CITY OF POMONA
COUNCIL REPORT
December 5, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: ADOPT A RESOLUTION APPROVING THE ADMINISTERING AGENCY-STATE PROGRAM SUPPLEMENTAL AGREEMENT NO. T01 REV. 1 AND AMENDING THE FY 2022-23 CAPITAL IMPROVEMENT PROGRAM BUDGET, AND AWARD A CONTRACT TO RKA CONSULTING GROUP FOR PROFESSIONAL SERVICES FOR “Pomona Multi-Neighborhood PEDESTRIAN AND BICYCLE Improvements” PROJECT IN AN AMOUNT NOT-TO-EXCEED $1,374,805 RECOMMENDATION:
It is recommended that the City Council take the following actions:
Adopt the following Resolution:
RESOLUTION NO. 2022-203 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, APPROVING THE ADMINISTERING AGENCY-STATE PROGRAM SUPPLEMENTAL AGREEMENT NO. T01 REV. 1 FOR ATP CYCLE 4 CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT, “Pomona Multi-Neighborhood Pedestrian and Bicycle Improvements,” Project No. 428-2590-XXXXX-67930, BETWEEN THE CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS) AND THE CITY OF pOMONA (CITY) FOR FEDERAL AND STATE FUNDED PROJECT NUMBER ATPL-5070(035) FOR REIMBURSEMENT OF CITY COSTS BY CALTRANS, AND AMENDING THE fy 2022-23 cip BUDGET BY DECREASING REVENUE ESTImATES AND UNAPPROPRIATING $117,843 OF uNUSABLE REMAINING ATP CYCLE 4 (t01/pes/pa&ed) GRANT FUNDS AS WELL AS INCREASING REVENUE ESTIMATES AND APPROPRIATING $515,000 OF ATP CYCLE 4 (t01rev1/pe/rw) GRANT FUNDS for the project; and Award a bid to RKA Consulting Group to provide professional consulting services in an amount not-to-exceed $1,374,805.
Authorize the City Manager to execute an agreement and amendments/revisions subject to review and approval as to form by the City Attorney.
EXECUTIVE SUMMARY:
Approval of Resolution No. 2022-203 (Attachment No. 1) will approve a revised supplemental agreement with Caltrans for the ATP Cycle 4 Grant, and amend the FY 2022-23 CIP Budget by decreasing revenue estimates and unappropriating $117,843 of unusable remaining (T01/PES/PA&ED) ATP Cycle 4 Grant funds, and increasing revenue estimates and appropriating $515,000 of (T01 REV. 1/PE/RW) ATP Cycle 4 Grant funds for “Pomona Multi-Neighborhood Pedestrian and Bicycle Improvements,” Project No. 428-2590-XXXXX-67930 (Project). Additionally, approval of the recommended action will result in the award of a contract to RKA Consulting Group for design professional services for the Project.
FISCAL IMPACT:
The anticipated fiscal impact of this action for the Project is shown in the table below:
Category
“Pomona Multi-Neighborhood Pedestrian and Bicycle Improvements” Project No. 428-2590-XXXXX-67930
Current Budget
$4,962,994
Appropriate PE/RW ATP Cycle 4 Grant Funds (Agmt. No. T01 Rev. 1) $515,000
Unappropriate PES/PA&ED ATP Cycle 4 Grant Funds (Agmt. No. T01) ($117,843)
Revised Budget
$5,360,151
Expenses / Encumbrances as of November 16, 2022
($127,943)
RKA Group Professional Services
($1,374,805)
Remaining Balance for Addendums, Construction, Contingencies, etc.* $3,857, 403
*Construction portion of ATP Cycle 4 grant pending Caltrans approval of Design & RW PUBLIC NOTICING REQUIREMENTS:
An Invitation for Bids (IFB) was published on Planet Bids beginning September 15, 2022, and bids were due on October 12, 2022. This IFB utilized the City’s Master On-Call Consultant list that resulted from prior open market procurement processes.
PREVIOUS RELATED ACTION:
On August 6, 2018, the City Council authorized the submittal of an Active Transportation Program (ATP) application to the California Department of Transportation (Caltrans) requesting up to $10 million to implement bicycle infrastructure and pedestrian-crossing enhancements.
On March 16, 2020, the City Council approved a Resolution for the first program supplemental agreement with Caltrans for the ATP Cycle 4 grant, and amended the FY 2019-20 CIP Budget by increasing revenue estimates and appropriating $220,000 of PES/PA&ED ATP Cycle 4 Grant (Agmt. No. T01) funds to “Pomona Multi-Neighborhood Pedestrian and Bicycle Improvements,” Project No. 428-2590-XXXXX-67930.
DISCUSSION:
Approval of the recommend actions will amend the FY 2022-23 CIP Budget and award RKA Consulting Group a bid for professional services that are necessary for design and related work (underground utility locating, right of way verification, etc.) for the Project. The project is funded by the Active Transportation Program (ATP) Cycle 4 grant, that will include bicycle and pedestrian, as well as limited pavement improvements.
On September 15, 2022, Invitation for Bid No. 2022-56 was issued on the City’s electronic bidding platform, Planet Bids. The solicitation notified nine (9) potential consultants, of which four (4) consultants downloaded it, resulting in the City receiving two (2) bids on October 12, 2022, as follows:
Bidder/Supplier
Bid Amount
RKA Consulting Group
$1,374,805
PSOMAS
$1,388,027
Upon staff review of the bids and accompanying fees, staff commenced negotiations with the consultant, RKA Consulting Group, which resulted in the recommended award/agreement.
On January 30, 2019, the California Transportation Commission awarded a $9,269,000 ATP Cycle 4 Grant to the City for 10.02 miles of new bike facilities and pedestrian improvements at 14 intersections per the “Pomona ATP Cycle IV” map on the next page. The first part of this Project was the Preliminary Environmental Study (PES) and Preliminary Engineering (PE), also known as the Project Approval and Environmental Document (PA&ED) phase. The first/PE/PA&ED part of this project is complete. The remaining unused part of the PE/PA&ED ATP Cycle IV funding is being unappropriated to avoid unintended and un-reimbursable further charges for PE/PA&ED (staff will request Caltrans allow the use of the remaining unused PE/PA&ED funds for construction/CON).
Recently, Caltrans prepared and sent to the City a second Program Supplemental Agreement No. T01 Rev. 1 to administer the second part of an approximately five-year plan to implement this Project. Approval of the recommended action will approve the agreement between the City and Caltrans for administering the Preliminary Engineering and Right of Way (PE/RW) process and for Caltrans to reimburse the City up to $515,000 of PE/RW costs.
Staff recommends that City Council approve the attached Resolution and the second supplemental agreement with Caltrans for ATP Cycle 4 to increase revenue estimates and appropriate $515,000 of ATP Cycle 4 Grant funds to “Pomona Multi-Neighborhood Pedestrian and Bicycle Improvements,” Project No. 428-2590-XXXXX-67930.
COUNCIL PRIORITIES & GOALS:
This item supports the June 21, 2021 City Council Priorities and Goals, Priority 1: Fiscal and Operational Responsibility – Goal C: Obtain additional grant funding and other revenues to help achieve City goals.
Prepared by:
Matt Pilarz, P.E.
Principal Civil Engineer
ATTACHMENT(S):
Attachment No. 1 – Proposed Resolution No. 2022-203
Amend FY 2022-23 CIP Budget and Award of Professional Services Contract for Pomona Multi-Neighborhood Ped and Bike