Report to City Council
ID: 24-0391 Page 1
TO: Mayor and City Council
FROM: Melissa Walker, Public Works Director/City Engineer
AGENDA DATE: June 4, 2024
TITLE: AUTHORIZATION TO AWARD A CONSTRUCTION
CONTRACT TO HARDY & HARPER, INC. FOR
CITYWIDE PAVEMENT REHABILITATION PROGRAM
FISCAL YEAR 2023-24, PROJECT NUMBER 801 0101
TITLE SUMMARY: Award Construction Contract to Hardy & Harper, Inc. for the Citywide Pavement Rehabilitation Program Fiscal Year
2023-24, Project Number 801 0101
Recommendation(s)
That the City Council:
1. Award a construction contract to Hardy & Harper, Inc. for the Citywide Pave ment Rehabilitation Program Fiscal Year 2023-24 and authorize the City Manager to execute a contract with Hardy & Harper, Inc. in the amount of $ 9,626,000.00, funded by Senate Bill 1 (SB1) Funds (Fund 2000A) and Capital Project Reimbursement Fund (Fund 3008);
2. Authorize the issuance of a purchase order to Hardy & Harper, Inc. in the amount of $11,069,900.00 (bid amount plus a 15% contingency) necessary for completing the construction of this project; and
3. Authorize the Public Works Director/City Engineer to execute any subsequent change orders to the contract with Hardy & Harper, Inc. up to the budget as previously approved by City Council, subject to the approval of the City Attorney. .
SUMMARY
This report recommends approval of a contract with Hardy & Harper, Inc. for the
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construction of the Citywide Pavement Rehabilitation Program Fiscal Year 2023 -24 Project. This project is funded by Senate Bill 1 (SB1) Funds (Fund 2000A) and Capital Project Reimbursement Funds (Fund 3008).
DISCUSSION
On May 2, 2023, the City Council adopted Resolution 2023-19 approving a list of arterial, collector, and local street segments for pavement rehabilitation for FY 2023/24 pursuant to California Transportation Commi ssion (CTC) requirements associated with funding under SB1. The street segments selected for this project are included in the Pavement Management Five-year Look-ahead Plan as approved by the City Council in March 2023.
This plan provides a focus over the n ext five years for the limited funding available for pavement repairs.
This project is consistent with the City Council’s Momentum MoVal Strategic Plan as roadway maintenance remains a top priority for the City Council. In 2022, the City Council approved a historic $50 million in pavement rehabilitation funding to mitigate a portion of that deferred maintenance and to complete much needed immediate repairs of a large number of roads. In 2023, the City Council continued the effort to improve roads by approving $20 million in the current budget cycle with $10 million for this project and $10 million for next year’s project.
This project provides both pavement preventative and corrective work for 12 arterial/collector and 122 local street segments citywide. The preventative work (e.g. crack seal and slurry seal) and corrective work (e.g. local repairs and surface replacement) will help preserve and extend the useful life of the City’s largest asset at the lowest cost. The project also includes the installation o f 10 traffic signal video detector cameras to replace detector loops at several intersections, repairs of roadway shoulders, and other related street improvements.
The design of this project was completed in -house by engineering staff and advertised for co nstruction bids on April 16, 2024. Formal bidding procedures were followed in conformance with the Public Contract Code. Four (4) bids were received via the electronic bid management system, OpenGov.com on May 7, 2024, as follows:
CONTRACTORS BID AMOUNT
1. Hardy & Harper, Inc. $9,626,000.00
2. All American Asphalt $10,144,830.00
3. Onyx Paving Company, Inc. $11,434,000.00
4. R.J. Noble Company $11,493,287.00
The lowest responsible bidder was determined by comparing the cumulative total for all bid items as stipulated in the bidding documents. Staff has reviewed the bid submitted by Hardy & Harper, Inc. and found it to be the lowest responsive and responsible b idder in possession of a valid license and bid bond. No outstanding issues were identified through review of the references submitted by Hardy & Harper, Inc. in their bid. Staff recommends awarding a contract to Hardy & Harper, Inc. to construct much neede d street improvements as included in this project.
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A contingency of 15% of the bid amount ($1,443,900.00) is recommended to account for any changed field condition that may have occurred during the period between the completion of the engineering design work and construction start, especially considering the extraordinary rains that occurred this spring. The contingency is also recommended to allow rapid response to avoid unnecessary construction delays that typically result in contractor change orders due to unforeseen circumstances encountered during construction.
ALTERNATIVES
1. Approve and authorize the recommended actions as presented in this staff report.
This alternative will provide for the timely construction of the Citywide Pavement Rehabilitation Program Fiscal Year 2023 -24 Project. Staff recommends this alternative.
2. Do not approve and authorize the recommended actions as presented in this staff report. Staff does not recommend this alternative as it will delay the construction of needed improvements and may result in higher future repair costs.
FISCAL IMPACT
The project is funded by Senate Bill 1 (SB1) Funds (Fund 2000A) and Capital Project Reimbursement Funds (Fund 3008).
AVAILABLE BUDGET:
Gas Tax (RMRA SB1)
(Account 2000-70-77-80001-720199) (Project No. 801 0101-2000A-99) ........ $5,000,000 Capital Projects Reimbursements
(Account 3008-70-77-80001-720199) (Project No. 801 0101-3008-99) .......... $6,350,000 Other Grants (CalRecycle Grant Funding)
(Account 2300-70-77-80001-720199) (Project No. 801 0101-2300-99) ............. $250,000 Total Budget .................................................................................................. $11,600,000
ESTIMATED PROJECT COSTS:
In-house Design ................................................................................................. $110,000 Construction Contract (including 15% contingency) ...................................... $11,069,900 Construction Material Testing and Geotechnical Services………………………...$235,810 Project Administration and Community Workforce Program Administration ......... $95,000 Total Cost ...................................................................................................... $11,510,710
NOTIFICATION
Publication of the agenda.
Prior to construction, business owners, schools, utilities, adjacent property owners, law enforcement, fire department, churches, public transportation, and other emergency service responders in the area will be notified of the proposed construction and traffic lane closures in a timely manner.
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PREPARATION OF STAFF REPORT
Prepared By: Department Head Approval:
Quang Nguyen, P.E. Melissa Walker, P.E.
Capital Projects Principal Engineer Public Works Director/City Engineer
Concurred By:
Harold Zamora, P.E.
Engineering Division Manager/Assistant City Engineer
CITY COUNCIL GOALS
Community Image, Neighborhood Pride and Cleanliness: Promote a sense of community p ride and foster an excellent image about our City by developing and executing programs which will result in quality development, enhanced neighborhood preservation efforts, including home rehabilitation and neighborhood restoration.
Public Safety: Provide a safe and secure environment for people and property in the community, control the number and severity of fire and hazardous material incidents, and provide protection for citizens who live, work and visit the City of Moreno Valley.
CITY COUNCIL STRATEGIC PRIORITIES
1. Economic Development
2. Public Safety
3. Library
4. Infrastructure
5. Beautification, Community Engagement, and Quality of Life
6. Youth Programs
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Report Approval Details
Document
Title:
STAFFREPORT_24_0391_PW_CP_HARDY_AND_HARPER_PROJEC
T_8010101.docx
Attachmen
ts:
- PROJECT_8010101_HARDY_AND_HARPER_AGREEMENT.pdf
Final
Approval
Date:
May 28, 2024
This report and all of its attachments were approved and signed as outlined below:
Melissa Walker
Sean Kelleher
Natalia Lopez
Launa Jimenez
Brian Mohan
Mike Lee
No Signature - Task assigned to Jane Halstead was completed by assistant Patty Rodriguez
Jane Halstead