City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: FEBRUARY 7, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: BID REJECTION OF BID NO. 7948 – CITYWIDE PEDESTRIAN CROSSING IMPROVEMENTS PROJECT ISSUE:
Consider rejecting all bids and release related bid bonds received for Bid 7948 for the construction of Citywide Pedestrian Crossing Improvements Project.
RECOMMENDATION:
That the City Council reject all bids and release related bid bonds received for Bid No. 7948 - Construction of Citywide Pedestrian Crossing Improvements Project.
BACKGROUND:
On September 21, 2021, City Council authorized the Public Works Department to accept grant funding in the amount of $412,500 through the Riverside County Transportation Commission’s (RCTC) Fiscal Year (FY) 2021/22 Transportation Development Act (TDA) Article 3 (SB 821) Bicycle and Pedestrian Facilities Program to construct new concrete sidewalks and pedestrian ramps, install LED stop signs, and stripe high visibility crosswalks at select locations. The City Council approved Public Works Department’s acceptance of RCTC FY 2021/22 TDA Article 3 (SB 821) Bicycle and Pedestrian Facilities Program Grant funding in the amount of $162,500 with a local match of $162,500 to install new LED stop signs & high visibility crosswalks, and host Cycling Savvy training & educational events (total of $325,000 for the subject project). The remaining $250,000 of the grant funds were approved to construct new concrete sidewalks and pedestrian ramp improvements for the Bryan Street and Cochran Avenue sidewalk project.
The grant funds would help procure and install solar-powered LED-flashing stop signs, upgraded high-visibility (continental) crosswalk striping, and retrofit concrete pedestrian ramps at the following fourteen locations:
Table 1: LED Stop Sign Installation Locations
WARD
LED FLASHING STOP SIGN LOCATIONS
1 Maplewood Place at Birch Street
1 Grand Avenue at Rubidoux Avenue
2 Flanders Road at Highlander Drive
2 Fair Isle Drive at Abernathy Drive (N)
3 Jane Street at Fairchild Drive
3 Maude Street at Lincoln Avenue
4 Krameria Avenue at Alta Cresta Avenue
4 Red Poppy Lane at Digger Pine Drive
5 Garfield Street at Monroe Street
5 Hayes Street at Roosevelt Street
6 Jones Avenue at Cass Street
6 Mobley Avenue at Cook Avenue
7 Mitchell Avenue at Gramercy Place
7 Rutland Avenue at Adler Place
The recommended streets and intersections are in close proximity to local schools, parks, and/or shopping centers. When implemented, the new sidewalks, LED stop signs, crosswalks, and pedestrian ramps are expected to improve sidewalk connectivity, enhance safety and mobility for residents, and improve public health by encouraging increased walking and a more active lifestyle. The combined effects would also reduce greenhouse gas emissions as residents would be encouraged to walk for their shorter trips.
DISCUSSION:
On November 4, 2022, Bid No. 7948 for the construction of Citywide Pedestrian Crossing Improvements Project (“Project”) was posted on PlanetBids to construct solar-powered LED-flashing stop signs, upgraded high-visibility (continental) crosswalk striping, and retrofitting concrete pedestrian ramps.
On November 28, 2022, two bids were received for the construction of the Project (Attachment 1). The bids ranged from $515,495.00 to $542,020.58, which are 59% to 67% over the Engineer’s Estimate. City staff coordinated with RCTC to determine if additional SB 821 grant funds are available to match the additional amount from the construction bids received or evaluate options to modify and reduce the scope of work to match the available grant funds. Both options were not selected because RCTC did not have any additional SB 821 grants funds beyond the original award amount and the grant application specifically documented the inclusion of all scope of work items when the grant was awarded.
The Public Works Department reviewed the bid proposals, inquiries during the bidding period, coordinated grant funding / scope of work modification alternative options with RCTC in efforts to reduce cost and facilitate construction. Modifying the scope of work and project specifications may result in additional competitive bids by detailing the project constructability and reducing material costs while adhering to the intent and requirements of the grant. Based on the high bid prices, Public Works is recommending that the City Council reject all bids, release all related bid bonds, and allow staff to revise the bid documents and re-advertise the Project.
The recommendation to reject all bids has been made per Purchasing Resolution No. 23194, Section 507, which states, “The Manager may in his/her discretion reject any and all Bids, or any segregable portions thereof, for any one or more types of Goods, Services or Construction included in the Specifications when the public interest is served thereby, provided specifically that any potential award does not otherwise require consideration by the Awarding Entity, in which case any rejection or award shall be made by the Award Entity. The Awarding entity may also take any other action permitted by Section 1109 of the City Charter.” The Purchasing Manager concurs that the recommended actions are in compliance with Purchasing Resolution No. 23914.
STRATEGIC PLAN ALIGNMENT:
This Project contributes to Strategic Priority 5 – High Performing Government and Goal 5.4 – Achieve and maintain financial health by addressing gaps between revenues and expenditures and aligning resources with strategic priorities to yield the greatest impact.
This item aligns with each of the Cross-Cutting Threads:
Community Trust – This Project proposes to install solar-powered LED-flashing stop signs, upgraded high-visibility (continental) crosswalk striping, and retrofitting concrete pedestrian ramps to enhance safety and mobility for motorists, bicyclists and pedestrians.
Equity – The Project will provide improved bicyclist paths & pedestrian walkability to schools, parks, transit stops and shopping centers.
Fiscal Responsibility – By rejecting the bids and re-advertising the project, the City is fiscally responsible by soliciting the lowest responsive and responsible bid for the construction of this Project.
Innovation – This Project will be re-advertised on PlanetBids, which is an internet-based platform that allows for a wider exposure to potential contractors compared to the conventional local newspaper advertisement.
Sustainability & Resiliency – The Project promotes active transportation and reduced car dependency, thereby reducing vehicle miles traveled and the associated greenhouse gas emissions.
FISCAL IMPACT:
There is no fiscal impact associated with this report.
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
Attachment: Bid Rejection Recommendation
Reject Bid 7948 ● Page 2