Agenda #: 5.4
Meeting Date: October 4, 2022
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: AWARD OF PUBLIC WORKS AGREEMENT TO DD SYSTEMS, INC.,
AND SECOND AMENDMENT TO MICHAEL BAKER
INTERNATIONAL, AND FIRST AMENDMENT TO RICHARD FISHER
ASSOCIATES CONSULTANT SERVICE AGREEMENTS FOR THE
CANYON LOOP TRAIL IMPROVEMENT PROJECT (FP17500).
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Approve, and authorize the Mayor to sign a Construction Agreement with DD, Systems, Inc. (DD) in the amount of $674,377.50, plus a contingency amount of $101,156 for contract change orders, if any, to be approved by the City Manager, for a total authorization amount of $775,533.50;
B. Approve, and authorize the Mayor to sign a Second Amendment with Michael Baker International (MBI) for construction support services in the amount of $32,640 for a total not to exceed amount of $207,621;
C. Approve, and authorize the Mayor to sign the First Amendment with Richard Fisher Associates (RFA) for construction support services in the amount of $12,948.39 for a total not to exceed amount of $81,639.39; D. Appropriate $87,000 from Measure W Fund (Fund 201) Fund Balance to the Canyon Loop Trail CIP Project; and
E. Appropriate $523,623 from General Fund (Fund 100) Fund Balance to the Canyon Loop Trail CIP Project.
FINANCIAL IMPACT:
The City has spent approximately $250,000 for project design, specifications, and environmental review with general fund dollars to date. Available funding for
construction is included in the FY 2022/23 CIP budget (No. FP17500) in the amount of $500,500. Additional resources in the amount of $610,623 will be necessary to complete the construction phase of the project. As indicated in the table below, an additional appropriation in the amount of $87,000 from Measure W fund balance, and an additional appropriation in the amount of $523,623 from General Fund balance is recommended:
Canyon Loop Trail Project
CIP No. FP17500 - CONSTRUCT
FY 2022/23
Budgeted
Appropriations
General Fund - Design Available Balance $15,000
Habitat Conservation Fund $267,500
Measure A Fund $185,000
Measure W Fund $33,000
Total Avail. FY 2022/23 CIP Const. Budget $500,500
Less Recommended Construction Services:
DD Systems, Inc Construction Contract $(674,378)
DD Systems, Inc Constr. Contingency (15%) $(101,156)
MBI Construction Support Services $(32,640)
RFA Construction Support Services $(12,949)
Testing and Inspection Services $(15,000)
Mitigation and Restoration (5 Year Plan) $(275,000)
Subtotal $(1,111,123)
Available CIP Const. Budget/(Shortfall) $(610,623)
Proposed Additional Measure W Resources $87,000
Proposed Additional General Fund Resources $523,623
Subtotal Additional Resources Needed $610,623
Total Proposed FY 2022/23 CIP Const. Budget $1,111,123
These cost estimates include mitigation and restoration planning in order to restore and enhance the native habitat that may be disturbed during construction. Per the Habitat Mitigation and Monitoring Program, the plan would be a requirement of the project.
Although a consultant has not been identified, City Council will be provided a contract for consideration during construction. It is expected the majority of the $275,000 mitigation and restoration budget will be spent in the first two to three years of construction and will require labor and materials for plant establishment and irrigation.
The 15% contingency amount of $101,156 for DD Systems, Inc. will only be used in the event of unforeseen circumstances that warrant a contract change order.
BACKGROUND/DISCUSSION:
The Canyon Loop Multi-Use Trail is identified in the Trails Master Plan as opportunity to improve and enhance the Diamond Bar trails system. The Canyon Loop Multi-Use Trail is about 1.29-mile long and starts at the top of the stairs connecting westerly with the existing northerly Canyon Loop Trail to close the loop at the easterly end. Renovations to this trail will connect the loop with the current northerly Canyon Loop Trail, improve drainage to minimize erosion of the trail, enhance use of the trail where the gradients are particularly steep, re-grade cross slopes, and improve pathways at the steps. Other amenities that will be constructed include development of rest areas with benches, shade shelters, new climbing steps with adjacent cobblestones swale channelization, and water diverting improvements where necessary. In addition, the trail improvements will reward hikers with a great 360-degree view of the surrounding open space area from the top.
In 2019, the City Council approved a Consulting Services Agreement with Richard Fisher Associates (RFA) to design Canyon Loop Trail Improvement Project. The plans and specifications were approved at the June 21, 2022 City Council meeting with the adoption of Resolution No.2022-39.
During that time the City Council also approved a Consulting Services Agreement with Michael Baker International on May 5, 2020 to prepare necessary environment studies and CEQA documents which have included an Initial Study/Mitigated Negative Declaration, Rare Plant Surveys, and the Habitat Mitigation and Monitoring Program (HMMP). The City Council adopted the Mitigated Negative Declaration on February 2, 2021. The HMMP will serve as the City’s guide over the next five years to ensure native habitats that may have been disturbed during construction are reestablished, maintained, and flourish. This program included thorough review and approval of both the US Fish and Wildlife Service and CA Fish and Wildlife.
Award of Contract for Construction
On August 5, 2022, the City advertised the Project in order to solicit/receive bids from qualified contractors. By the due date of September 8, 2022, four qualified bids were received, as follows:
Contractor Base Bid
DD Systems, Inc. $674,377.50
Aguilar & Calderon Corporation $797,392.30
RE Schultz Construction, Inc. $812,768.00
C.S. Legacy Construction $1,192,531.00
The engineer’s estimate was $464,000. Staff evaluated all the bid proposals and discussed the lowest bid proposal with DD System, Inc. The low bidder verified and confirmed that it is ready, willing, and able to do the Project for the submitted bid price amount. Staff has verified that DD Systems, Inc. holds a valid contractor license and maintains a reputable experience with similar projects.
The project schedule is tentatively set as follows:
Award of Contract October 4, 2022
Construction Start October 10, 2022
Construction Completion January 2023
Michael Baker International has partnered with the City through the entire environmental review process including preparation of important components such as the Initial Study/CEQA review, Rare Plant Survey, Mitigated Negative Declaration, and Habitat Monitoring and Mitigation Plan. As the construction phase begins, the proposed Amendment to the Agreement with Michael Baker International will ensure this project complies with all mitigation and restoration requirements by providing the needed biological review and compliance monitoring services.
Richard Fisher Associates has provided landscape design services for this project since 2019 and consistently provided support and design modifications during the many alternations to this project while considering all native habitats. Richard Fisher Associates has exceptional knowledge of this location and designed subtle, yet needed improvements focused on safety, the natural habitat, and several new amenities. As the construction phase begins, the proposed Amendment to the Agreement with Richard Fisher Associates will provide needed construction support services, including additional inspection control services to manage this unique project.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreements as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.4.a DD Systems Inc. Agreement
2. 5.4.b Michael Baker International, Inc. Agreement; 2nd Amendment
3. 5.4.c Richard Fisher Associates Agreement; 1st Amendment
4. 5.4.d Canyon Loop Trail Site Map