Report to City Council
ID: 24-0662 Page 1
TO: Mayor and City Council
FROM: Melissa Walker, Public Works Director/City Engineer
AGENDA DATE: December 17, 2024
TITLE: AUTHORIZATION TO AWARD A THE CONSTRUCTION
CONTRACT FOR PAVEMENT REHABILITATION FOR
VARIOUS LOCAL STREETS CDBG F ISCAL YEAR
2023-24 PROJECT (REPORT OF: PUBLIC WORKS)
TITLE SUMMARY: Authorization to Award a Construction Contract to Hardy & Harper, Inc. for Pavement Rehabilitation for Various Local Streets (CDBG F iscal Year 2023-24) Project Number 801
0110 in the Area Located South of Cactus Avenue, Between Perris Boulevard and Kitching Street and on Brill Road
Recommendation(s)
That the City Council:
1. Award a construction contract to Hardy & Harper, Inc. for the Pavement Rehabilitation for Various Local Streets (CDBG F iscal Year 2023-24) Project in the area located south of Cactus Avenue, between Perris Boulevard and Kitching Street and on Brill Road; and
2. Authorize the City Manager to execute a contract with Hardy & Harper, Inc. in the amount of $ 2,738,000.00 funded by the Community Development Block Grant Funds (Fund 2512) and Capital Project Reimbursement Funds (Fund 3008); and
3. Authorize the issuance of a Purchase Order to Hardy & Harper, Inc. for the amount of $3,148,700 (bid amount plus 15% contingency) when the contract has been signed by all parties; and
4. Authorize the Public Works Director/City Engineer to execute any subsequent related change orders to the contract with Hardy & Harper, Inc. up to the budget as previously approved by Council, subject to the approval of the City Attorney.
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SUMMARY
This report recommends approval of a contract with Hardy & Harper, Inc. for the construction of the Pavement Rehabilitation for Various Local Streets (CDBG FY 2023- 24) Project in the area located south of Cactus Avenue, between Perris Boulevard and Kitching Street and on Brill Road . This Project is funded by Community Development Block Grant Funds (Fund 2512) and Capital Project Reimbursement Funds (Fund 3008) and is consistent with the City Council’s Momentum MoVal Strategic Plan as roadway and public facility maintenance remains a top priority for the City Council.
DISCUSSION
The Pavement Rehabilitation for Various Local Streets (CDBG FY 2023 -24) Project provides pavement corrective work for 16 local street segments located south of Cactus Avenue, between Perris Boulevard and Kitching Street . The corrective work which included edge grind and overlay, will help preserve and extend the useful life of the local streets within this community.
The P roject will also include much needed street improvements on Brill Road in the Edgemont community, located west of Day Street between Day Street and Edgemont Street. Improvements will consist of the installation of new asphalt pavement and shoulders to replace the existing gravel surface and shoulders , as well as i nstalling asphalt concrete driveway approaches, signage, and striping. The Project will also install a storm drain system connecting to the existing storm drain on Day Street, enhancing and mitigating drainage issues along Brill Road.
The streets included in this project are prioritized in the Pavement Management Program (PMP) Plans approved by the City Council in March 2024. Furthermore, these streets are within the Community Development Block Grant (CDBG) target areas, and therefore the project is eligible to receive CDBG funding for the improvements.
The Planning Division of the Community Development Department determined on February 28, 202 4, that this project qualifies for a Class I Categorical Exemption as defined in both Section 15301c of t he California Environmental Quality Act (CEQA) and Section 5.1.2 of the City’s Rules and Procedures for the Implementation of CEQA.
The project design was completed in -house by Engineering staff and advertised for construction bids on September 26, 2024. Three (3) bids were received via the electronic bid management system, OpenGov.com, on November 5, 2024 as follows:
CONTRACTORS Bid Amount
1. Hardy & Harper, Inc. $2,738,000.00
2. R.J. Noble Company $2,820,809.00
3. All American Asphalt $2,828,783.00
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 by Hardy &
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Harper, Inc. and finds it to be the lowest responsive and responsible bidder 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 needed street improvements for the CDBG target areas.
Staff recommends the award of the contract and issuance of a purchase order to Hardy & Harper, Inc. in the amount of $ 3,148,700 which includes a 15% contingency. The contingency amount ($410,700) is recommended to account for any latent or unforeseen circumstances encountered during construction. Unforeseen conditions may include unsuitable soil or hazardous waste which need to be properly processed and removed.
In addition, due to the nature of these types of projects which involve underground work, there may be unforeseen conflicting appurtenances that may be encountered during trenching and installation of the storm drainpipes.
Approval of the recommended actions would support Objective 4 of the Momentum MoVal Strategic Plan: “Manage and maximize Moreno Valley’s public Infrastructure to ensure an excellent quality of life, develop and implement innovative, cost-effective infrastructure maintenance programs, public facilities management strategies, and capital improvement programming and project delivery.”
ALTERNATIVES
1. Approve and authorize the recommended actions as presented in this staff report.
Staff recommends this alternative since it will provide for the timely construction of the Pavement Rehabilitation for Various Local Streets (CDBG FY 2023-24) project and much needed street improvements for Brill Road within Edgemont community.
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
This project is fully funded by Community Development Block Grant Funds (Fund 2512) and Capital Project Reimbursement Funds (Fund 3008). There is no impact to General Fund.
AVAILABLE BUDGET
Community Development Block Grant (CDBG)
(Account 2512-70-77-80001-720199) (Project No. 801 0110-2515-99) ........... $1,212,626 Capital Projects Reimbursements
(Account 3008-70-77-80001-720199) (Project No. 801 0110-3008-99) .......... $2,499,905 Total ................................................................................................................ $3,712,531 ESTIMATED CONSTRUCTION COSTS:
Construction (including 15% contingency) ...................................................... $3,148,700 Construction Material Testing, Geotechnical Services and Inspection ............... $245,400
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Community Workforce Program Administration Services ..................................... $10,000 City Staff Project Administration ........................................................................... $40,000 Total ................................................................................................................ $3,444,100 ANTICIPATED PROJECT SCHEDULE:
Construction is anticipated to begin in Winter 2024 and will be completed in the Summer of 2025, barring any weather or unforeseen site condition delays.
NOTIFICATION
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 in a timely manner of the proposed construction and roadway closures.
PREPARATION OF STAFF REPORT
Prepared By: Department Head Approval:
Manny Ruiz, P.E. Melissa Walker, P.E.
Senior Engineer Public Works Director/City Engineer Concurred By: Concurred By:
Harold Zamora, P.E. Quang Nguyen, P.E.
Engineering Division Manager/Assistant City Engineer Capital Projects Principal Engineer
CITY COUNCIL GOALS
Public Facilities and Capital Projects. Ensure that needed public facilities, roadw ay improvements, and other infrastructure improvements are constructed and maintained.
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_PW_CP_CDBG_FY_23-24.docx
Attachments: - Project Location Map.pdf
- Contract_Hardy Harper Inc.pdf
Final Approval Date: Dec 10, 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
Patty Rodriguez