City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 3, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: 3, 6 & 7
SUBJECT: MEASURE Z – AWARD BID 7999 FOR CONSTRUCTION OF FISCAL YEAR 2022/2023 COMMUNITY DEVELOPMENT BLOCK GRANT STREET IMPROVEMENTS TO HARDY & HARPER, INC. OF LAKE FOREST, CALIFORNIA IN THE AMOUNT OF $2,870,000 ISSUE:
Award Bid No. 7999 for Fiscal Year 2022/2023 Community Development Block Grant Street Improvements to Hardy & Harper, Inc. of Lake Forest, California, in the amount of $2,870,000.
RECOMMENDATIONS:
That the City Council:
Award a construction contract for Bid No. 7999 for Fiscal Year 2022/2023 Community Development Block Grant Street Improvements to Hardy & Harper, Inc. of Lake Forest, California, in the amount of $2,870,000; and Authorize the City Manager, or designee, to execute the construction contract with Contractor, including making minor and non-substantive changes.
BACKGROUND:
As a designated entitlement jurisdiction, the City receives federal funding through the United States Department of Housing and Urban Development (HUD). Funding is administered through the Community and Economic Development Department – CDBG Division. Activities eligible for funding under the CDBG program include a wide range of programs, such as infrastructure, affordable housing, and economic development.
On June 7, 2022, the City Council approved the Fiscal Year (FY) 2022/2023 Annual Action Plan that appropriated the recommendations from the Community and Economic Development Department – CDBG Division.
DISCUSSION:
On July 13, 2023, Bid No. 7999 for FY 2022/2023 CDBG Street Improvements (Project) was posted on PlanetBids to resurface deteriorated pavement, construct new concrete sidewalk, reconstruct damaged concrete curbs, gutters, sidewalk, driveways, and pedestrian ramps at various locations throughout the City (Attachment 1). The following is a detailed description of the work to be performed in each Ward:
FY 22/23 Ward 3 – Street improvements on Hoover Street from Magnolia Avenue to the southerly terminus and Orchard Street from Hoover Street to the easterly terminus. Underground conduit for a future street light improvement project.
FY 22/23 Ward 6 – Street improvements on Philbin Avenue from Babb Avenue to Van Buren Boulevard.
FY 22/23 Ward 7 – Sidewalk improvements on Lessie Lane from Bruce Avenue to Mia Avenue, Penny Drive from Jo Jo Way to Rutland Avenue, and Jo Jo Way from Rutland Avenue to Penny Drive.
On August 3, 2023, five bids were received for the construction of the Project (Attachment 2). The lowest responsive bid was from Hardy & Harper, Inc. in the amount of $2,870,000, which is 19.5% over the Engineer’s Estimate.
Ranking
Bidders Name
Bid Amount
1 Hardy & Harper, Inc
$2,870,000.00
2 Sequel Contractors Inc
$3,055,379.00
3 Onyx Paving Company
$3,210,000.00
4 RJ Noble Company
$3,487,973.25
5 All American Asphalt
$3,542,101.00
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 (Public Works) 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 action is $2,870,000. The funds are budgeted and available in the expenditure accounts shown in Table 1 below. The estimated total Project cost including design engineering, construction, contingencies, and contract administration is itemized in Table 2 below.
Table 1 – Project Funds
Fund
Project/Program
Account
Amount
CDBG
Ward 3 Hoover/Magnolia/Orchard
9279200-440120
$973,849
Ward 6 Philbin/Challen/Harold
9176900-440313
$280,000
Ward 7 Lessie/Jojo/Rutland
9177000-440120
$525,000
Measure Z
Pavement Rehab. & Ped. Facilities
9902709-470034
$1,357,551
RPU Electric
Street Light Improvements
6130000-470607
$43,600
Total
$3,180,000
Table 2 – Project Costs
Task
Amount
Public Works Engineering Staff (In House)
$65,000
Construction Contract
$2,870,000
Construction Contingencies
$150,000
Construction Engineering, Inspection, and Survey (In House) Construction Materials Testing (TBD from Approved Panel) $95,000
Total
$3,180,000
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:
Location Map
Bid Award Recommendation
Presentation
Award Bid No. 7999 for FY22/23 CDBG Street Improvements ● Page 3