Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Public Works/pity Engineer Landon Kern, Assistant City Engineer L K
Todd Gutjahr, Public Works Analyst (i<' 'ro�2 %,
FOR: City Council Meeting on October 24, 2022
SUBJECT: Award of Contract — Design and Development of the Wildwood Single Track Mountain Bike Trail Phase III — Project No. 11103
RECOMMENDATION:
That City Council:
1. Award and authorize the Mayor to execute a contract in the amount of $81,882 with Bellfree Contractors, Inc. of Granada Hills, CA, for the Design and Development of the Wildwood Single Track Mountain Bike Trail Phase III — Project No. 11103; and
2. Authorize the amount of $3,000 for contract contingency and the amount of $3,678 for contract administration, testing and inspection, and staff time for a total project budget of $88,500 for Phase III of the Wildwood Single Track Mountain Bike Trail Phase III — Project No. 11103.
BACKGROUND:
In 2016, the City of Yucaipa's Trails and Open Space Committee (Committee) created the Mountain Bike Track Ad -Hoc Committee to research the possibility of developing a mountain bike facility in the City of Yucaipa. In January 2017, the Ad -Hoc Committee presented information to the Committee indicating potential locations where a mountain bike facility would be suitable.
In February 2017, the Committee recommended an area east of Wildwood Park as an ideal location for a Mountain Bike Track. In August 2017, the Committee presented the idea of a Mountain Bike Track to City staff. The Wildwood Single Track Mountain Bike Trail (WWMBT) was identified as a single-track mountain bike trail proposed to be located on 33 acres, owned by the City, and located southeast of Wildwood Park. The WWMBT is mountain bike specific and includes features such as bermed turns, rollers, jumps, and alternate mountain bike technical trail features such as rock drops and rock gardens.
The overall design length of the WWMBT is approximately 12,750 linear feet and includes switchbacks along the hillside. Initial development cost estimates were approximately $150,000- $200,000 for the entire length of the WWMBT. Staff proposed to develop the WWMBT in three (3) sections/phases that could be utilized independently and connected in the future as funding became -122-
City Council Meeting on October 24, 2022
Award of Contract —Design and Development of the Wildwood Single Track Mountain Bike Trail Phase III— Project No. 11103
sections/phases that could be utilized independently and connected in the future as funding became available. The Committee approved this phased approach.
On May 11, 2019, City Council approved the Fiscal Year 2018/2019 Mid -Year Budget, which included a Service Level Option in the amount of $55,000 for the design and development of Phase I of the WWMBT.
On August 24, 2020, City Council awarded a contract to Bellfree Contractors, Inc. in the amount of $50,025 for the Design and Development of Phase I of the VIVIMBT. Construction of Phase I began on February 22, 2021. On August 9, 2021, following the construction of the Phase I and II VIWMBT improvements, City Council accepted the contract work as complete. At that time, Phase III WWMBT (Phase III) was identified as a future phase that would be designed and constructed in order to complete the overall project. On Saturday, August 14, 2021, the City of Yucaipa and the City of Yucaipa's Trails and Open Space Committee conducted a Grand Opening and Ribbon Cutting Ceremony for the WWMBT. Since then, the WWMBT has been open to the general public and has been actively used by residents and visitors alike.
The Fiscal Year 2022/2023 Capital Improvement Program (CIP) includes $177,000 in available funding for the overall project. Based on the costs to date for the Phase I and II improvements in the amount of $88,500, the available funding for the Phase III project budget is in the amount of $88,500.
DISCUSSION:
Staff prepared the request for proposal documents for the Design and Development of the Wildwood Single Track Mountain Bike Trail Phase III — Project No. 11103 (Project). After publicly advertising the Project requesting proposals, on October 4, 2022, one (1) proposal was received for the Project as follows:
Consultant Amount
Bellfree Contractors, Inc. $81,822
Bellfree Contractors, Inc. (Bellfree) was incorporated in 1987 and has been at the forefront of multi- use trail development and construction for over 40 years. Bellfree has successfully completed over 500 trail projects in 14 states. Their recent emphasis is on urban trail design and trail development, both public and private, and at times in concert with community organizations, youth workgroups, volunteers, or government agency staff. Bellfree has completed many trail design and development projects in the City of Yucaipa, including the design and development of Phase I and Phase II of the WWMBT and various multi -use trails in the Crafton Hills. In addition to trail design and development, Bellfree has experience in trail rerouting and repair, bike path erosion control, slope protection, and the design and construction of trail bridges and associated trail support structures.
As part of Bellfree's Phase III proposal, their recommendation was to begin the development of the Project after the winter rain season (October to March). This will allow Bellfree to identify drainage patterns on the hillside and complete the work when soil moisture conditions are optimal for trail construction, therefore minimizing use of imported water to the project site. If provided this -123-
City Council Meeting on October 24, 2022
Award of Contract— Design and Development of the Wildwood Single Track, Mountain Bike Trail Phase III— Project No. 11103
scheduling flexibility, Bellfree has indicated that Phase III of the Project would be fully completed by June of 2023.
FISCAL IMPACT:
The table below includes the available and proposed funding identified in the FY2022/CIP for the VVWMBT:
Funding Source
Costs
Capital Projects Fund 35
$85,000
Private Donation
3,000
Park Development Fund
42,000
Park Capital Replacement Fund
47,000
Total Funding Available
$177,000
The estimated total Project costs to date are included in the table below:
Description
Amount
Phase I Contract
$50,025
Phase II Contract
33,175
Phase I/II Contract Administration/Staff Time/Engineering/Survey 5,300
Total Phase I and II Costs to Date
$88,500
Proposed Phase III
Proposed Phase III Contract
$81,822
Proposed Phase III Contingency
3,000
Proposed Phase III Contract Administration/Survey/Testing/Staff Time 3,678
Total Proposed Phase III Project Cost
$88,500
Total Estimated Overall Project Cost
$177,000
The total estimated cost for the Project is in the amount of $88,500. As shown in the table above, there is funding in the amount of $177,000 for the WWMBT. As a result, there is sufficient funding available to accommodate staff s recommendations.
Attachments: Agreement
Trail Plan (Including Phase III Concept Plan)
Approved by:
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City of Yucaipa
AGREEMENT
THIS AGREEMENT is made and entered into this 24th day of October 2022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Bellfree Contractors, Inc. , located at
Contractor / Company Name
Granada Hills CA 91344
City State Zip Code
11856 Balboa Blvd. Suite 668
Street Address
(818) 975-5120 hereinafter referred to as "Contractor".
Phone
PROJECT: DESIGN AND DEVELOPMENT OF THE WILDWOOD SINGLE TRACK MOUNTAIN BIKE TRAIL PHASE III ¥ PROJECT NO. 11103
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of EIGHT ONE - THOUSAND, EIGHT HUNDRED, EIGHTY-TWO DOLLARS AND ZERO CENTS ($81,882) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST: CITY OF YUCAIPA
A Municipal Corporation
Jennifer Crawford,
Assistant City Manager/City Clerk
FUNDS AVAILABLEANSURANCE
APPROVED:
Andrew Hamilton, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
David M. Snow, City Attorney
David Avila, Mayor
CONTRACTOR:
Hans Keifer, President
Bellfree Contractors, Inc.
Date
Date
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