City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 12, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: 1, 2, 3, & 4
SUBJECT: MEASURE Z – AWARD BID NO. 7993 FOR THE CONSTRUCTION OF FISCAL YEAR 2022/23 ARTERIAL AND MINOR STREETS MAINTENANCE, PHASE 1 TO HARDY & HARPER, INC. OF LAKE FOREST, CALIFORNIA, IN THE AMOUNT OF $7,820,000 & CONTIGENCY OF 10% OR $782,000, FOR A TOTAL AMOUNT OF $8,602,000 ISSUE:
Award Bid No. 7993 for the construction of Fiscal Year 2022/23 Arterial and Minor Streets Maintenance, Phase 1 to Hardy & Harper, Inc. of Lake Forest, California, in the amount of $7,820,000.
RECOMMENDATIONS:
That the City Council:
Award a construction contract for Bid. No. 7993 for Fiscal Year 2022/23 Arterial and Minor Streets Maintenance, Phase 1 to Hardy & Harper, Inc. of Lake Forest, California, in the amount of $7,820,000; Increase the project contingency to 10% of the bid price or $782,000; and Authorize the City Manager, or designee, to execute the construction contract with Hardy & Harper, Inc., including making minor and non-substantive changes, subject to the availability of budget funds.
BACKGROUND:
The Public Works Department (Public Works) utilizes a Pavement Management Program (PMP) to collect and analyze pavement data to prioritize maintenance and repair projects. Staff also receive and track service requests from City residents to address point repairs or consider paving projects along streets and neighborhoods. The improvements detailed in this report support the priorities identified in the Pavement Management Program and align with the needs expressed by the community.
Every fiscal year, Public Works budgets a portion of the State Gas Tax, the County Measure A Sales Tax, and the City’s Measure Z transaction and uses tax revenues for pavement rehabilitation and preservation of existing arterial and minor streets. This project will rehabilitate a portion of City streets that are in very poor condition.
On December 6, 2022, the City Council received a list of proposed maintenance locations to be completed with the various Fiscal Year (FY) 2022/23 funding sources. Public Works strives to balance these funds equally throughout all Council wards. The improvements discussed herein were included in the complete project list outlined in the report received by the City Council in December 2022.
DISCUSSION:
On September 5, 2023, Bid No. 7993 for Fiscal Year 2022/23 Arterial and Minor Streets Maintenance, Phase 1 (Project) was posted on PlanetBids to perform the following work at various locations throughout the City (Attachments 1 and 2):
Rehabilitate 0.5 miles on one Arterial Street on Chicago Avenue from University Ave to Third Street; Resurface 6.7 miles of local and collector streets within six different neighborhoods, including the following collector roadways:
Rubidoux Avenue from Grand Ave. to Palm Ave.
Palm Avenue from Jurupa Ave. to Beechwood Pl.
Chapala Drive from Central Ave. to Lyndhurst Dr., and
Panorama Road from Olivewood Ave. to SR-60;
Reconstruct damaged concrete curbs, gutters, sidewalks, driveways, and non-compliant pedestrian ramps throughout all rehabilitation locations; Install new signing and striping throughout as necessary; and Remove and replace sewer laterals for 20 residential properties located on Rubidoux Avenue and Palm Avenue.
The City did not schedule a pre-bid job walk. No questions were submitted from the 52 prospective bidders and no addenda were issued by the City for this advertisement. On September 27, 2023, five bids were received for the construction of the Project (Attachment 3). The lowest responsive bid was from Hardy & Harper, Inc, in the amount of $7,820,000, which is 7.7% under the Engineer’s Estimate.
Ranking
Bidders Name
Bid Amount
1 Hardy & Harper, Inc
$7,820,000.00
2 Onyx Paving Company
$7,888,000.00
3 Sequel Contractors Inc
$7,934,726.95
4 All American Asphalt
$8,199,508.00
5 RJ Noble Company
$8,423,655.02
The Purchasing Manager concurs that the recommended action to award complies with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This Project aligns with 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.
The Project further aligns with each of the following Cross-Cutting Threads:
Community Trust –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. 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 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 $7,820,000, plus a 10% contingency of $782,000, for a total of $8,602,000. The estimated total project cost including design engineering, construction, contingencies, and contract administration is itemized in Table 1. Sufficient funds are budgeted and available in the expenditure accounts shown in Table 2 to award the construction contract and complete the project.
Table 1 – Project Costs
Task
Amount
Public Works Engineering Staff (In House)
$170,000
Construction Contract (Hardy & Harper, Inc., California) $7,820,000
Construction Contingencies (Hardy & Harper, Inc., California) $782,000
Construction Engineering, Inspection, and Survey (In House) Construction Materials Testing (TBD from Approved Panel) $190,000
Total
$8,962,000
Table 2 – Project Funds
Fund
Project/Program
Account
Amount
Measure Z Capital
Pavement Rehabilitation & Improvements
9902709-470734
$8,672,822
Sewer
Sewer Main Replacement – Palm & Rubidoux
9910423-440301
$289,178
Total
$8,962,000
Prepared by: Ed Lara, Principal Engineer
Approved 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 Norton, City Attorney
Attachments:
Project Location Map
Project Location List
Bid Award Recommendation
Presentation
Award Bid 7993 ● Page 2