Agenda Item No. 08
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Landon Kern, Assistant City Engineer L 1:
Daniel Meisenbach, Construction Engineer LK %(?- r• P•
Kevin Garcia, Assistant Engineer KG
FOR: City Council Meeting of August 12, 2024
SUBJECT: Infrastructure Construction and Coordination Agreement with the Yucaipa Valley Water District Regarding Pavement Rehabilitation
RECOMMENDATION:
That the City Council:
1. Amend the FY2023/2024 Pavement Management Program by adding the amount of $292,634 for the addition of Grandview Road and Acacia Avenue; and
2. Authorize the City Manager to execute an Infrastructure Construction and Coordination Agreement with the Yucaipa Valley Water District in the amount of $125,351 for the pavement rehabilitation road improvement project on Grandview Road and Acacia Avenue; and
3. Authorize the contract amendment to Matich Corporation by the amount of $292,634 for the addition of Grandview Road and Acacia Avenue.
BACKGROUND/DISCUSSION:
On June 24, 2024, the City Council awarded a construction contract for the 2023/2024 Street Rehabilitation Program (Project) to Matich Corporation in the amount of $1,728,769, approved a construction contract contingency amount of $170,000, and authorized the amount of $50,000 for construction contract administration, staff time, testing and inspection for a total construction budget in the amount of $1,948,769. The Project includes asphalt street repair and resurfacing of asphalt pavement in various streets throughout the City, consistent with the FY2023/2024 Pavement Management Program (PMP) approved by the City Council on March 13, 2023.
Yucaipa Valley Water District (YVWD) recently replaced approximately 2,500 linear feet of water mains on Grandview Drive and Acacia Avenue. The YVWD projects consisted of approximately 1,500 linear feet of 8-inch water main replacement on Grandview Drive (Fremont Street to East End) and approximately 1,000 linear feet of 8-inch water main replacement on Acacia Avenue
(Bryant Street to Douglas Street).
In coordination with the City, YVWD completed temporary trench and asphalt repairs on Grandview Drive and Acacia Avenue. In accordance with the City's asphalt and trench repair standards, YVWD would typically be required to construct permanent trench and asphalt repairs when they complete their pipeline replacement projects within the City. Consistent with past paving agreements, and due to the timing and scope of work with the City's Project, YVWD has expressed interest in contributing funding to the City's Project. This would allow the City's contractor to perform the required permanent trench and asphalt repair work for YVWD and increase the pavement rehabilitation limits to the full roadway section. This will result in a better finished product and will extend the overall life of the pavement by eliminating joints in the asphalt caused by the utility pavement cuts and trench repairs.
Staff is recommending that the City Council authorize the City Manager to execute an Infrastructure Construction and Coordination Agreement (Agreement) with YVWD. The Agreement will allow YVWD to contribute $125,351 in funding to the City for the Project to complete the required asphalt trench repairs on Grandview Drive and Acacia Avenue and the City will utilize approved construction contract contingency for the additional paving. Since the total cost to complete the additional paving is $292,634, the City's share for the paving is $167, 283. The proposed recommendation incorporates the anticipated additional costs as well as the YVWD funding in order to complete the paving within the previously authorized Project budget.
If the recommendations are approved, the construction contract for Matich Corporation will be amended to the amount of $2,021,403 and the approved construction contract contingency will be reduced from $170,000 to the amount of $2,717. As part of the construction management, staff will evaluate potential scope modifications to ensure that the Project can be completed within the approved construction budget.
FISCAL IMPACT:
The recommendations result in offsetting additional revenue and cost in the FY2023/2024 Pavement Management Program with no net fiscal impact.
Attachments:
1. Infrastructure Construction and Coordination Agreement — Yucaipa Valley Water District Approved by:
Attachment 1
AGREEMENT NO. 2024-XX
INFRASTRUCTURE CONSTRUCTION AND COORDINATION AGREEMENT
GRANDVIEW DRIVE AND ACACIA AVENUE
AGREEMENT BY AND BETWEEN
THE CITY OF YUCAIPA AND THE YUCAIPA VALLEY WATER DISTRICT The City of Yucaipa, a Municipal Corporation, hereinafter referred to as "City", and Yucaipa Valley Water District, a Special District, hereinafter referred to as "District", hereby mutually agree as follows.
A. Purpose of Agreement: The District has recently completed pipeline replacement construction consisting of the installation of approximately 1,500 linear feet of 8-inch water main on Grandview Drive and approximately 1,000 linear feet of 8-inch water main on Acacia Avenue. In coordination with the City, YVWD completed temporary trench and asphalt repairs on the street segments and will contribute funding to the City's upcoming 2023/2024 Pavement Rehabilitation Program to allow the City's contractor to perform the required permanent trench and asphalt repair work as part of the City's overall project. p � Cr f.11f' 34v--
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B. Scope of Agreement: In exchange for the City's paving on Grandview Drive and Acacia Avenue the District will -
A. Contribute $125,351 toward the City's 2023/2024 Street Rehabilitation Program (Estimated paving cost table attached).
B. The trenches with temporary pavement on Grandview Drive and Acacia Avenue will remain in place and will be maintained by the City until the City's pavement rehabilitation work in this area is completed.
IN WITNESS WHEREOF, the City of Yucaipa and the Yucaipa Valley Water District have executed this Agreement the day and year first written below.
City of Yucaipa Yucaipa Valley Water District
Chris Mann, City Manager
Date
Joseph Zoba, General Manager
Date
BID ITEM DESCRIPTION
MATICH BID
TOTAL
BID
GRANDVIEW DRIVE BETWEEN DOUGLAS STREET
EST CITY
UNIT
ITEM UNIT
CONTRACT
ITEM
AND EAST END
PRICE
PRICE
8 FURNISH AND PLACE 3 1/2' AC PAVEMENT.
45,000
SF
$ 1.97
$ 88,650.00
PULVERIZE EXISTING PAVEMENT TO A DEPTH OF 8"
45,000
SF
$ 0.96
$ 43,200.00
9 9". GRADE THEN COMPACT
REMOVE AND DISPOSE OF 3"-4" PULVERIZED
10 MATERIAL AS REQUIRED.
45,000
SF
$ 0.69
$ 31,050.00
11 ADJUST SEWER MANHOLE COVERS, LOWER AND
5 EA
$ 1,400.00
$ 7,000.00
RAISE TO FINISH GRADE. COMPLETE IN PLACE
THERMOPLASTIC STRIPING. 12" WHITE SOLID STOP
35 LF
$ 5.20
$ 182.00
17 LIMIT LINE. COMPLETE IN PLACE
THERMOPLASTIC PAVEMENT MARKINGS - STOP
19 LEGEND. COMPLETE IN PLACE
1 EA
$ 310.00
$ 310.00
TOTAL
$ 170,392.00
BID ITEM DESCRIPTION
MATICH BID
TOTAL
BID
ACACIA AVENUE BETWEEN DOUGLAS STREET AND
EST CITY
UNIT
ITEM UNIT
CONTRACT
ITEM
BRYANT STREET
PRICE
PRICE
8 FURNISH AND PLACE 3 1/2"' AC PAVEMENT.
32,000
SF
$ 1.97
$ 63,040.00
9 PULVERIZE EXISTING PAVEMENT TO A DEPTH OF 8"-
32,000
SF
$ 0.96
$ 30,720.00
9". GRADE THEN COMPACT
REMOVE AND DISPOSE OF 3"-4" PULVERIZED
10 MATERIAL AS REQUIRED.
32,000
SF
$ 0.69
$ 22,080.00
11 ADJUST SEWER MANHOLE COVERS, LOWER AND
4 EA
$ 1,400.00
$ 5,600.00
RAISE TO FINISH GRADE. COMPLETE IN PLACE
17 THERMOPLASTIC STRIPING. 12" WHITE SOLID STOP
35 LF
$ 5.20
$ 182.00
LIMIT LINE. COMPLETE IN PLACE
THERMOPLASTIC PAVEMENT MARKINGS - STOP
19 LEGEND. COMPLETE IN PLACE
2 EA
$ 310.00
$ 620.00
TOTAL
I
$ 122,242.00
TOTAL COST TO THE CITY OF YUCAIPA TO REHAB
BOTH STREETS PER AGREED UNIT PRICES
YVWD PORTION TO PAVE ACACIA, BETWEEN
DOUGLAS AND BRYANT
YVWD PORTION TO PAVE GRANDVIEW BETWEEN
DOUGLAS TO E/END
TOTAL PROPOSED COST TO YVWD
42% OF $170,392.00
44% OF $120,842.00
$ 292,634.00
71,564.64
53,786.48
$ 125,351.12