/review requirements from Cal Trans and Federal Highway Administration (FHWA).
The RFQ/P was advertised in the Desert Sun and the City’s website on August 31, 2023. City Staff also circulated the RFQ/P to consultant companies that typically provide these services for similar projects. Consultant companies were given until September 21, 2023, twenty-two (22) days, to submit proposals.
Proposals for Construction Engineering Support Services for ATP Cycle 5 were received from the following four (4) companies:
• Anser Advisory Management, LLC. Palm Desert
• Falcon Engineering Services, Inc. Temecula
• TKE Engineering, Inc. Riverside
• Z&K Consultants, Inc. Riverside
The Proposals were reviewed by a panel consisting of three members of City Engineering Staff. The panel determined that all companies provided proposals that were responsive, qualified, and knowledgeable about the requirements for the various tasks and understanding of Cathedral City and its Projects. The rating summary of the panel’s review is attached.
The scores from the reviews ranked Falcon Engineering Services, Inc. (Falcon) with the highest ratings. Falcon submitted work proposals providing assurance that, if selected, the performance of construction engineering support tasks ordered by City Staff would be completed in a timely manner.
Following the scoring of the companies, the cost proposal of Falcon was opened and reviewed, per State/Federal requirements for evaluating proposals as the guideline. The cost proposal received from Falcon is consistent with current costs and in line with the City’s expectations for these types of services.
City Staff recommends the City Council:
• Award a construction contract to Riverside Construction Company, Inc., in the amount of $3,884,603 for the Active Transportation Program (ATP) Cycle 5 for
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Cathedral Canyon Drive Sidewalks and Multiuse Trail Project (C08505), and Date Palm Drive Expansion Project (C08508); and,
• Award a professional services agreement to Falcon Engineering Services, Inc., in the amount of $149,198.28 for professional construction engineering support services for the for the Active Transportation Program (ATP) Cycle 5 for Cathedral Canyon Drive Sidewalks and Multiuse Trail Project (C08505), and Date Palm Drive Expansion Project (C08508); and,
• Approve a fifteen percent (15%) contingency in the amount of $605 ,070.72 for unforeseeable construction costs; thereby bringing the total construction budget for this Project to $4,638,872; and,
• Authorize a budget amendment in the amount of $179 ,496 from Measure A Funds (account 243-100-150-156-8800-8802) to the Date Palm Drive Expansion Project (C08508); and,
• Authorize the City Manager to execute the contract and agreement documents; and,
• Authorize the City Engineer to request bonds and insurance for the Project and issue the Notice to Proceed.
FISCAL IMPACT:
The City was awarded a $4,383,000 ATP Grant (twenty-one percent (21%) leverag e funding) toward the submitted $5,556,000 ATP Project. The overall Project cost included environmental documentation (PA&ED), design (PS&E), right -of-way (ROW), and construction (CON) phases of the Palm Canyon Drive Bike Lanes Project (C08504), Cathedral Canyon Drive Sidewalk and Multiuse Trail Project (C08505), and Date Palm Drive Expansion Project (C08508).
The leverage funding included funds for:
• PA&ED phase in the amount of $322,000,
• PS&E phase in the amount of $402,000,
• ROW phase in the amount of $111,000, and
• CON phase in the amount $338,000.
The costs for the PA&ED, PS&E, and ROW phases of the Project were shared between CVAG and the City, in a seventy -five percent (75%) and twenty-five percent (25%) split, respectively.
After the East Palm Canyon Bike Lane project award, the remaining ATP Grant Funding in the amount of $4,121,624.00 is available for the construction of Cathedral Canyon Drive Sidewalk and Multiuse Trail Project (C08505), and Date Palm Drive Expansion Project (C08508).
With t he City being awarded an SB -821 grant for $338,000.00 to supplement the Cathedral Canyon Drive Sidewalk and Multiuse Trail Project , the available funding for the construction of these two projects is:
Grant Source Amount
ATP Grant Balance $ 4,121,376.00
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SB-821 Grant Balance $ 338,000.00
Available Funds for Construction $ 4,459,376.00
The budget required for construction and construction engineering is in the amount of $4,033,801.28. Staff is recommending a 15% contingency in the amount of $605,070.72 for unforeseeable construction costs, for a total construction cost of $4,638,872.00 shown below.
Construction and Construction Engineering Amount
Riverside Construction Co. (lowest bidder) $ 3,884,603.00 Falcon (Selected CE Consultant) $ 149,198.28
Subtotal $ 4,033,801.28
15% Contingency $ 605,070.72
TOTAL CONSTRUCTION COST $ 4,638,872.00
The balance between the available funds for construction and the total construction costs will require additional funds for construction in the amount of $179,496.
Total Construction Cost $ 4,638,872.00
Available Funds for Construction $ 4,459,376.00
Additional Funds Required $ 179,496.00
To complete the construction of these Projects, City Staff is proposing to reallocate programmed Measure A Funds (account 243-100-150-156-8800-8802) in the amount of $179,496 from the Los Gatos Drainage Improvements. By reallocating Measure A funds from programmed projects, the se two ATP Cycle 5 Projects will no longer h ave an impact on the General Fund.
FIVE-YEAR STRATEGIC PLAN:
Goal B: Community Investment
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
ATTACHMENTS:
Project Location - Cathedral Canyon Drive SW/Multiuse and Date Palm Drive Expansion
Bid Tabulation - ATP 5: Cathedral Canyon Drive and Date Palm Drive Contract - Riverside Construction Company, Inc.
RFQ/P Evaluations Scores and Rankings
Falcon Engineering Services, Inc. - Work Proposal
Professional Services Agreement - Falcon Engineering Services, Inc.