Agenda #: 5.8
Meeting Date: March 21, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: AWARD OF CONSTRUCTION AGREEMENT TO COPP
CONTRACTING, INC. FOR THE AREA 2 RESIDENTIAL &
COLLECTOR STREETS REHABILITATION AND ARTERIAL STREET
REHABILITATION (GOLDEN SPRINGS DRIVE FROM BREA CANYON
ROAD TO GRAND AVENUE) PROJECT NOS. S123102 & SI23103
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Determine that approving the Construction Agreement for the proposed project is exempt for the California Environmental Quality Act pursuant to Section 15301(c) of the CEQA Guidelines;
B. Approve the proposed adjustment to the Project's budget and establish a Project Payment Account containing sufficient funds from the current fiscal year budget with the proposed adjustments to pay for the Project; and C. Approve, and authorize the Mayor to sign, a Construction Agreement with Copp Contracting, Inc. in the amount of $3,087,262.50, plus a contingency amount of $212,737.50, for Contract Change Orders to be approved by the City Manager, for a total authorization amount of $3,300,000.
FINANCIAL IMPACT:
Sufficient funds are included in the Fiscal Year 2022/23 Capital Improvement Program for the Project, including contingencies. Due to the cost proposal received for the two projects (two base bid items), an adjustment to funding sources is proposed within the approved CIP budget, as follows, resulting in a net zero increase in appropriation from each funding source:
Base Bids Approved
Budget
Proposed
Adjusted
Budget
Encumbrance/
Expenses
Balance Per
Proposed
Adjusted
Budget
Residential & Collector
Streets Rehabilitation
(Area 2) Project No.
SI23102 – (Base Bid A)
Measure M $1,090,000 $965,000 - $965,000
Measure R $1,300,000 $1,300,000 -
$2,265,000
Gas Tax $64,000 -- -
Hauler Fee $146,000 -- -
Arterial Streets
Rehabilitation (Golden
Springs Drive From Brea
Canyon Road To Grand
Avenue) Project No.
SI23103 – (Base Bid B)
RMRA $400,000 $400,000 - $2,665,000
Prop C $300,000 $300,000 -
$2,965,000
Measure M - $125,000 - $3,090,000
Gas Tax - $64,000 - $3,154,000
Hauler Fee - $146,000 - $3,300,000
Construction Cost -
- $3,087,262.50 $212,737.50
Contingency (7%) -
- $212,737.50 $0
Balance $0
The contingency amount of $212,737.50 for Copp Contracting, Inc. will only be used in the event of unforeseen circumstances that warrant a contract change order.
BACKGROUND:
On August 20, 2019, the City Council approved a Consulting Services Agreement with RKA Consulting Group, Inc. (RKA) to design the Residential & Collector Streets Rehabilitation (Areas 1 and 2), Arterial Streets Rehabilitation (1. Diamond Bar Boulevard from Pathfinder Road to Mountain Laurel Way, 2. Golden Springs Drive from Brea Canyon Road to Lemon Avenue, and 3. Golden Springs Drive from Grand Avenue to Brea Canyon Road), and Area 1 ADA Curb Ramp Projects. The construction of the first component of the Arterial Street Rehabilitation, Diamond Bar Boulevard from Pathfinder Road to Mountain Laurel Way project was completed in August 2021. The construction of Residential & Collector Streets Rehabilitation (Area 1) and Arterial Street Rehabilitation (Golden Springs Drive from Brea Canyon Road to Lemon Avenue) Project was completed in September 2022.
ANALYSIS:
The City’s Area 2 neighborhood is located south of Grand Avenue, west of Diamond Bar Boulevard, north of Pathfinder Road, and east of State Route 57. The proposed Project will improve approximately 12 centerline miles of residential and collector streets with slurry seal, chip seal, localized Asphalt Concrete (AC) dig-outs, and curb ramp improvements as determined by field conditions in Area 2. Additionally, the Project will rehabilitate Golden Springs Drive from Brea Canyon Road to Grand Avenue with AC grind and overlay, enhanced bike lanes, signing and striping, and ADA curb ramp improvements. This 1.5-mile stretch of roadway is recommended for rehabilitation by the current Pavement Management System Report. The attached Vicinity Map shows the project limits (Attachment 2).
In coordination with the ongoing Grand Ave/Golden Spring Drive Intersection Enhancement/Widening Project, the pavement rehabilitation of Golden Springs Drive, with AC grind and overlay, will end at Lavender Drive. The segment of the roadway pavement between Grand Avenue and Lavender Drive will be completed by the Grand Ave/Golden Spring Drive Enhancement/Widening Project, which is currently scheduled to be completed by June 2023.
Lane closures and construction along Golden Springs Drive will be permitted between 8:30 AM and 4:30 PM. Public Works construction is normally permitted to begin at 7:30 AM. However, this stretch of Golden Springs Drive experiences a high volume of traffic during AM peak hours. Delaying construction until 8:30 AM will avoid impacting the AM peak traffic while allowing construction crews to work a full day and complete the Project in a timely manner. Staff has reviewed the potential impacts of the construction in school areas and will coordinate with the contractor to start the Project away from student traffic until May 26, 2023, when the current school year ends.
The Project was advertised for bids on February 9, 2023, with an engineer’s estimate of $3.2 million. The bid opening date was set for March 8, 2023 and the Project was formatted into two base bid schedules:
Base Bid A: Residential & Collector Streets Rehabilitation (Area 2 – CIP# SI23102).
Base Bid B: Arterial Street Rehabilitation (Golden Spring Dr. from Brea Canyon Road to Grand Avenue – CIP# SI23103).
Seven (7) bid proposals were received. Copp Contracting, Inc. was the lowest responsible bidder with a Base Bid (A plus B) in the amount of $3,087,262.50.
The results for the bids are shown below:
Company Base Bid
1. Copp Contracting, Inc. $3,087,262.50
2. All American Asphalt $3,529,355.00
3. EBS General Engineering, Inc. $3,606,964.00
4. Hardy & Harper, Inc. $3,670,000.00
5. Pavement Coating Co. $3,670,287.50
6. Vence Corporation $6,687,765.00
7. R.J. Noble Company $3,816,305.00
Staff has verified that Copp Contracting, Inc. holds a valid contractor license and maintains a reputable experience with similar projects. The tentative schedule of the Project is as follows:
Award Construction Contract March 2023
Start Construction April - May 2023
Completion of Construction August 2023
Environmental Review
Staff has determined that this Project is exempt from the California Environmental Quality Act (CEQA) provisions pursuant to the California Code of Regulations, guidelines for the implementation of the CEQA, Section 15301(c) under Class 1 Existing Facilities, existing highways and streets.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.8.a Agreement with Copp Contracting, Inc.
2. 5.8.b Vicinity Map