Placentia Cit Council
GENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: JANUARY 23, 2024
SUBJECT: APPROVAL OF PLANS & SPECIFICATIONS PREPARED BY THE CALIFORNIA
DEPARTMENT OF TRANSPORTATION AND AWARD OF CONSTRUCTION
CONTRACT TO GUILLS INC., DBA: INTEGRITY LANDSCAPE AND CONCRETE
FOR LANDSCAPE RENOVATION AND RELATED SITE IMPROVEMENTS ON STATE ROUTE 57, AND AMENDMENT NO. 3 TO THE COOPERATIVE ART AGREEMENT WITH CALTRANS FOR PUBLIC ART PROJECT NO. 1206 FISCAL
IMPACT: EXPENSE: $ 534,395.69 TOTAL CONSTRUCTION CONTRACT AMOUNT $ 53,439.57 TOTAL CONSTRUCTION CONTINGENCY AMOUNT
$ 587,835.26 TOTAL AMOUNT
AVAILABLE
BUDGET: $ 587,835.26 FISCAL YEAR 2023-24 CIP BUDGET (101206-6730) SUMMARY:
Caltrans has allocated funding to the City for two (2) public art projects located within Caltrans right-of-way in Placentia. With the completion of both public art projects, the City looks to improve the landscape area around one of the art pieces. The City Council previously approved the recommended public art sculpture proposed by Cliff Garten Studios to be placed at the off/on ramp interchange of the 57 Freeway at Orangethorpe Avenue. This construction project will improve the landscape area 0.2 miles north from Miraloma Avenue Undercrossing to Placentia Avenue Undercrossing as well as the on/off ramps at Orangethorpe Avenue. Construction plans for the landscape renovation were prepared by Caltrans and Staff solicited competitive bids from contractors to clear and grub the area and to plant new materials, install hardscape and improve irrigation. Seven (7) bids were received for this work. Guilts Inc., was determined to be the lowest responsive and responsible bidder. Amendment No. 3 to the City's Art Cooperative Agreement with Caltrans is presented for Council consideration as well. The proposed amendment increases the maximum allowable reimbursement amount from Caltrans to cover the cost of the landscape renovation project. Caltrans will cover 100% of the cost of this project with no matching contribution required from the City.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the landscape improvement plans prepared by Caltrans and approve a Public Works Agreement with Guilts Inc., to landscape and improve the area on Route 57 in the amount of $534,395.69; and
1.f.
Jan 23, 2024
City Council Agenda
January 23, 2024
2. Authorize the City Administrator to approve contract change orders up to ten percent (10%) of the contract amount, or $53,439.57, for a total construction contract not -to - exceed amount of $587,835.26; and
3. Adopt Resolution No. R-2024-02, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2023-24 in compliance with City Charter of the City of Placentia §§1206 and §§1209 pertaining to appropriations for actual expenditures; and
4. Authorize the City Administrator to approve Amendment No. 3 to the Cooperative Art Agreement with Caltrans increasing the allowable project reimbursement amount; and
5. Authorize the City Administrator to approve all agreements in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Planning Goal or Objective associated with this agenda item.
DISCUSSION:
The California State Department of Transportation (Caltrans) allocated $650,000 to the City for public art displays under the State's Clean California Program signed into law by the Governor in 2021. This program provides funding Statewide for public right-of-way clean up and beautification efforts along with the installation of public art pieces. In coordination and cooperation with the City, Caltrans is funding the cost to fabricate and install a new gateway monument art piece on State property at the 57 Freeway on/off ramps at Orangethorpe Avenue. In addition, they funded the cost to commission two (2) murals that were painted on the paved slopes beneath the freeway at the Crowther Avenue intersection. The murals were completed in April of last year.
On June 20, 2023, City Council approved the construction of a concrete pedestal for an art piece on Route 57. This pedestal construction and sculpture installation is nearing completion and the landscaped area surrounding the art piece as well as the freeway shoulders up to Placentia Avenue needs to be improved and beautified.
On December 14, 2023, seven (7) bids were received for this project as noted in the table below:
Contractor Bid Amount
Guilts Inc. $534,395.69
Superb Engineering $544,728.00
Kormex Construction, Inc. $578,555.00
SGD Enterprises $588,459.12
City Council Agenda
January 23, 2024
IMR Incorporated
Los Angeles Engineering, Inc.
KASA Construction Inc.
$608,976.28
$1,446,154.00
$1,895,630.00
After reviewing the bid proposals received, it was determined that Guills Inc. dba: Integrity Landscape and Concrete submitted the lowest responsive and responsible bid. Based upon Integrity Landscape and Concrete's reference check and submitted bid, Staff recommends awarding a construction contract to Integrity Landscape and Concrete to improve and landscape the area on Route 57.
FISCAL IMPACT
The total construction cost for the clearing, grubbing, and planting, hardscaping, and irrigating amounts to $534,395.69. This cost consists of the bid amount submitted by Integrity Landscape and Concrete in the amount of $534,395.69, and a construction contingency in the amount of $53,439.57. Resolution No. R-2024-02 (Attachment 3) is recommended for approval to appropriate additional funds towards the cost of the project. Funds to cover the cost of the landscape improvements have been budgeted in the FY 2023-24 Capital Improvement Program Budget. Caltrans will cover 100% of the cost of this project and related improvements. The attached Amendment 3 to our Cooperative Art Agreement with Caltrans will increase the maximum allowable reimbursement amount to cover the cost of the landscape improvements.
The reimbursement of costs related to the murals and sculpture are already accounted for in the cooperative agreement. Accordingly, sufficient funds exist for the recommended actions.
Luis Estevez
Deputy City Administrator
Reviewed and approved:
Damien R. Arrula
City Administrator
Reviewed and approved:
4./t_
Jennife, Lampman
Director of Finance
City Council Agenda
January 23, 2024
Attachments:
1. Public Works Agreement with Guilts Inc.
2. Amendment No. 3 to Art Cooperative Agreement
3. Budget Amendment Resolution No. R-2024-02