CITY OF POMONA
COUNCIL REPORT
June 6, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: AWARD OF CONTRACT TO HR Green Pacific, Inc. FOR PROFESSIONAL SERVICES FOR HOLT AVENUE IN AN AMOUNT NOT-TO-EXCEED $5,221,293 RECOMMENDATION:
It is recommended that the City Council take the following actions:
Authorize the City Manager to execute an agreement (and amendments/revisions) with HR Green Pacific, Inc. to provide professional consulting services in an amount not-to-exceed $5,221,293; Authorize the City Manager to execute amendments/revisions to the HR Green Pacific, Inc. Holt Avenue agreement; and, Authorize HR Green Pacific, Inc. to immediately commence work upon approval of this action.
EXECUTIVE SUMMARY: Approval of the recommended action will result in the award of a contract to HR Green Pacific, Inc. for professional services for three Capital Improvement Program (CIP) projects on Holt Avenue. The professional services are for design, construction management, as-needed inspection, and related work (underground utility locating, etc.). The three CIP projects are: (1) “Holt Avenue Corridor Improvements,” Project No. 428-2590-XXXXX-68575; (2) Holt Avenue (East) Reconstruction, Project No. 428-2590-XXXXX-71050; and (3) Holt Avenue (West) Reconstruction, Project No. 428-2590-XXXXX-71047.
FISCAL IMPACT: Funds were approved by the City Council as part of the Fiscal Year 2021-22 Capital Improvement Program (CIP) budget for: (1) “Holt Avenue Corridor Improvements,” Project No. 428-2590-XXXXX-68575, (2) “Holt Avenue (East) Reconstruction,” Project No. 428-2590-XXXXX-71050, and (3) “Holt Avenue (West) Reconstruction,” Project No. 428-2590-XXXXX-71047. The fiscal impact of the recommended action is as follows:
Project Name
Project No.
Budget
Beginning Available
Award
Amount
Revised
Available
Holt Avenue Corridor Improvements
428-2590-XXXXX-68575
$5,022,041
$5,022,041
($1,219,522.46)
$3,802,518.54
Holt Avenue (East) Reconstruction
428-2590-XXXXX-71050
$2,566,785
$1,936,179
($1,051,948.89)
$884,230.11
Holt Avenue (West) Reconstruction
428-2590-XXXXX-71047
$8,078,026
$7,708,834
($2,949,821.65)
$4,759,012.35
TOTALS
$15,666,852
$14,667,054
($5,221,293 )
$9,445,761
PUBLIC NOTICING REQUIREMENTS: An Invitation for Bids (IFB) was published on Planet Bids beginning April 8, 2022, and bids were due on May 4, 2022. An advertisement for this same IFB was also published on May 2, 2022 in the Inland Valley Daily Bulletin.
PREVIOUS RELATED ACTION: On April 18, 2022, “Holt Avenue Corridor Improvements,” Project No. 428-2590-XXXXX-68575 was created, and funds from the Clean California Local Grant Program were accepted and appropriated to this project. However, the State of California Department of Transportation (Caltrans) Clean California Program staff have requested a separate resolution regarding signature authority for the execution of agreements with Caltrans for the Holt Avenue Corridor Improvements Project. Therefore, there is a separate and concurrent action on tonight’s City Council agenda with staff recommendations for a Clean California Grant resolution and grant funding agreement execution authority primarily associated with the “Holt Avenue Corridor Improvements,” Project No. 428-2590-XXXXX-68575. (Holt East)
On May 1, 2017, City Council adopted a Resolution amending the FY 2016-17 CIP Budget by creating “Holt Avenue (East) Reconstruction,” Project No. 428-2590-XXXXX-71050; including “Holt Avenue rehabilitation with Corridors Specific Plan (CSP) improvements from Garey Avenue to the East, as funds allow” in the project description; and appropriating $2,240,285 of District 4 Excess RDA Bond Proceeds to “Holt Avenue (East) Reconstruction,” Project No. 428-2590-XXXXX-71050.
On May 6, 2019, City Council awarded a construction contract to All American Asphalt for construction on four CIP projects, including “Holt Avenue (East) Reconstruction,” Project No. 428-2590-XXXXX-71050 (this was for alley work near Paloma Dr./Palm Pl. and S. of Monterey Ave.).
On January 6, 2020, City Council approved an amendment to the contract with All American Asphalt. This amendment did not include the CIP Project “Holt Avenue (East) Reconstruction,” Project No. 428-2590-XXXXX-71050.
On December 20, 2021, City Council approved the planned landscaping for “Holt Avenue (East) Reconstruction,” Project No. 428-2590-XXXXX-71050. (Holt West)
On February 6, 2017, an item was presented for City Council consideration for the use of the Bond Proceeds for portions of Mission Boulevard or Holt Avenue. No final action was taken.
On March 6, 2017, City Council approved a Resolution to amend the FY 2016-17 CIP Budget to Create “Holt Avenue Reconstruction,” Project No. 428-2590-XXXXX-71047; and appropriated $7,164,970 of excess RDA Bond Proceeds to this new project.
On May 1, 2017, City Council adopted a Resolution amending the FY 2016-17 CIP Budget by updating the “Holt Avenue Reconstruction,” Project No. 428-2590-XXXXX-71047 name and description to “Holt Avenue (West) Reconstruction,” Project No. 428-2590-XXXXX-71047, and re-appropriating Excess RDA Bond Proceeds in the amount of $1,740,285 to the project.
On May 21, 2018, City Council adopted a Resolution amending the FY 2017-18 CIP Budget by re-appropriating funds between two existing CIP Projects: “Major Street Rehabilitation – 2015 – Metro Call,” Project No. 428-2590-XXXXX-67918 and “Holt Avenue (West) Reconstruction,” Project No. 428-2590-XXXXX-71047.
On November 19, 2018, City Council adopted a Resolution amending the FY 2017-18 CIP Budget by unappropriating $1,125,749.30 of Bond Proceeds Funds from the project and appropriating $809,239.30 of Measure R and $316,510.00 of Prop C funds to “Holt Avenue (West) Reconstruction,” Project No. 428-2590-XXXXX-71047.
On September 21, 2020, City Council adopted a Resolution amending the FY 2020-21 CIP Budget by reappropriating $562,300 of Bond Proceeds Funds from the “Holt Avenue (West) Reconstruction,” Project No. 428-2590-XXXXX-71047 to “Police-Main Facility Roof Replacement,” Project No. 428-2590-XXXXX-73369.
On December 20, 2021, City Council approved the planned landscaping for “Holt Avenue (West) Reconstruction,” Project No. 428-2590-XXXXX-71047.
DISCUSSION: The approximate $5 Millon Clean California grant requires expedited implementation due to the improvement needing to be completed and reimbursed by June 2024; therefore. In order to meet the June 2024 construction completion and reimbursement date, design shall begin as soon as possible. The Holt Corridor/Clean CA grant work is complementary to the Holt Avenue (East), as well as the Holt Avenue (West) projects.
On April 8, 2022, an Invitation for Bid No. 2022-26 was issued on the City’s electronic bidding platform. The solicitation notified 584 potential supplier, of which 73 potential suppliers downloaded it, which resulted in the City receiving no bids. California Public Contract Code 22038 (c) allows the City to negotiated contract without further complying with the bidding process, if the bid was originally posted as required. Also, as discussed above, ‘time-is-of-the-essence’ especially for the Holt Corridor/Clean CA grant project, and all three of these projects are primarily planned along Holt Avenue. Therefore, staff commenced negotiations with the consultant, HR Green, Pacific, Inc., which resulted in the recommended award/agreement.
Substantial work is planned through the Clean California grant-funded “Holt Avenue Corridor Improvements,” Project No. 428-2590-XXXXX-68575. This work includes, but is not limited to, beautifying and enhancing the safety and walkability of the Holt Avenue Corridor (as well as Garfield Park and the Garey Avenue Corridor). The Holt Avenue work is expected to start from Garey Avenue and extend toward Mills Avenue, as funds allow, and includes some similar work in Garfield Park, and along Garey Avenue from Holt Avenue to Mission Boulevard.
The primary goal of the Holt-East and Holt-West projects is to construct landscaped medians guided by the Corridors Specific Plan (CSP), along with some parkway landscape and hardscape improvements, generally proceeding from west to east. Please see Attachment No. 1 - Corridors Specific Plan Holt Ave. Medians and Attachment No. 2 - Holt Ave. Median Renderings.
The Holt-East project is to begin at Garey Avenue and proceed to the east, as funds allow. Design of the Holt East Medians will include from Garey Avenue to San Antonio Avenue; however, funding will shorten these median limits for construction (likely from Garey Avenue to Towne Avenue). The Holt-West project is to begin at Humane Way and proceed to Dudley Street, and continue from Garey Avenue to the west, as funds allow. Holt Avenue repaving is intended to be constructed along with the medians; however, medians and landscape/hardscape will be a higher priority than repaving. Considering budget limitations, complete repaving of Holt Avenue with these projects will not be possible. Parking will remain along Holt Avenue, resulting in a typical median width of approximately 10 feet.
Since all three (3) of these projects (Holt Corridor/Clean CA, Holt-East, and Holt-West) involve work along Holt Avenue in a similar timeframe, staff believes it is essential that the same design consultant complete the design under one contract. This will result in cost and effort efficiencies as well as significant coordination needed with these projects. Design work on the Holt Corridor/Clean CA grant project is expected to be completed by approximately January 2023 so that this grant work construction may begin by approximately July 2023. The design of the Holt-East and Holt-West projects will likely continue until approximately December 2023, with the construction of the Holt-East and Holt-West projects expected to start around spring of 2024.
COUNCIL PRIORITIES & GOALS: This item supports the 2019-2020 City Council Priority 4: Infrastructure – Goal P: Improve the condition of streets, alleys, and associated sidewalks.
Prepared by:
_____________________________
Matt Pilarz
Principal Civil Engineer
ATTACHMENTS:
Attachment No. 1 - Corridors Specific Plan Holt Ave. Medians Attachment No. 2 - Holt Ave. Median Renderings
Award of Contract for Holt Ave. Professional Services