City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: MAY 7, 2024 FROM: PUBLIC WORKS DEPARTMENT WARDS: 2 & 5
SUBJECT: AWARD A CONSTRUCTION CONTRACT FOR BID NO. 8049 FOR FISCAL YEAR 2023/2024 COMMUNITY DEVELOPMENT BLOCK GRANT STREET IMPROVEMENTS WITH L C PAVING & SEALING, INC. OF ESCONDIDO, CALIFORNIA, IN THE AMOUNT OF $1,412,036 ISSUE:
Award a construction contract for Bid No. 8049 for Fiscal Year 2023/2024 Community Development Block Grant Street Improvements with L C Paving & Sealing, Inc. of Escondido, California, in the amount of $1,412,036.
RECOMMENDATIONS:
That the City Council:
Award a construction contract for Bid No. 8049 for the construction of Fiscal Year 2023/2024 Community Development Block Grant Street Improvements with L C Paving & Sealing, Inc. of Escondido, California, in the amount of $1,412,036; and Authorize the City Manager, or designee, to execute the construction contract with L C Paving & Sealing, Inc., including making minor and non-substantial changes.
BACKGROUND:
As a designated entitlement jurisdiction, the City of Riverside 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 May 9, 2023, the City Council adopted the Fiscal Year (FY) 2023/2024 Annual Action Plan that appropriated the recommendations from the Community and Economic Development Department – CDBG Division.
DISCUSSION:
On February 5, 2024, Bid No. 8049 for FY 2023/2024 CDBG Street Improvements (Project) was posted on PlanetBids to resurface deteriorated pavement, reconstruct damaged concrete curbs, gutters, sidewalk, driveways, and pedestrian ramps at various locations throughout the City (Attachments 1 and 2). The following is a detailed description of the work to performed in each Ward:
FY 23/24 Ward 2 – Street improvements on Rancho Drive, Orly Place, Alverez Court, Carlton Place, Argentina Court, Windsor Road, and Pennsylvania Avenue FY 23/24 Ward 5 – Street improvements on Dykes Lane, Acacia Street, and Garfield Street
In total, the project will resurface 1.45 miles of roadway and make extensive sidewalk, curb, gutter and pedestrian ramp repairs. The solicitation process of Bid No. 8049 is summarized in the table below:
Bid No. 8049 Bidding Notification Summary Table
Action
Number of Vendors
Prospective Bidders Notified
395
Prospective Bidders who Downloaded Bid No. 8049
66 Questions and Answers Received
01 Addenda Submitted
01 On February 29, 2024, six (6) bids were received for the construction of the Project (Attachment 3). Upon the review of the six (6) bids, the Purchasing Division determined that L C Paving & Sealing, Inc. was the lowest, responsive, and responsible bidder. L C Paving & Sealing, Inc. provided an amount of $1,412,036.00, which is 11.54% under the Engineer’s Estimate.
Ranking
Bidder’s Name
City
Bid Amount
1 L C Paving & Sealing, Inc.
Escondido
$1,412,036.00
2 R.J. Noble Company
Orange
$1,547,778.00
3 Hardy & Harper, Inc.
Lake Forest
$1,570,000.00
4 All American Asphalt
Corona
$1,584,844.00
5 Onyx Paving Company, Inc.
Anaheim
$1,777,000.00
6 IE General Engineering, Inc.
Wildomar
$1,778,830.90
Per Purchasing Resolution 24101, Article Five, Section 508 which states, “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder.” Additionally, Purchasing Resolution 24101, Article Eight, Section 803 states, “When the Procurement for Construction Services are to be procured through the use of Federal or State grant funding, procurement shall be done in accordance with the procedures herein. If the receipt of grant funding is conditioned upon requirements and procedures more strict than as set forth herein, the procedures necessary for the receipt of the grant funding shall be followed. Certain federally funded Procurements are subject to sections 200.317 through 200.327 of Title 2 of the Code of Federal Regulations (CFR). Federally funded Procurements shall follow the applicable CFR provisions, except where this Resolution provides for a stricter procedure, then the provisions of this Resolution shall apply. The Using Agency is responsible for compliance with all aspects of grant requirements and shall inform the Manager of all grant requirements which affect the expenditure of grant funds and the procurement of Construction Services with grant funds.” 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 24101, Section 508 and 803.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority – Infrastructure, Mobility and Connectivity and Goal No. 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 –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 –The Public Works Department 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 –The Public Works Department 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 –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 $1,412,036. The estimated total Project cost including design engineering, construction, contingencies, and contract administration is itemized in Table 1 below.
Table 1 – Project Costs
Task
Amount
Public Works Engineering Staff (In House)
$30,964.00
Construction Contract
$1,412,036.00
Construction Contingencies
$150,000.00
Construction Engineering, Inspection, and Survey (In House) Construction Materials Testing (TBD from Approved Panel) $50,000.00
Total
$1,643,000.00
Sufficient funds are budgeted and available in the expenditure accounts shown in Table 2 below.
Table 2 – Project Funds
Fund
Project/Program
Account
Amount
Grants & Restricted Programs
Ward 2 Rancho/Orly/Alverez
9179500-440120
$523,155.44
Ward 5 Dykes/Garfield
9179600-440120
$471,596.38
Gas Tax
Minor Streets Rehab
9888427-440223
$638,103.18
Electric
Street Light Improvements
6130000-470607
$10,145.00
Total
$1,643,000.00
Prepared by: Alex Ramirez, Senior Engineer
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
Location List
Bid Award Recommendation
Presentation
Award Bid No. 8049 ● Page 3