CITY OF HIGHLAND
SPECIAL MEETING OF THE
CITY COUNCIL
AGENDA
CITY COUNCIL MEMBERS
LARRY McCALLON, MAYOR
PENNY LILBURN, MAYOR PRO TEM
JESSE CHAVEZ, COUNCIL MEMBER
ANAELI SOLANO, COUNCIL MEMBER
JOHN P. TIMMER, COUNCIL MEMBER
SPECIAL MEETING
May 19, 2022
3:00 p.m.
City Hall
Donahue Council Chambers
27215 Base Line
Highland, California
STAFF
Joseph A. Hughes - City Manager
Chuck Dantuono - Director of Administrative Services/ City Treasurer Betty Hughes - City Clerk
Lawrence Mainez - Community Development Director
Carlos Zamano - Public Works. Director/City Engineer
Maricela Marroquin - City Attorney
MISSION STATEMENT
Highland is dedicated to the betterment of the individual, the family, the neighborhood and the community.
The City Council and the staff of Highland are dedicated to providing the quality of public facilities and services that its citizens are willing to fund and will do so as efficiently as possible.
Visit the City' s website at:
CITYOFHIGHLAND127215BASELINEI HIGHLAND, CALIFORNIA92346I (909) 864-6861S; (909) 862-3180A -1-
TheCityof Highlandcomplieswith the Americanswith DisabilitiesAct of 1990. If you require special assistance to attend or participate in this meeting, please call the City Clerk's Department at (909) 864-6861, ext. 226, at least 72 hours prior to the meeting.
Pursuantto GovernmentCode Section 54957.5, any disclosable public records related to an open sessionitemona regularmeetingagendaanddistributedbytheCityof Highlandto allora majorityof theCityCouncillessthan72hourspriortothatmeetingareavailableforpublicinspectionatCityHall, 27215 Base Line, Highland, CA 92346, during normal business hours.
SubmissionofPublicCommentsforITEMSONTHISAGENDAONLY: Forthosewishing to make public comments by email, please submit your comments by email to be read aloud at the meeting. Email comments must be submitted by 2:00 p.m. on May 19, 2022, to the City Clerk at publiccommentAcityofhighland. orq. If you are submitting a public comment pertaining to an item on the May 19, 2022 agenda, please identify the agenda item number in the subject line. Members of the public will be permitted to make public comments in person.
CALL AND NOTICE OF A SPECIAL MEETING OF
THE HIGHLAND CITY COUNCIL
Donahue Council Chambers — City Hall
27215 Base Line, Highland, California
May 19, 2022 — 3:00 p.m.
NOTICEIS HEREBYGIVENthata specialmeetingof the HighlandCityCouncilis herebycalledto be heldon May 19, 2022, at 3:00 p.m. inthe CityCouncilChambersofCity Halllocatedat27215BaseLine, Highland, California. Saidspecialmeetingshallbeforthe purpose of conducting business in accordance with the attached Agenda.
AGENDA
CALL TO ORDER
ROLL CALL
PUBLIC COMMENT ( LIMITED TO ITEMS ON THIS AGENDA ONLY)
To address the City Council, please complete a speaker form located at the entranceand give it to the City Clerkpriorto the beginningof the meeting. Your name will be called when it is your turn to speak. Those wishing to speak on an item ON THE AGENDA will be heard at this time. State Law prohibitsthe City Council from taking action on any item not on the agenda. Individual speakers are limited to three minutes each.
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Comments received via email by May 19, 2022, 2:00 p.m., will be read into the record, provided that the reading shall not exceed three ( 3) minutes. Email comments submitted by a speaker that also appears in person to address the same matter will not be read into the record.
CITY COUNCIL LEGISLATIVE
1. Budget Adjustment for Bid No. 2022- 02. " 3rd Street/ 5th Street Corridor Improvement Project" ( Project str18001)
RECOMMENDATION: That the City Council:
1) Postpone construction of the Sycamore Storm Drain, Project sdr06002 to reallocate $ 900, 000 of RDA 2007 funds to the 3rd Street/ 5th Street Corridor Improvement Project";
2) Allocate $145,025 of General Capital Financing (MOE) for FY 2022-23 to the 3rd Street/ 5th Street Corridor Improvement Project"; and 3) Authorize City staff to submit an amendment to the EDA Grant Agreement to revise the total estimated cost and commitment by all co -recipients to cover additional costs.
ADJOURN
I, BettyHughes, CityClerk, certifyIcausedto bepostedthisAgendaonor beforeMay 16, 2022, by 3:00 p.m., on our website at www.cityofhighland.ora and in the following designated areas:
Highland Branch Library
7863 Central Avenue
Date: May 16, 2022
Fire Station No. 1 City Hall
26974 Base Line 27215 Base Line
Betty Hughes, MMC
City Clerk
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STAFF REPORT
TO THE CITY COUNCIL
DATE: May 19, 2022
FROM: Joseph Hughes, City Manager
PREPARED BY: CarlosZamano, PublicWorksDirector/CityEngineere SUBJECT: Budget Adjustment for Bid No. 2022- 02, " 3rdfStreet/ 5thStreet Corridor Improvement Project" ( Project str18001)
RECOMMENDATION: It is recommended that the City Council:
1. Postpone construction of the Sycamore Storrn' Drain, Project sdr06002 to reallocate 900, 000 of RDA 2007 funds to the " 3rdStreet/ 5thStreet Corridor Improvement Project";
2. Allocate $ 145, 025 of General Capital Financing ( MOE) for FY 2022- 23 to the " 3rd Street/5thStreet Corridor Improvement Project"; and
3. Authorize City staff to submit an amendment to the EDA grant agreement to revise the total estimated cost and commitment by all co -recipients to cover additional costs.
FISCAL IMPACT: The project construction cost will be funded as follows:
Federal Economic Development Administration ( EDA) Grant State Local Partnership Program SB- 1 Grant
San Manuel Band of. Mission Indians
Inland Valley Development Agency
City of Highland ( RDA 2007 and FY 2022- 23 MOE)
Total
4, 070, 323. 44 ( 43%)
1, 700, 000. 00 ( 18%)
1, 208, 538. 52 ( 13%)
1, 208, 538. 52 ( 13%)
1, 208, 538. 52 ( 1343/0)
9, 395, 939. 00 ( 100%)
The Sycamore Storm Drain project includes replacement of existing drainage open channel with a new underground storm drain along the north side of Sycamore Drive east of Streater Drive. This project will also construct trail improvements over the new storm drain to provide connectivity to the trail at the southwest comer of Church Street and Lemon Street. The estimated RDA 2007 funds available from this project is $900,000.
Approved Motion Second Agenda Item No.
Denied Ayes
Continued Noes File No.
Tabled Abstain
Absent
City Clerk City Manager
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Design of the Sycamore Storm Drain project has been completed. This makes this project shovel ready and well suited for grant funding. Staff will actively pursue grant fund opportunities to complete construction of this project.
The adopted 2021- 2023 budget does specify a capital improvement project that will utilize FY 2022- 23 MOE funds. MOE funds in the amount of $ 145,025 are available for use by the 3rd Street/ 5th Street Corridor Improvement Project.
The estimated construction cost of the 3rd Street/ 5th Street Corridor Improvement Project was 7, 658, 400 which is $ 1, 737, 539 lower than the lowest bid from Granite. The RDA 2007 funds from the Sycamore Storm Drain and FY 2022- 23 MOE funds are needed to cover the shortfall due to the higher construction costs of the 3rd Street/ 5th Street Corridor Improvement Project.
Since this is a joint project with San Manuel Band of Mission Indians ( San Manuel) and Inland Valley Development Agency ( IVDA), both partners are also seeking approvals from their respective Committee and Board to provide additional funding to cover the additional construction costs. On May 11, 2022, IVDA' s Board approved additional funding necessary to cover the construction costs for the 3rd Street/ 5th Street Corridor Improvement Project. San Manuel is anticipated to obtain approval from their committee prior to May 31, 2022. It should be noted that despite the higher construction costs, the EDA and SB- 1 grants are still paying more than 50% of the total project costs.
Consideration was not given by San Manuel, IVDA and City staff to reject all bids, reduce the scope of work and re -advertise to bring construction costs back to within budget for the following reasons:
1. EDA and SB-1 grants require specific benefits that must be achieved by the project. There is no opportunity to scale down the project and comply with both grant requirements.
2. Delay of construction would jeopardize the EDA and SB-1 grant funds.
PUBLIC NOTICE: The Notice Inviting Bids was advertised on two newspapers and a number of trade papers.
BACKGROUND: Complete construction of the 3rd Street/ 5th Street Corridor Improvement Project is an HP+ priority item in the 2021/ 2022 Work Program. This Project will construct curbs and gutters, sidewalks, storm drain, traffic signal, street lights and pavement improvements along 3rdStreet, 5thStreet, Palm Avenue and Central Avenue. Improvements also include extending3rd Streetto 5th Street at the ChurchAvenue intersection. ( See attached project location map.)
Three ( 3) bids were received and opened on April 7, 2022. Following are the bid results:
Bidder Total Bid
Granite Construction Company $ 9, 395, 939. 00
Griffith Company $ 9, 422, 570. 08
All American Asphalt $ 9, 517, 909. 00
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The Engineer' s estimate for this project is $7,658, 400. The low bid was received from Granite of Indio in the amount of $ 9, 395, 939. 00.
Based on staffs review of the bids, the following comments are provided to help explain the high cost of the bids being $ 1. 7 million over the engineer' s estimate:
1. There is an undocumented slope adjacent to Palm Avenue at 3rd Street that will be reconstructed. A retaining wall also needs to be reconstructed within Robertson' s Ready Mix. These improvements are necessary to construct a northbound dedicated right -turn lane at the intersection of Palm Avenue and 3rd Street. The challenges with the slope and retaining are going to cost nearly a quarter of a million over the engineer' s estimate.
2. Three traffic signals require major modifications at 5th Street/ Palm Avenue, 5th Street/ Church Avenue and 3rdStreet/ Palm Avenue. Traffic signal material is a long lead item. Higher cost of steel has resulted in these items being a quarter of a million over the engineer' s estimate.
3. Due to heavy truck traffic, this project is constructing jointed concrete pavement on Palm Avenue between 3rdStreet and 5thStreet including the intersections.
Additionally, this project is constructing curbs, gutters, sidewalks, and driveways. Concrete is more expensive and has become difficult to get. The concrete items combined are close to a million over the engineer' s estimate.
4. Finally, there are several miscellaneous bid items with lower quantities that were noticeably higher than the engineer' s estimate.
Staff recommends budget adjustments to the 2007 RDA and FY 2022-23 MOE to fully fund construction of this high priority project; and submit an amendment to the EDA grant agreement. Pending approval of the amendment with EDA, which is anticipated to take up to 3 months, staff will then return to City Council to recommend bid award to Granite Construction Company ( Granite). Granite provided a letter to the City stating they will hold their bid price through September 30, 2022.
Attachments: Location Map
M: IPUBWRK1str18001 - 3rd St- 5th St Corridor Improvements\ Construction13rd and 5th Street Additional Cost Stf Rpt 05- 19- 22. doc -3-
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ItEND: Construct Curb, Gutter, Sidewalk, and Street Lights IConstruct PavementRehabilitationandStriping _
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5' StreetVictoriaAvenuetoPalmAvenueincludesstripingreconfiguration, southsidepavementwidening, curb, gutter, sidewalkandstreet lights ( 1.0 miles)
Palm Avenue to Church Avenue includes right turn lane to northbound Palm Ave, pavement rehabilitation and striping ( D.25 miles) Church Avenue to SR-210 includes pavement rehabilitation, raised center median and striping reconfiguration ( 0.25 miles) 3r0StreetPaimAvenue/3' Streetintersectionreconfiguration/realignment PalmAvenueto SthStreetincludespavementrehabilitation, pavementwidening, curb, guttersidewalks, bikelane, stripingand street tights ( 0. 40 miles)
3rdStreet/ 5thStreet intersection improvements
CentralAvenue3r° Streetto5" Streetincludespavementrehabilitation, pavementwidening, curbs, gutters, sidewalksand street lights ( 0. 13 miles)
PalmAvenue3f° Streetto5`" Streetincludespavementrehabilitation, additionoftumpockets (0.13miles)
LOCATION MAP
EXHIBIT " A"
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