CITY OF POMONA
COUNCIL REPORT
April 15, 2024
To: Honorable Mayor and Members of the City Council
From: Anita D. Gutierrez, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: RESOLUTION TO AMEND THE FY 2023-24 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET BY RE-APPROPRIATING MEASURE R AND MEASURE M FUNDS FROM VARIOUS CIP PROJECTS, AWARD OF CONSTRUCTION CONTRACT, AND AUTHORIZE ENTRY INTO AN AGREEMENT WITH THE CITY OF LA VERNE, CA FOR “STREET PRESERVATION – CITYWIDE (FY 16-17) (MAJOR),” PROJECT NO. 428-2590-XXXXX-67920 RECOMMENDATION:
It is recommended that the City Council approve the following actions:
Adopt the following resolution:
RESOLUTION NO. 2024-59 - A RESOLUTION TO AMEND THE FY 2023-24 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET BY RE-APPROPRIATING $564,000 OF MEASURE R AND MEASURE M FUNDS FROM VARIOUS CIP PROJECTS TO “STREET PRESERVATION – CITYWIDE (FY 16-17) (MAJOR),” PROJECT NO. 428-2590-XXXXX-67920 AS INDICATED IN EXHIBIT TO RESOLUTION; Award a construction contract to American Asphalt South, Inc. for “Street Preservation – Citywide (FY 16-17) (Major),” Project No. 428-2590-XXXXX-67920, to include all Base Bid ‘A’ & ‘B’ items, in the amount of $1,355,329; Authorize Staff to enter into an Agreement, on behalf of the City of Pomona, with the City of La Verne to complete slurry seal improvements on White Avenue from the northerly Pomona City limit to just south of the Arrow Highway intersection, located within La Verne City limits; Find that the project referenced above is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c) and that the proposed project will not have a significant effect on the environment; Approve an increase in contingency capacity from City standard 25% to 50%, due to the scope of the work and portions of work within other jurisdictions; Approve working days and hours to include nights and weekends; and Authorize the City Manager, or designee, to execute the construction contract/agreement and related documents (permits, etc.).
EXECUTIVE SUMMARY:
Approval of the recommended actions will result in the award of a construction contract to American Asphalt South, Inc. in the amount of $1,355,329 to provide construction improvements for “Street Preservation – Citywide (FY 16-17) (Major),” Project No. 428-2590-XXXXX-67920 (Project). Approval of this contract will allow American Asphalt South, Inc. to patch and repair asphalt as needed, and apply Type II Slurry Seal to existing asphalt pavement sections on portions of White Ave. and Reservoir St. Applying a slurry seal to the asphalt will protect and prolong the life of the existing pavement.
Adoption of Resolution No. 2024-59 (Attachment No. 1) will appropriate additional funds from existing CIP projects to increase the overall Project budget to allow for the construction contract award, along with the consultant agreements, and Staff time to be billed to the Project.
SB1439/GOVERNMENT CODE §84308 APPLICABILITY:
☐ When this box is checked, it indicates the agenda item is subject to the Levine Act SB1439 requirements. Councilmembers are reminded to check their campaign contributions and determine whether they have received a campaign contribution of $250 or more that would require disclosure and/or recusal from discussing or acting on this agenda item. Campaign contributions of $250 or more made 1) by any person or entity who is identified in the agenda report as the applicant or proposer or 2) on behalf of the applicant or participant, including a parent, subsidiary or otherwise related business entity, or 3) by any person who has a financial interest in the agenda item requires a councilmember to comply with SB1439.
FISCAL IMPACT:
With adoption of Resolution No. 2024-59, the FY 2023-24 CIP Budget will be amended with the re-appropriation of funds from various CIP projects to increase the overall Project budget, as detailed in the tables below:
TABLE 1.1
Category
“Street Preservation – Citywide (FY 16-17) (Major),” Project No. 428-2590-XXXXX-67920 Beginning Budget
$1,888,950
Appropriation from Various Projects (See Exhibit to Resolution (Attachment No. 2) $564,000
Revised Budget
$2,452,950
Expenditures/
Encumbrances
(as of March 27, 2024)
($578,129)
Construction Contract Award
($1,355,329)
Available Budget Remaining
$519,492
TABLE 1.2
Project
Unappropriated Amount
Fund Source
“Street Rehabilitation – Districts 4 and 5,” Project No. 428-2590-XXXXX-67922 STP-L (Federal) Project; Construction Complete $184,000
Measure R Funds
“Street Rehabilitation – Districts 1 and 6,” Project No. 428-2590-XXXXX-67931 STP-L (Federal) Project; Construction Complete $80,000
Measure R Funds
“N. Towne Avenue,” Project No. 428-2590-XXXXX-67937
$100,000
Measure M Funds
“Street Rehabilitation – Districts 2 and 3,” Project No. 428-2590-XXXXX-67935 $200,000
Measure M Funds
Total Unappropriated
$564,000
PUBLIC NOTICING REQUIREMENTS:
In accordance with Section 2-1003 - Formal Procedure of the City’s Purchasing Ordinance, Notice of Inviting Bids (IFB# 2024-04) for the construction of “Street Preservation – Citywide (FY 16-17) (Major),” Project No. 428-2590-XXXXX-67920 was posted on the City’s electronic bidding platform, Planet Bids, on February 8, 2024. Four (4) bids were received; bids were opened on March 5, 2024. An advertisement for IFB# 2024-04 was included in the Inland Valley Daily Bulletin on February 14 and February 28, 2024.
PREVIOUS RELATED ACTION:
On June 6, 2016, “Street Preservation – Citywide (FY 16-17) (Major),” Project No. 428-2590-XXXXX-67920 was created as part of the adopted CIP Budget (FY 2016-17).
ENVIRONMENTAL IMPACT:
The Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301(c), in that the project consists of the repair and renovation of existing City infrastructure.
DISCUSSION:
The Project will rehabilitate segments of pavement along White Avenue and along Reservoir Street. Approving Recommendation No. 3 will allow the City to enter into a future agreement with the City of La Verne to complete the segments along White Avenue as this street is shared by both Cities. The base bid includes segments of White Avenue from Monterey Avenue to a point near Fairplex’s Gate 5 (–excluding the segment under Interstate 10), as well as, Reservoir Street from County Road to Holt Avenue. The contingency amount is expected to allow the rehabilitation of White Ave. from Fairplex’s Gate 5 to just south of the Arrow Hwy. intersection, pending an executed agreement with the City of La Verne. This scope of work is scheduled to begin in the Summer of 2024.
On February 8, 2024, the City issued Invitation for Bids (IFB) No. 2024-04 for “Street Preservation – Citywide (FY 16-17) (Major),” Project No. 428-2590-XXXXX-67920 via the City’s electronic bidding platform, Planet Bids. The solicitation was disseminated to 575 potential bidders, with 51 of them downloading the IFB, resulting in the City receiving four (4) proposals.
The apparent low bidder, Pavement Coatings Company, was missing a required bid document and was, therefore, disqualified. American Asphalt South, Inc. is the second lowest bidder, and upon review of their bid package, their proposal was deemed complete and qualified.
See table below for bidders list and cost comparison:
Contractor
Total Base Bid A & B
1 Pavement Coatings Company
$1,092,960.00
2 American Asphalt South, Inc.
$1,355,328.75
3 All American Asphalt
$1,393,350.00
4 Roy Allen Slurry Seal, Inc.
$1,492,926.65
Engineer’s Estimate
$1,400,000.00
COUNCIL PRIORITIES & GOALS:
This item supports the following 21-22 City Council Priorities and Goals: Goal P: Improve condition of streets, alleys, and associated sidewalks.
Prepared by:
Stephanie Carbajal
Program Assistant
ATTACHMENTS:
Attachment No. 1 – Resolution No. 2024-59
Attachment No. 2 – Exhibit to Resolution
Approve Resolution No. 2024-59 to Amend CIP Budget and Award Contract to American Asphalt South, Inc. for “Street Preservation – Citywide (FY 16-17) (Major)”