CITY OF MENIFEE
SUBJECT: Bid Award and Agreement with Leonida Builders Inc. for Construction Services for the La Piedra Road at Bell Mountain Middle School – ATP Project
MEETING DATE: June 5, 2024
TO: Mayor and City Council
PREPARED BY: Rex Caballero, Assistant Engineer
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Award bid and authorize the City Manager to execute a Contract Services Agreement with Leonida Builders Inc. to perform construction services for the La Piedra Road at Bell Mountain Middle School – Active Transportation Plan (ATP) Project, Capital Improvement Program (CIP) Project No. 22-25, located at the intersection of Antelope Road and La Piedra Road, in a total not-to-exceed amount of $574,993; and
2. Adopt a budget amendment resolution reprogramming $138,404.47 in expenditures from the General Fund (Fund 100) to the La Piedra Road at Bell Mountain Middle School – ATP Project and reducing appropriations in the same amount to the Bradley Road Bridge Over Salt Creek Project; and
3. Adopt a budget amendment resolution reprogramming $138,404.47 in expenditures in DIF Citywide - Circulation (Fund 526) to the Bradley Road Bridge Over Salt Creek Project and reducing appropriations in the same amount to the La Piedra Road at Bell Mountain Middle School – ATP Project.
DISCUSSION
The La Piedra Road at Bell Mountain Middle School – ATP Project (“Project”) was identified in the City’s 2020 ATP as a priority pedestrian project necessary to improve the safety infrastructure for the students commuting to and from Bell Mountain Middle School and Mt. San Jacinto College.
The Project would consist of repaving and restriping of road lanes, striping dedicated bicycle lanes, construction of Americans with Disabilities Act (ADA) compliant ramps, installation of rectangular rapid flashing beacons, construction of a median pedestrian refuge island, the installation of dual streetlights, and six high visibility crosswalks. The six high visibility crosswalks would be installed at the following intersections:
City of Menifee Staff Report
CIP 22-25 Leonida Bid Award
June 5, 2024
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•La Piedra Road/Antelope Road - East/Westbound and North/Southbound •La Piedra Road/Mt. San Jacinto College Entrance - East/Westbound •La Piedra Road/Spring Deep Terrace - East/Westbound and North/Southbound •La Piedra Road/Menifee Road - North/Southbound
On May 8, 2024, an electronic bid opening was held following the administration of a formal competitive bid process for engineering construction services for the Project. The bid opening resulted in the receipt of one bid submission which came in under the amount of the Engineer’s estimate, as summarized in Table 1 below.
TABLE 1 – BID RESULT SUMMARY
Firm Name Total Bid Amount Lowest and
Responsible Bidder
Engineers Estimate $600,000.00
Leonida Builders Inc. $574,992.36 X
Staff reviewed the sole bid received and determined that Leonida Builders Inc. met the requirements for recommendation as the lowest responsive and responsible bidder. The total cost for the Contract Services Agreement (“Agreement”) for construction services with Leonida Builders Inc. is $574,992.36. Construction management and inspection services would be provided by City staff and ancillary services such as labor compliance and materials testing services would be procured separately.
The total estimated construction cost for the Project is $662,492.00, which would include construction services, ancillary services such as labor compliance and materials testing, as well as other unforeseen costs that may arise during construction.
If approved by the City Council, the tentative Project schedule would be as follows:
Construction Start: June 2024
Construction End: August 2024
City Council Acceptance: October 2024
The timeline above assumes no delays due to weather or unforeseen conditions.
Environmental Impact
The proposed project has been determined to be Categorically Exempt under the California Environmental Quality Act (“CEQA”) and CEQA Guidelines, Section 15301, Existing Facilities.
Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Class 1 includes the following example of a project that would be exempt under this section: (c) [minor alterations to Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety), and other alterations such as the addition of bicycle facilities, including but not limited to bicycle parking, bicycle-share facilities and bicycle lanes, transit improvements such as bus lanes, pedestrian crossings, street trees, and other similar alterations that do not create additional automobile lanes. The project is for the minor alteration of an existing paved road for public safety, all within the existing City right- City of Menifee Staff Report
CIP 22-25 Leonida Bid Award
June 5, 2024
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of-way (“ROW”). No additional automobile lanes will be created by the project. The proposed project is the minor alteration of an existing public facility (“City Street”) involving a negligible expansion of the existing use. The project is exempt per Section 15301.
The proposed project is also exempt under the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA (Section 15061(b)(3)). There is no possibility that the activity in question would have a significant effect on the environment because the proposed project is occurring in an area that is heavily disturbed and is not environmentally sensitive.
The amount of the proposed Agreement exceeds the City Manager’s signing authority. Pursuant to Menifee Municipal Code §3.12.040, any contract amount that exceeds the City Manager’s signing authority shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The fiscal impact of the proposed Agreement with Leonida Builders Inc. is in the total amount not- to-exceed $574,992.36, and the total anticipated fiscal impact for the construction phase of the Project is $662,492.00, which includes the cost of the Agreement and ancillary services such as materials testing and labor compliance.
The existing project budget of $361,509.47 is available to cover a portion of the total anticipated construction costs, as summarized in Table 2 below.
TABLE 2 – FY 2023/2024 EXISTING PROJECT BUDGET
Fund Account Number Available Budget Anticipated Cost
Grant Fund (SB 821) 301-4555-58143 $223,105.00 $223,105.00 DIF Citywide – Circulation 526-4555-58143 $138,404.47 $138,404.47 TOTALS $361,509.47 $361,509.47
The remaining $300,982.53 required to complete the construction phase for the Project has been identified in project savings from two completed projects and additional budget from professional services, which would be transferred to the Project as summarized in Table 3 on the following page. The transfer from professional services would take operational savings and increase the CIP project budget, but no new budget appropriation would be required.
City of Menifee Staff Report
CIP 22-25 Leonida Bid Award
June 5, 2024
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TABLE 3 – IDENTIFIED PROJECT FUNDING
Fund Project / Account Account Number Available
Budget
Anticipated
Cost
General Professional Services 100-4555-52800 $41,420.07 $37,407.53 General Leon Rd Micro-Surfacing 100-4555-58158 $13,575.00 $13,575.00 General On Call AC Resurfacing 100-4555-58160 $250,000.00 $250,000.00 TOTALS $304,995.07 $300,982.53
Staff further recommend the reprogramming of $138,404.47 in DIF Citywide – Circulation funds from this Project to the Bradley Road Bridge over Salt Creek project, which also utilizes DIF Citywide – Circulation funds. The reprogramming of DIF Citywide – Circulation funds to the Bradley Road Bridge over Salt Creek project more closely aligns with the intended use of DIF Citywide – Circulation funds. Staff further recommends the reprogramming of $138,404.47 of existing General Funds from the Bradley Road Bridge over Salt Creek project to replace the DIF Citywide – Circulation funds. The reprogramming of funds would be processed by the Finance Department through Budget Amendment Resolutions (BARs) and would result in no increase or decrease to the overall FY 2023/2024 CIP budget. The BARs and previously mentioned transfers would result in a final budget of $662,492 to cover the construction phase, as summarized in Table 4 below.
TABLE 4 – FINAL PROPOSED PROJECT FUNDING
Fund Account Number Beginning Budget Proposed Budget
General* 100-4555-58143 $0.00 $439,387.00
Grant Fund (SB 821) 301-4555-58143 $223,105.00 $223,105.00 DIF Citywide – Circulation* 526-4555-58143 $138,404.47 $0.00 TOTALS $361,509.47 $662,492.00
*Includes reprogramming of funds from DIF Citywide – Circulation Fund to General Fund.
ATTACHMENTS
1. Project Location Map
2. Agreement – Leonida Builders Inc.
3. Budget Amendment Resolution – Fund 100
4. Budget Amendment Resolution – Fund 526