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Staff Report
City Council
Item No. 7.B
Meeting Date: November 8, 2023
From: John Corella, Director of Engineering/Public Works Title: Award Contracts for HSIP Cycle 10: Pedestrian Crossing on Ramon Road and Candlewood Drive
City Council
RECOMMENDATION:
For the City Council to:
· Award a construction contract to Elecnor Belco Electric, Inc., in the amount of $1,071,888 for the Highway Safety Improvement Program (HSIP) Cycle 10 - Pedestrian Crossing at Ramon Road near Candlewood Drive Project (C08753); and,
· Award a professional services agreement to TKE Engineering Inc., in the amount of $51,393 for professional construction engineering support services for this Project; and,
· Approve a twenty percent (20%) contingency in the amount of $216,819 for unforeseeable construction costs; thereby bringing the total construction budget for this Project to $1,340,100; and,
· Authorize a budget amendment in the amount of $250,000 from Measure A Funds (account 243-100-150-156-8800-8802); and,
· Authorize the City Manager to execute the contract documents; and, · Authorize the City Engineer to request bonds and insurance for the Project and issue the Notice to Proceed.
BACKGROUND:
On March 26, 2021, the California Department of Transportation (Caltrans) awarded the City with a $776,600 HSIP Cycle 10 Project (Project) Grant to install a High Intensity Activated Crosswalk (HAWK) crossing and respective median fencing along Ramon Road near the intersection area of Avenida La Paloma. The grant included funds for Preliminary Engineering (PE), Construction Engineering (CE), and Construction (CON).
On February 23, 2022 the City Council awarded a Professional Services Agreement with STC Traffic Inc. (STC) to prepare the Plans, Specifications, and Estimates (PS&E) for the Project.
At the June 22, 2022 Study Session meeting, City Staff provided the City Council with
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an update on the Project regarding the Project vicinity, existing conditions, and proposed optimal configuration of the crosswalk. The recommended optimal configuration shifted the crosswalk location along Ramon Road from Avenida La Paloma to Candlewood Road, and modified the signal type from a HAWK traffic signal to a conventional traffic signal configured for pedestrian crossings only.
At the January 11, 2023, Study Session meeting, the City Council selected a custom tubular steel fence with the Cathedral City peaks as the median fencing option for this Project and delegated the selection of color to the Public Arts Commission (PAC). On February 14, 2023, the PAC selected Orange as the color to be powder coated on the median fencing for the Project.
On June 8, 2023, the Consultant submitted to the City the final PS&E package, and City Staff submitted to Caltrans the Request for Allocation (RFA) of HSIP Construction funding. Caltrans provided notification of the RFA approval on August 1, 2023.
DISCUSSION:
Construction Contract
On Wednesday, August 23, 2023, the City advertised an invitation to bid, requesting qualified contractors to perform the described scope of work found in Bid No. B24 -49E, which included the Plans and Specifications for this Project. This solicitation was made available to contractors for twenty -two (22) calendar days and advertised in the following locations:
• Desert Sun – Advertised on August 23, 2023 and September 1, 2023 • PlanIt Print Works – From August 23, 2023, until September 14, 2023 • City’s Website - From August 23, 2023, until September 14, 2023
On September 14, 2023, the City received two (2) bid proposals for this Project. The following table ranks each qualified bidder by total price:
RANK CONTRACTOR AMOUNT
1 Elecnor Belco Electric, Inc. (Chino, CA) $1,071,888
2 DBX, Inc. (Temecula, CA) $1,137,500
The Bid Tabulation prepared by the Engineering Division is attached to this report for reference.
Based on the bids received, the lowest responsive and responsible bidder is Elecnor Belco Electric, Inc. (Belco) from Chino, CA.
Belco’s construction estimate in their submitted bid was $516,888 higher than the amount awarded to the City through the HSIP 10 Grant.
On September 29, 2023, the City Staff submitted a Request for Additional Funds to Caltrans in the amount of $677,700 for the construction of the Project. On October 9, 2023, Caltrans informed the City that two -thirds ($451,800) of the additional funds
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requested will be provided by additional HISP funding, and the remaining one -third ($225,900) of the additional funds requested will need to be provided by the City as a local match requirement. A budget amendment will be required to provide this local match requirement.
All construction work will be performed within the existing City right -of-way. The construction work is scheduled to start in March 2024 and is estimated to be completed by November 2024.
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 Exempt under the California Environmental Quality Act (CEQA), Section 15301 for “Existing Facilities”.
Request for Qualifications/Proposals (RFQ/P) Construction Engineering Support Services
During the application submittal, the City included funds for Construction Engineering to ensure the Project would comply with all State-funded HSIP project requirements during construction. The construction engineering support services needed for this Project include labor compliance monitoring and enforcement, inspection, and material testing.
Staff solicited RFQ/P for Construction Engineering Support Services for the HSIP Cycle 10 Project. The RFQ/P was advertised in the Desert Sun and the City’s website on September 6, 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 20, 2023, fourteen (14) days, to submit proposals. The RFQ/P requested to provide cost proposals that included hourly rates and/or unit costs for various services in a separate, sealed envelope, all according to Cal Trans and Federal Highway Administration (FHWA) proposal submittal/review requirements.
Proposals for Construction Engineering Support Services for HSIP Cycle 10 were received from the following four (4) consultant companies:
• Falcon Engineering Services, Inc. Temecula
• Interwest Consulting Group San Diego
• KOA Corporation Ontario
• TKE Engineering, Inc. Riverside
The proposals were reviewed by a panel consisting of three members of City Engineering Staff. The panel cited 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 TKE Engineering, Inc. (TKE) with the highest ratings. TKE submitted work proposals providing assurance that, if selected, the
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performance of construction engineering support tasks that may be ordered by City Staff would be completed in a timely manner.
Following the scoring of the companies, the cost proposal of TKE was opened and reviewed, per State requirements for evaluating proposals as the guideline. The cost proposal received from TKE 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 Elecnor Belco Electric, Inc., in the amount of $1,071,888 for the Highway Safety Improvement Program (HSIP) Cycle 10 - Pedestrian Crossing at Ramon Road near Candlewood Drive Project (C08753); and,
• Award a professional services agreement to TKE Engineering Inc., in the amount of $51,393 for professional construction engineering support services for this Project; and,
• Approve a twenty percent (20%) contingency in the amount of $216,819 for unforeseeable construction costs; thereby bringing the total construction budget for this Project to $1,340,100; and,
• Authorize a budget amendment in the amount of $250,000 from Measure A Funds (account 243-100-150-156-8800-8802); and,
• Authorize the City Manager to execute the contract documents; and, • Authorize the City Engineer to request bonds and insurance for the Project and issue the Notice to Proceed.
FISCAL IMPACT:
The Total Funding provided by the HISP Grant includes funds for Preliminary Engineering (PE), Construction Engineering (CE), and Construction (CON), in the amount of $1,228,400.
The PE phase has been completed, leaving a remaining total of HSIP funds in the amount of $1,090,100 for CON and CE phases of the Project as shown below.
Construction $ 1,006,800
Construction Engineering $ 83,300
HSIP Grant Total $ 1,090,100
The budget required for CON and CE will include a 20% contingency for a total amount of $1,340,100 as shown below.
Belco (Contractor with lowest bid) $ 1,071,888
TKE (Selected CE Consultant) $ 51,393
Subtotal $ 1,123,281
20% Contingency $ 216,819
CON+CE Total $ 1,340,100
Additional funds, in the amount of $250,000, will be required to complete the construction of this Project.
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CON+CE Total $ 1,340,100
HSIP Grant Total $ 1,090,100
Additional Funds Required $ 250,000
To complete the construction of this Project, City Staff is proposing to reallocate programmed Measure A Funds (account 243 -100-150-156-8800-8802) from the construction of Los Gatos Road and Date Palm Drive Drainage Improvement Project, in the amount of $250,000. By reallocating the amount of $250,000 from programmed Measure A Funds, the City will meet with the local match requirements for this project and the Project will not impact the General Fund.
(Please note that the above Los Gatos and Date Palm Drive Drainage Improvements are proposed to be included in the reconstruction of Date Palm Drive as a result of Tropical Storm Hilary. This reconstruction work is proposed to be funded by either State and/or Federal Emergency Roadway Repair funding , if approved , or reprogrammed SB-1 funding, and/or a combination of both, to be presented to the City Council in the CIP budget reallocation discussion this same Council meeting.)
City Staff recommends City Council authorize a budget amendment in the amount of $250,000 from Measure A Funds (account 243-100-150-156-8800-8802).
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
Bid Tabulation - HSIP Cycle 10
Contract - Elecnor Belco Electric, Inc.
RFQ/P Evaluations Scores and Rankings
TKE Engineering Inc. - RFQ/P Work Proposal
Professional Services Agreement - TKE Engineering, Inc.