Staff Report
City Council
Item No. {{section.number}}.F
Meeting Date: December 11, 2024
From: John A. Corella, Director Public Works
Title: Award a Construction Contract to Hardy and Harper, Inc. for the FY 2024-2025 City Streets Pavement Reconstruction Projects RECOMMENDATION:
To award a construction contract to Hardy and Harper, Inc. in the amount of $1,432,000.00 for the fiscal year (FY) 2024-2025 City Streets Pavement Reconstruction Projects at Shifting Sands Trail (C08688), Sky Blue Water Trail (C08689), 33rd Avenue (C08690), Ventura Drive (C08691), and Avenida Quintana (C08692); and, approve a fifteen percent (15%) contingency in the amount of $214,800.00 for unforeseeable construction costs, thereby bringing the total to $1,646,800.00; and, authorize the City Manager to execute the required contract documents; and, authorize the City Engineer to request bonds and insurance for the project, and issue the notice to proceed.
BACKGROUND:
In May of 2023, Cathedral City’s Engineering Department adopted a pavement management program (PMP) to aid in monitoring, maintaining, and rehabilitating the street network in the city. The PMP provides a dynamic, continually updating pavement condition index (PCI) for all streets across the city. The PCI value ranges from zero to one hundred (0-100) and categorizes street sections as very good, good, fair, poor, and very poor based on their value.
This system aids in deciding which streets are the most optimal and cost effective to receive treatment with available budget.
Based on funding availability and the data analyzed in the city’s PMP, city staff determined the following streets as the most appropriate to receive pavement rehabilitation:
•Shifting Sands Trail from 33 rd Avenue to Whispering Palms Trail (PCI = 42) •Sky Blue Water Trail from 33 rd Avenue to Dinah Shore Drive (PCI = 29) •33 rd Avenue (C08690) from Shifting Sands Trail to Cathedral Canyon Drive (PCI = 32) •Ventura Drive from Peineta Road to Verona Road (PCI = 58) •Avenida Quintana from Vista Chino to Verona Road (PCI = 57) On February 28, 2024, City Council approved Resolution 2024-10 adopting the City’s FY 2024-2025 Capital Improvement Project (CIP) Plan's projects funded by Senate Bill 1 (RMRA/SB-1) and approved a list of CIP projects, including Project 11: Whitewater Area Street Rehabilitation. Project 11 includes segments of Shifting Sands Trail, Sky Blue Water Trail, and 33rd Avenue, listed above as three out of five streets proposed for rehabilitation.
On May 8, 2024, the City Council approved the FY 2024-2025 Community Development Block Grant (CDBG) annual action plan (AAP) which also includes funding for Whitewater Area Street Rehabilitation. The Whitewater Area includes segments of Shifting Sands Trail, Sky Blue Water Trail, and 33rd Avenue, listed above as three out of five streets proposed for rehabilitation.
DISCUSSION:
On Sunday, November 3, 2024, the city advertised the invitation to bid, requesting qualified contractors to perform the scope of work described in Bid No. B24-74E, which includes the Plans and Specifications for these Projects. The bid specifications include an additive alternate for lowering and raising to grade Coachella Valley Water District’s (CVWD) facilities.
The bid solicitation was made available to contractors for seventeen (17) calendar days and advertised in the following locations:
•Desert Sun- Published on November 3, 2024
•PlanIt Print Works- From November 4, 2024, until November 20, 2024 •City’s Website- From November 4, 2024, until November 20, 2024 On November 20, 2024, the City received eight (8) bid proposals for these Projects. The following table ranks each qualified bidder by the total combined of the base bid and selected alternate bid price:
RANK CONTRACTOR AMOUNT
1 Hardy and Harper, Inc. – Lake Forest, CA $ 1,432,070.00 2 Matich Corporation – San Bernardino, CA $ 1,521,495.00 3 Martin Marietta San Diego Aggregates LLC – San Diego, CA $ 1,527,553.43 4 Vance Corporation – Beaumont, CA $ 1,560,879.07
5 All American Asphalt – Corona, CA $ 1,585,615.90
6 Onyx Paving Company, Inc. – Anaheim, CA $ 1,634,000.00 7 Calmex Engineering, Inc. – Bloomington, CA $ 1,706,606.75 8 Granite construction Company – Indio, CA $ 1,756,000.00 The bid tabulation prepared by the Engineering Division is attached to this report for reference.
CVWD approved the cost and authorized the city to proceed with the additive alternate of the project. A full reimbursement agreement with CVWD’s for the additive alternate will be executed upon council approval of this staff report.
Based on the bids received and CVWD’s decision to accept the additive alternate, the lowest responsible bidder whose combined base bid and selected alternates yield the lowest total contract price is Hardy & Harper, Inc. from Lake Forest, CA.
Engineering staff is recommending the City Council award a construction contract to Hardy and Harper, Inc. in the amount of $1,432,000.00 for the FY 2024-2025 City Streets Pavement Reconstruction Projects at Shifting Sands Trail (C08688), Sky Blue Water Trail (C08689), 33rd Avenue (C08690), Ventura Drive (C08691), and Avenida Quintana (C08692); and, approve a fifteen percent (15%) contingency in the amount of $214,800.00 for unforeseeable construction costs, thereby bringing the total to $1,646,800.00; and, authorize the City Manager to execute the required contract documents; and, authorize the City Engineer to request bonds and insurance for the project, and issue the notice to proceed.
All work will be performed within the existing City right-of-way. Construction is expected to start in January 2025 and is estimated to be completed by March 2025.
Environmental Analysis:
These Projects are 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”.
FISCAL IMPACT:
Whitewater Area Street Rehabilitation Projects
Shifting Sands Trail and Sky Blue Water Trail from Dinah Shore Drive to 33 rd Avenue, and 33rd Avenue from Shifting Sands Trail to Cathedral Canyon Drive, are programmed in the FY 2024/2025 Capital Improvements Program (CIP) Budget to be funded with RMRA/SB 1 funds, and CDBG funds.
Rio Vista Area Street Rehabilitation Projects
Ventura Drive from Peineta Road to Verona Road and Avenida Quintana from Vista Chino to Verona Road will be funded with available Assessment District (AD) 96-1 Funds.
The Bid Opening for these Projects was held on November 20, 2024, with the lowest combined base bid and additive alternate bid price in the amount of $1,432,000.00. The budget required for the construction of these Projects will include the bid amount and a 15% contingency, in the amount of $214,800.00, thereby bringing the total construction budget for these Projects to $1,646,800.00, as shown below.
Hardy & Harper, Inc. $1,432,000.00
12% Contingency $241.800.00
Construction Total $1,646,800.00
FISCAL YEAR DESCRIPTION
GENERAL
LEDGER
ACCOUNT
CODES
PROJECT
CODE AMOUNT ONE TIME or
ONGOING
2024-2025 RMRA/SB-1 248-100-150-
156-8800-8802
C08688
C08689
C08690
$697,800 One Time
2024-2025 CDBG 251-100-150-
156-8800-8802
C08688
C08689
C08690
$461,000 One Time
2024-2025 Assessment
District 96-1
348-100-150-
156-8800-8802
C08691
C08692 $488,000 One Time
2024-2025 Total $1,646,800
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.
B-15: Develop a 5-Year pavement maintenance strategy and funding plan to achieve a citywide Pavement Quality Index that ranks in the Top 3 of Coachella Valley cities.
ATTACHMENTS:
1. 2024-2025 City Streets Pavement Reconstruction Projects – Vicinity Map
2. 2024-2025 City Streets Pavement Reconstruction Projects - Bid Tabulation
3. 2024-2025 City Streets Pavement Reconstruction Projects – Contract
4. CDBG 2024-2025 Annual Action Plan Staff Report
5. Resolution 2024-10 (SB-1)