City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: SEPTEMBER 5, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: AWARD BID 7990 FOR CONSTRUCTION OF PEDESTRIAN CROSSING IMPROVEMENTS TO WE R BUILDERS, INC., OF TRABUCO CANYON, CALIFORNIA, IN THE AMOUNT OF $337,959.45 WITH 10% CONSTRUCTION CONTINGENCY – SUPPLEMENTAL APPROPRIATION ISSUES:
Award Bid No. 7990 for the construction of the Citywide Pedestrian Crossing Improvements at various locations throughout the City to We R Builders, Inc., of Trabuco Canyon, California, in the amount of $337,959.45 with 10% construction contingency; and approve a supplemental appropriation.
RECOMMENDATIONS:
That the City Council:
Award Bid No. 7990 for the construction of the Citywide Pedestrian Crossing Improvements to We R Builders, Inc., of Trabuco Canyon, California, in the amount of $337,959.45 with 10% construction contingency; Authorize the City Manager, or designee, to execute a construction contract with We R Builders, Inc., including making minor and non-substantive changes; and With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $46,755.40 in the Measure A Fund, Citywide LED Stop Sign Install Project from available fund balance.
BACKGROUND:
On September 21, 2021, City Council approved the Public Works Department’s acceptance of Riverside County Transportation Commission 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 and high visibility crosswalks. Separate grant funds for sidewalk construction were received through this program as part of the same grant cycle but are not discussed within this Council report.
The subject SB 821 grant funds will help install solar-powered LED-flashing stop signs, upgrade high-visibility crosswalk striping, and retrofit concrete pedestrian ramps at the following fourteen locations (two per Ward):
LED STOP SIGN LOCATIONS
WARD
LED FLASHING STOP SIGN LOCATIONS
1 MAPLEWOOD @ BIRCH
1 GRAND @ RUBIDOUX
2 FLANDERS @ HIGHLANDER
2 FAIR ISLE @ ABERNATHY (N)
3 JANE @ FAIRCHILD
3 MAUDE @ LINCOLN
4 KRAMERIA @ ALTA CRESTA
4 RED POPPY @ DIGGER PINE
5 GARFIELD @ MONROE
5 HAYES @ ROOSEVELT
6 JONES @ CASS
6 MOBLEY @ COOK
7 MITCHELL @ GRAMERCY
7 RUTLAND @ ADLER
The recommended streets and intersections are near local schools, parks, and shopping centers. When implemented, the new sidewalks, 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 crosswalk striping, and retrofitting concrete pedestrian ramps.
On November 28, 2022, two bids were received for the construction of the Project. The bids ranged from $515,495 to $542,020.58, which were 59% to 67% above the Engineer’s Estimate of $325,000. The Public Works Department recommended that the City Council reject all bids, release all related bid bonds, and direct staff to revise the bid documents and re-advertise the Project for bids. On February 7, 2023, City Council rejected all bids for Bid No. 7948.
On June 15, 2023, the Project was re-advertised and re-labeled as Bid No. 7990 on PlanetBids with the revised bid documents.
On July 13, 2023, three bids were received for the construction of the Project (Attachment 3). The lowest responsive bid was from We R Builders, Inc., in the amount of $337,959.45, which is only 1.5% over the revised Engineer’s Estimate of $332,849.
By rejecting the original bids and re-advertising the project, the City saved an estimated $178,000 ($515,495 - $337,960) when comparing the lowest responsive from the first advertisement to the current and lowest responsible bidder received from the second advertisement.
A summary of the total Project costs (construction cost + contingency), SB 821 grant funds and local match funds are shown in Table 1.
The project bid cost is $337,959.45. Tables below shows the project cost with 10% contingency, for a total amount of $371,755.40.
Table 1 – 2021/22 SB 821 / TDA Article 3 Project Cost Summary Total Project
Cost
Project Contingency @10%
TOTAL:
(Bid Price + Contingency)
Available programmed funds
Project
Funding
Gap
$337,959.45
$33,795.95
$371,755.40
$325,000.00
$46,755.40
The Purchasing Manager concurs with the recommendation above.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 6 – Infrastructure, Mobility, and Connectivity and the following goals:
6.1 – Provide, expand, and ensure equitable access to sustainable modes of transportation that connect people to opportunities such as employment, education, healthcare, and community amenities.
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.
6.3 – Identify and pursue new and unique funding opportunities to develop, operate, maintain, and renew infrastructure and programs that meet the community’s needs.
Furthermore, this project aligns with each of the five Cross-Cutting Threads:
Community Trust – The proposed improvements are part of a more significant endeavor to improve the City’s transportation network and quality of life for the residents and visitors. The proposed project improvements are primarily based on residential service requests received by The Public Works Department (Public Works).
Equity – Public Works strives to improve the City’s roadway network to provide safe and reliable transportation in all areas of the City. The proposed project includes locations within all wards, many located in disadvantaged communities that will benefit from improved active transportation connectivity.
Fiscal Responsibility – By rejecting the original bids and re-advertising the project, the City saved an estimated $178,000 ($515,495 - $337,960) when comparing the lowest responsive from the first advertisement to the lowest responsive bidder of the second advertisement.
Innovation – The LED Lit Stop signs incorporate solar technology with light emitting elements to increase stope compliance and improve safety at the intersections.
Sustainability & Resiliency – The construction materials specified for the proposed projects meet or exceed industry standards and are expected to last well into the future. The improvements will also promote a sustainable, healthy lifestyle by enhancing the safety and connectivity of walking paths and bikeways.
FISCAL IMPACT:
The total fiscal impact of this action is $371,755.40. Upon Council approval, a supplemental appropriation in the amount of $46,755.40 will be recorded in the Measure A Fund, Citywide LED Stop Sign Install Project account number 9918730-440302 from available fund balance. The Measure A Fund has sufficient funding to cover the supplemental appropriation. Following approval of the supplemental appropriation, sufficient funds will be available in the Project accounts shown below.
Table 2 – Total Revenue and Expenditures:
Fund
Project
Account
Amount
Revenue
Capital Outlay-Grants
Citywide LED Stop Sign Install
9918729-335911
$162,500.00
Expenditures
Capital Outlay-Grants
Citywide LED Stop Sign Install
9918729-440221
$162,500.00
*Gas Tax Funds
9918727-440223
$162,500.00
*Measure A
9918730-440302
$46,755.40
Total Expenditures
$371,755.40
*City Match funds
The total project costs are shown in Table 3.
Table 3 – Total Project Costs
Task
Amount
Construction Contract
$337,959.45
Construction Contingencies (10%)
$33,795.95
Total Project Costs
$371,755.40
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Project Location Map
Project Location List
Bid Award Recommendation
We R Builders, Inc. Bid Award ● Page 2