City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: MARCH 7, 2023 FROM: PARKS, RECREATION AND COMMUNITY WARD: 1
SERVICES DEPARTMENT
PUBLIC WORKS DEPARTMENT
SUBJECT: MEASURE Z – AWARD BID NO. 7977 FOR CONSTRUCTION OF MOUNT RUBIDOUX TRAIL IMPROVEMENTS TO ONYX PAVING COMPANY, INC. OF ANAHEIM, CALIFORNIA IN THE AMOUNT OF $1,470,470 – SUPPLEMENTAL APPROPRIATION – FUND TRANSFER ISSUES:
Award Bid No. 7977 for Mount Rubidoux Trail Improvements to Onyx Paving Company, Inc. of Anaheim, California, in the amount of $1,470,470; and authorize a supplemental appropriation and transfer of Measure Z funds in the amount of $330,000.
RECOMMENDATIONS:
That the City Council:
Award a construction contract for Bid No. 7977 for Mount Rubidoux Trail Improvements to Onyx Paving Company, Inc. of Anaheim, California, in the amount of $1,470,470; Authorize the City Manager, or designee, to execute the construction contract, including making minor and non-substantive changes; and With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record an interfund transfer and supplemental appropriation in the amount of $330,000 to the Measure Z Capital Fund, Mount Rubidoux Asphalt Repairs project account, transferred from the Measure Z Fund balance.
BACKGROUND:
On June 22, 2021, the City Council approved the Fiscal Year 2021-2022 annual budget. The approved budget included a Measure Z appropriation in the amount of $250,000 for the Parks, Recreation and Community Services Department (PRCSD) to provide pavement rehabilitation to the Mount Rubidoux trail, limited to patching, crack repairs, and a slurry seal treatment.
In July 2022, PRCSD conducted a field visit with Public Works (Public Works) and Fire (Fire) Departments. The purpose of the meeting was to evaluate the condition of the trail pavement and Fire vehicle accessibility from Ninth Street to the top of Mount Rubidoux trail. PRCSD subsequently requested that Public Works determine the construction costs to provide comprehensive maintenance improvements for the entire mountain trail and the requested Fire vehicular access modifications.
On October 25, 2022, the City Council approved an agreement with Pyro Spectaculars, Inc. to provide fireworks displays on Mount Rubidoux for Independence Day celebrations. However, the report identified that Fire vehicle access improvements were required prior to commencement of any fireworks activities.
On November 15, 2022, City Council authorized a supplemental appropriation in the amount of $1,200,000 for the design and construction of more comprehensive trail maintenance improvements including modifications to improve accessibility for Fire emergency vehicles.
In December 2022, the City executed a professional consultant services agreement with RMA Group to provide geotechnical recommendations for the proposed improvements.
DISCUSSION:
On January 13, 2023, Bid No. 7977 for Mount Rubidoux Trail Improvements (Project) was posted on PlanetBids and included a Base Bid and an Additive Bid. The Base Bid included maintenance work along the primary route Fire emergency vehicles utilize to serve the mountain during the fireworks event, and the recommended Fire modifications. The Additive Bid included maintenance work on the remainder of the trail. The Project will perform the following work (Attachment 1):
Included in both the Base Bid and Additive Bid
Replace entire sections of severely deteriorated asphalt; Resurface areas of marginally deteriorated asphalt pavement; Provide crack repairs with a slurry seal preservation for areas not receiving a new surface; Remove excess sediment on or adjacent to the paved trail; Repair deteriorated edges of pavement; and
Repair deteriorated slopes adjacent to the trail.
Included in the Base Bid Only
Provide minor widening improvements around one trail curve; Construct one vehicular turnout area; and
Remove small segments of large boulders adjacent to the paved trail.
On February 3, 2023, two bids were received for construction of the Project (Attachment 2). The City reserved the right to award the Project on the basis of the Base Bid work only or the combination of the Base Bid work and Additive Bid work depending on the limitations of available and approved funding. The lowest responsive bid for the combination of the Base Bid and Additive Bid work was from Onyx Paving Company, Inc., in the amount of $1,470,470, which is 15.3% over the Engineer’s Estimate. The cost for Onyx Paving Company, Inc., to complete only the Base Bid work is $823,000. Construction costs have increased significantly in recent months and the unique nature of construction equipment accessibility at this Project location increased the complexity to complete the work.
The PRCSD 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 1 – Arts, Culture and Recreation and Goal 1.2 – Enhance equitable access to arts culture, and recreational services, and Goal 1.3 – Improve parks, recreational amenities, open space, and trail development maintenance needs.
This item aligns with each of the Cross-Cutting Threads as follows:
Community Trust – The proposed improvements are part of a more significant endeavor to improve the quality of life for residents and visitors. Public Works, PRCSD, and Fire have engaged the City Council and Budget Engagement Commission to discuss the project.
Equity – The proposed improvements will benefit the City’s diverse population who utilize the trail daily and the pyrotechnic show will increase the enjoyment to the entire community.
Fiscal Responsibility – Public Works is a prudent steward of public funds and construction projects are awarded to the lowest responsive and responsible bidders.
Innovation – This project will exemplify established methods of street improvements. Riverside is inventive and timely in meeting the community’s changing needs and prepares for the future through collaborative partnerships and adaptive processes.
Sustainability & Resiliency – The construction materials specified for these projects are considered best practices in the industry. The pyrotechnic show is one of the highest attended PRCSD events and will be enjoyed by the community for many years.
FISCAL IMPACT:
The total fiscal impact of this recommendation is $1,470,470 to complete the Base Bid and Additive Bid work. The estimated total Project cost including design engineering, construction, contingencies, and contract administration is $1,780,000 (Table 1). Upon Council approval an interfund transfer will be recorded from Measure Z Fund Balance to Measure Z Capital, Mount Rubidoux Asphalt Repairs project as listed in Table 2 below.
Table 1—Project Costs
Task
Amount
Design Engineering (In House)
$66,460
Construction Contract
$1,470,470
Construction Contingencies
$150,000
Construction Engineering, Inspection, and Survey (In House) $75,000
Geotechnical Engineering Consulting Services from RMA Group $18,070
Total
$1,780,000
Table 2—Appropriations and Transfers
Appropriation
or Transfer
Fund
Program /
Project
Account
Amount
Interfund Transfer
Measure Z
Fund Balance (Transfer Out)
0000110-990420
$330,000
Interfund Transfer
Measure Z Capital
Mount Rubidoux Asphalt Repairs (Transfer In)
9922809-985110
$330,000
Appropriation
Measure Z Capital
Mount Rubidoux Asphalt Repairs
9922809-462050
$330,000
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 Map
Bid Award Recommendation
Presentation
Award Bid No. 7977 – Mount Rubidoux Trail Improvements ● Page 3