Agenda ltem No._
TO:
FROM:
CITY OF YUCAIPA
AGENDA REPORT
Honorable Mayor and City Council
Fermin Preciado, Director of Development Services/City Engineer Landon Kern, Assistant City Engineer Ll<
Crystal Campbell, Associate Engineer CC
v
FOR:City Council Meeting of February 26,2024
SUBJECT: Award of Construction Contract - Avenue E & 15th Street Sidewalks Project, Phase 2 RECOMMENDATION:
That the City Council:
l) Amend the FY 2023-24 Capital Improvement Program by approving the amounts of $270,735 for the l5m Street Sidewalks ATP Project - Project No. I I184, $27,000 for construction contract contingency and $21,000 for construction contract administration, staff time, and inspection, for a total construction budget in the amount of$318,735; and
2) Accept State Active Transportation Grant award in the amount of $320,000; and 3) Award and authorize the City Manager to execute a contract, and the City Manager or his designee administer the terms of the contract to the lowest responsive bidder, Three Peaks of Calimesa, CA, in the amount of $270,735 for the l5th Street Sidewalks ATP Project - Project No. I 1184 (Project); and
4) Approve the plans and specifications prepared for this Project.
BAC KG ROUN D/DISCUSSION :
The FY2023-24Capital lmprovement Program (CIP) includesthe Avenue E & l5th Street Sidewalks Project (Project). The overall project includes the construction of sidewalk, ADA compliant curb ramps and associated street improvements along Avenue E from l5th street to the Dunlap Channel; and along the east side of l5th Street, from Avenue E to Yucaipa Boulevard. The Project is being completed in phases.
In FY 2015-16, the City applied for and was awarded $402,000 in State ATP grant funds from the Active Transportation Program (ATP) through San Bernardino County Transportation Authority (SBCTA) to construct the first phase of the Project. The construction of the first phase was completed in202l.
In FY 2023-24, the City applied for and was awarded an additional $320,000 in State ATP grant funds through SBCTA to construct Phase 2 of the Project. As required by the ATP grant program, the California Conservation Corps will be performing a portion of the clearing and grubbing work during construction.
Phase 2 of the Project was advertised for construction bids on January 4,2024. On February 6,2024, six (6) sealed bids were received and opened as follows:
Contractor Bid Amount
Three Peaks Corp.$270,735.00
I.E. Engineering $291 ,700.00
Hillcrest Contractine $3 83,3 5 8.00
Gentry General Eneineering, Inc.s422,668.00
LCR Earthwork & Eneineering Com $458,670.00
CT&T Concrete Paving Inc $463,65 7 .04
Three Peaks Corp. of Calimesa, CA is the apparent responsive low bidder. Staffhas reviewed the bid documents and determined that the documents meet the requirements of the construction contract specifications. Three Peaks Corp has performed similar work for the City of Yucaipa and their work has been deemed satisfactory. As a result, staff recommends that the City Council award and authorize the City Manager to execute a contract for the Project to Three Peaks Corp. in the amount of $270,735.
FISCAL IMPACT:
The fiscal impact of the recommendations is a net cost of $21,000. Construction costs of $297 ,735 would be offset with a grant award of up to $320,000.
Attachments:
1. Bid Summary
2. Construction Agreement - Three Peaks Corp.
3. Project Phase Exhibit
4. ATP Grant Award Letter
Approved by
ATTACHMENT I
ATTACHMENT 2
AGREEMENT
THIS AGREEMENT is made and entered into this 26'h day of February 2024, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and located at
Contractor / Company Name Street Address
hereinafter referred to as "Contractor"
City State Zip Code Phone
PROJECT: lSth Street Sidewalks ATP Proiect - Proiect No. I I184 WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contact documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clariffing, amending, or extending the work contemplated as may be required to ensure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of XXX Thousand.
XXXX Dollars and fi) Cents ($XXX.XXX.fi)) in the manner provided in the Contract Documents and subiect 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
Ana Sauseda, CMC
Director of General Services/City Clerk
Chris Mann, Cify Manager Date
FUNDS AVA I LA BLE/INSU RA NCE
APPROVED:
CONTRACTOR:
Phillip White, Director of Finance Three Peaks Corp Date Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
ATTACHMENT 3
ATTACHMENT 4
STATE OF CALIFORNIA. CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, Governor
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance
1120 N STREET
P.O. BOX 942874, MS# 1
Sacramento, CA 9427 4-0001
TTY 711 08-SBD-O-YCPA
ATPL-5457 (030)
Adv ld: 0824000105
PPNO: 08-1301
Request No: 1
February 6,2024
Mr. Fermin Preciado
Director of Development Services/City Engineer
City of Yucaipa
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Dear Mr. Preciado:
Your letter dated October 10,2023 requested a fund allocation from the Active Transportation Program for the City of Yucaipa Drainage lmprovement - lnstallation of curb and gutter, sidewalk, drive approaches, drainage improvements (catch basins), and removal of handicap access barriers. This project is programmed in the Active Transportation Program (ATP), as amended.
At their December 7,2023 meeting, the California Transportation Commission (CTC) allocated funding in the amount(s) shown below.
The State hereby makes the following allocation on December 7,2023, effective December 7,2023.
Allocation No. 2024-162 ATP FUND ALLOCATION
Senate District No.: 31
Assembly District 65
Amount
Programmed
Fiscal Year
Programmed
Amount Previously
Allocated
This
Request
Const $320,000
$320,000
2024 $o $320,000
$o
$320,000
$320,000
Federal Funds
State Funds
Total $0
This allocation makes available $0 of federal funds* and $320,000 of State (or State-only) funds for a total of $320,000.
* A separate request for authorization to proceed (E-76) is required prior to the start of reimbursable work for projects receiving Federal funds.
The effective date of allocation seryes as the authorization to proceed and establishes the date for the start of reimbursable work for State-only funded projects.
CTC ATP Ltr
Mr. Fermin Preciado
February 6,2024
ATPL-5457 (030)
For This Allocation:
Funds allocated for project E & P are available for expenditure until: Not Applicable.
Funds allocated for project PS & E are available for expenditure until: Not Applicable.
Funds allocated for project RW are available for expenditure until: Not Applicable.
Funds allocated for construction - Agency has 6 month(s) after the date of allocation to award a contract.
After award of the contract, the Agency has up to 36 months to complete the construction or vehicle purchase contract.
The Commission may grant a one-time extension to each of the deadlines specified above if it finds that an unforeseen and extraordinary circumstance beyond the control of the responsible agency has occurred that justifies the extension. Please refer to the Local Assistance website at https://dot.ca.gov/programs/local-assistance for additional guidance.
The project's award information should be submitted to the District Local Assistance Engineer (DLAE) immediately after award of the construction contract. A copy of the project's award package also needs to be included with the submittal of the Administering Agency's first invoice to the Local Programs Accounting Branch. Please refer to Local Programs Procedures (LPP) LPP 01-06 for guidance regarding the contents of the project award package.
This allocation is not a commitment on the part of the State to make reimbursements until an Administering Agency - State Agreement (Master Agreement), if necessary, and a project specific program supplement are executed between the Agency and the State.
Your attention is directed to the Local Assistance Procedures Manual, LPPs and the current CTC guidelines for detailed instructions and information.
Sincerely
FOR
ROBERT NGUYEN , Chief
Office of Project Management Oversight - South
Division of Local Assistance
C: SANBAG
Attachment: CTC Vote Box
CTC ATP Ltr.
Mr. Fermin Preciado
Febru ary 6, 2024
ATPL-5457(030)
bc: LPA
DLA AE Project Files
District - (08) DLAE - Alberto Vergel De Dios
CTC ATP Ltr