City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JANUARY 10, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: 1, 3, 4 & 5
SUBJECT: MEASURE Z – AWARD BID NO. 7933 FOR THE CONSTRUCTION OF FISCAL YEAR 2019/2020 COMMUNITY DEVELOPMENT BLOCK GRANT WARD 5 STREET IMPROVEMENTS AND FISCAL YEAR 2021/2022 COMMUNITY DEVELOPMENT BLOCK GRANT STREET IMPROVEMENTS TO HARDY & HARPER, INC. OF LAKE FOREST, CALIFORNIA IN THE AMOUNT OF $1,950,000 ISSUE:
Award Bid No. 7933 for Fiscal Year 2019/2020 Community Development Block Grant Ward 5 Street Improvements and Fiscal Year 2021/2022 Community Development Block Grant Street Improvements to Hardy & Harper, Inc. of Lake Forest, California, in the amount of $1,950,000.
RECOMMENDATIONS:
That the City Council:
Award a construction contract for Bid No. 7933 for Fiscal Year 2019/2020 Community Development Block Grant Ward 5 Street Improvements and Fiscal Year 2021/2022 Community Development Block Grant Street Improvements to Hardy & Harper, Inc. of Lake Forest, California, in the amount of $1,950,000; and Authorize the City Manager, or designee, to execute the construction contract, including making minor and non-substantive changes.
BACKGROUND:
The Community Development Block Grant (CDBG), as a part of the United States Department of Housing and Urban Development (HUD), provides annual funding to local entitlement communities for a wide range of programs, such as infrastructure, affordable housing and economic development.
On June 8, 2021, the City Council approved and appropriated the recommendations from the Community and Economic Development Department for CDBG funding for the Program Year 2021/2022.
On April 19, 2022, the City Council authorized an amendment to the 2019/2020 HUD Annual Action Plan to cancel an existing Ward 5 sidewalk project on Sequoia Street and Estrellita Street. City Council also reprogrammed the $142,314 of CDBG funds from the cancelled sidewalk project and authorized an additional $51,936 appropriation of unprogrammed CDBG funds to a new Ward 5 street improvements project on Shelby Dive, Crystal Avenue, Snowberry Street, and Monteel Place.
DISCUSSION:
On November 9, 2022, Bid No. 7933 for Fiscal Year 2019/2020 CDBG Ward 5 Street Improvements and Fiscal Year 2021/2022 CDBG Street Improvements (Project) was posted on PlanetBids to resurface deteriorated pavement, reconstruct damaged concrete curbs, gutters, sidewalk, driveways, and pedestrian ramps at various locations throughout the City. The following is a detailed description of the work to performed in each Ward:
FY 19/20 Ward 5 – Shelby Drive from California Avenue to the End of Street, Crystal Avenue from Shelby Drive to End of Street, Snowberry Street from Crystal Avenue to Monteel Place, and Monteel Place from End of Street to End of Street FY 21/22 Ward 1 – Ardmore Street from Paige Drive to Palmyrita Avenue FY 21/22 Ward 3 – Sierra Street, Granada Avenue, Holbrook Way, Canoga Place, Ensenada Way, El Molino Avenue, El Camino Place, Del Rosa Place, and Del Monte Street FY 21/22 Ward 4 – Casa Blanca Street from Madison Street to Depot Street, Evans Street from Jefferson Street to Grace Street, and Peters Street from Grace Street to Madison Street FY 21/22 Ward 5 – Myers Street from Magnolia Avenue to Primrose Drive, and Muir Avenue from Magnolia Avenue to 200’ northerly of Ardisia Street On December 2, 2022, five bids were received for the construction of the Project. The lowest responsive bid was from Hardy & Harper, Inc. in the amount of $1,950,000, which is 8.31% over the Engineer’s Estimate.
The Community and Economic Development Director concurs with the award recommendation.
The Purchasing Manager concurs that the recommended action to award complies with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 6 - Infrastructure, Mobility and Connectivity and Goal 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Riverside is transparent and makes decisions based on sound policy, inclusive community engagement, involvement of City Boards & Commissions, and timely and reliable information. Activities and actions by the City serve the public interest, benefit the City’s diverse populations, and result in greater public good. The proposed improvements are part of a more significant endeavor to improve the City’s roadway network and quality of life for residents and visitors.
Equity – Riverside is supportive of the City’s racial, ethnic, religious, sexual orientation, identity, geographic, and other attributes of diversity and is committed to advancing the fairness of treatment, recognition of rights, and equitable distribution of services to ensure every member of the community has equal access to share the benefits of community progress. The Public Works Department strives to improve the City’s roadway network to provide safe and reliable transportation to all areas of the City. Additionally, staff meets with each City Councilmember to discuss goals, budgets, recommendations for street improvements, and obtain feedback on the requests received from their constituents.
Fiscal Responsibility – Riverside is a prudent steward of public funds and ensures responsible management of the City’s financial resources while providing quality public services to all. Public Works responsibly manages a variety of funding sources to complete projects included in the City’s Capital Improvement Program. Public Works is a prudent steward of public funds and construction projects are always awarded to the lowest responsive bidders.
Innovation – Riverside is inventive and timely in meeting the community’s changing needs and prepares for the future through collaborative partnerships and adaptive processes. This project exemplifies established methods of street improvements.
Sustainability & Resiliency – Riverside is committed to meeting the needs of the present without compromising the needs of the future and ensuring the City’s capacity to persevere, adapt and grow during good and difficult times alike. The construction materials specified for these projects are considered best practices in the industry. The use of rubberized and recycled material greatly benefits the environment, reducing wasted storage, providing extra layers of protection, and adding longevity to our resurfaced streets.
FISCAL IMPACT:
The total fiscal impact of this recommendation is $1,950,000. The estimated total Project cost, including design engineering, construction, contingencies, and contract administration, is $2,440,000.
Table 1—Project Costs
Task
Amount
Design Engineering (In House)
$42,000
Construction Contract
$1,950,000
Construction Contingencies
$390,000
Construction Engineering, Inspection, and Survey (In House) $50,000
Geotechnical Engineering Consulting Services
$8,000
Total
$2,440,000
There are sufficient funds budgeted and available in the following accounts listed in the table below, to award the construction contract and complete the project.
Table 2— Funding Sources
Fund
Project/Program
Account Number
Amount
Grants & Restricted Programs
19/20 - Ward 5 Shelby/Crystal
9277500-440120
$194,250
21/22 - Ward 1 Ardmore
9174300-440120
$122,006
21/22 - Ward 3 Sierra/Holbrook
9174200-440120
$500,849
21/22 - Ward 4 Evans
9174400-440120
$345,170
21/22 - Ward 5 Muir
9174500-440120
$255,112
Gas Tax
PW Supplemental for CDBG Projects
9888827-440223
$320,000
Measure Z
Pavement Rehab/Ped Improvements
9902709-470734
$702,613
Total
$2,440,000
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Location Maps
Bid Award Recommendation
Presentation
Award Bid No. 7933 ● Page 3