Loading...
08. Award of Contract - CT&T Concrete Paving Inc.File #: 3368 Claremont City Council Agenda Report TO: TARA SCHULTZ, CITY MANAGER FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR DATE: JUNE 23, 2020 Reviewed by: City Manager: TS Finance Director: AP SUBJECT: Item No: 8. AWARD OF CONTRACT TO CT&T CONCRETE PAVING, INC. FOR THE 2019-20 SIDEWALK MITIGATION PROJECT TO PROVIDE SIDEWALK REPAIR AND REPLACEMENT SERVICES (FUNDING SOURCE: MEASURE R FUND) SUMMARY The City completes a Sidewalk Mitigation Project annually. Each year, a different area of the City is identified for this work. The scope of work is developed by City staff to address sidewalk deviations in certain areas of the City. This year's project will address sidewalk deviations north of Foothill Boulevard, west of Towne Avenue, to the westerly City limits and Dartmouth Avenue. A Request for Proposals (RFP) was issued in May 2020. At the end of the bid period, thirteen bids were received, with CT&T Concrete Paving, Inc. the lowest bidder. Since bids came in lower than budgeted for the project, staff requests awarding the remaining funds to CT&T Concrete Paving, Inc. to address additional sidewalk deviations throughout the City. Following the award of contract, the project is ready to proceed to construction. RECOMMENDATION Staff recommends that the City Council: A. Authorize the City Manager to enter into an agreement with CT&T Concrete Paving, Inc. in the amount of $350,500, and authorize a project contingency of $24,500, for a total of $375,000 to provide sidewalk repair and replacement services north of Foothill Boulevard, west of Towne Avenue, to the westerly City limits and Dartmouth Avenue, and other identified locations determined by staff, as part of the City's Sidewalk Mitigation Project; and B. Authorize the City Manager to enter into an agreement with RKA Consulting Group in the amount of $25,000 for inspection services. CLAREMONT Page 1 of 4 Printed on 6/18/2020 ALTERNATIVES TO RECOMMENDATION In addition to the recommendation, there are the following alternatives: A. Refer the item back to staff for additional information. B. Reject all bids and direct staff to rebid the project. FINANCIAL REVIEW The 2019-20 Sidewalk Rehabilitation Project will address identified locations north of Foothill Boulevard, west of Towne Avenue to the westerly City boundary. The 2019-20 project will also address locations along Dartmouth Avenue and other identified locations determined by City staff. The Sidewalk Rehabilitation Project is solely funded through restricted Measure R Funds. No General Fund monies will be used for this project. This project has many components, including surveying, inspection, removal, and replacement services. The City allocated $400,000 as part of its Capital Improvement Program (CIP) in 2019-20 for the Sidewalk Mitigation Project. The proposed cost for the original scope of work for the Sidewalk Mitigation Project for removal and replacement services with CT&T Concrete Paving, Inc. is $242,500. Staff recommends a project contingency in the amount of $24,500, for a contract cost of $267,000. In addition to the agreement for removal and replacement services, staff proposes to retain the services of RKA Consulting Group to provide contract inspection services in the amount of $25,000 to ensure work is done according to code and specifications. The total cost of the project is $292,000, leaving $108,000 remaining in the 2019-20 CIP budget for sidewalk repair. Due to the delay in sidewalk rehabilitation projects, there is a backlog of sidewalk deviations throughout the City. Awarding the additional $108,000 to CT&T Concrete Paving, Inc. would help to address some of these additional locations. This additional work will be charged as proposed in the scope of work in the bid for the complete Sidewalk Mitigation Project. Staff recommends entering an agreement with CT&T Concrete Paving, Inc. in the amount of $375,000. The Measure R Fund has a current available balance of approximately $1.4 million. Description Amount Rehabilitation Proiect ContingencySidewalk !! Inspection - !!1 Sidewalk Rehabilitation Project Subtotal $292,000 Additional Work Total Contracted Amount $400,000 The staff cost to prepare this report and administer this project is estimated at $2,896 and is included in the operating budget of the Community Services Department. ANALYSIS As a result of being a community with thousands of trees, there are many locations around the City where the sidewalk has lifted, creating deviations that can lead to trip and fall incidents. Per the California Joint Powers Insurance Authority (CJPIA), a deviation of three-quarters of an inch (3/") or CLAREMONT Page 2 of 4 Printed on 6/18/2020 greater between abutting sidewalk slabs represents a priority repair. Annually, the City compiles a list of known sidewalk deviations in similar geographical locations. This list is then used to develop a scope of work for the annual Sidewalk Mitigation Project. The project this year will address remaining deviations in the area north of Foothill Boulevard, west of Towne Avenue, to the westerly City limits and Dartmouth Avenue. Due to the delay in Sidewalk Mitigation Projects over the past few years, there is a backlog of sidewalk deviations that need to be addressed. With the bids coming in lower than expected, additional sidewalk deviations can be addressed with the remaining funds in the Sidewalk Mitigation Project CIP budget. If approved, additional funds will be used to address additional sidewalk deviations identified by the City. The City will retain the services of RKA Consulting Group to conduct the monument preservation process. Monument pins define the line between properties and are often found on the sidewalk or curb. RKA will work throughout the project to ensure that monument pins are preserved and recorded according to State law. RKA Consulting Group will also act as the lead inspector for the project to ensure work is completed per specifications and in a timely, safe manner. In May 2020, the City began the Notice Inviting Bid process for sidewalk removal and replacement services as part of the Sidewalk Mitigation Project. Due to COVID-19 social distancing requirements, no pre-bid meeting was held. The Bid Form included a lump sum cost for the remaining area north of Foothill Boulevard, west of Towne Avenue, to the westerly City limits and Dartmouth Avenue. It also included a line item cost for extra work, including bids for the square footage of sidewalk replacement, square footage of drive approach replacement, and linear foot of curb and gutter replacement. The bid period closed on June 3, 2020 with thirteen bids received. Bids ranged from $242,500 from CT&T Concrete Paving, Inc. to $545,000 from Onyx Paving. Staff recommends awarding the contract to CT&T Concrete Paving, Inc., as the lowest responsive bidder in the amount of $375,000 for the removal and replacement of sidewalk deviations. CT&T Concrete Paving, Inc. is a reputable concrete repair company that has been in business for approximately fifteen years. CT&T Concrete Paving, Inc. has completed several similar jobs, including work for the Cities of Ontario, Brea, Chino, Hemet, and Manhattan Beach, all with positive references. Additionally, CT&T Concrete Paving, Inc. has satisfactorily completed work for the City of Claremont in the past. RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds the following: Council Priorities - This item addresses the Council Priority addressing Infrastructure and Transportation, by maintaining the City's infrastructure through curb, gutter, and sidewalk repairs related to the Citywide Sidewalk Rehabilitation Project. Sustainability Plan - This item complies with the goals of Sustainability Plan 4.2.3, to apply sustainability best practices to streets, parking lots, and landscaping. General Plan - This item addresses Measure III -8, relating to the Physical Improvements, Capital Projects, and Maintenance work plan, and furthers the goal addressing new and replacement sidewalk CLAREMONT Page 3 of 4 Printed on 6/18/2020 2019-20 Budget - This item meets the Community Services Department Work Plan Goal CS -11: Maintain sidewalks to ensure hardscape is smooth and distress free for the safety of pedestrians. CEQA REVIEW The removal and replacement of sidewalk panels is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301. This Class 1 exemption allows for the maintenance and repair of topographical features with negligible or no expansion. The project will perform maintenance work on existing sidewalk infrastructure. The work being performed is within existing right-of-way areas and will not expand the capacity of the sidewalks. None of the exceptions to the categorical exemptions set forth in State CEQA Guidelines Section 15300.2 applies to the proposed project because the proposed project: (1) is not located in a uniquely sensitive environment; (2) is not located within a highway officially designated as a state scenic highway; (3) is not located on a hazardous waste site; (4) would not have a cumulative impact; and (5) would not have a significant substantial adverse change in the significance of a historical resource. Therefore, the Class 1 exemption applies, and the exceptions do not and no further environmental review is required. PUBLIC NOTICE PROCESS Due to the current health orders related to the COVID-19 pandemic, parts of the City's regular agenda distribution process have been suspended as public review copies cannot be placed at their regular locations due to facility closures, or limited access. The agenda and this staff report are available on the City's website. If you desire a paper copy, please contact the City Clerk's office. Submitted by: Jeremy Swan Community Services Director Prepared by: Cari Dillman Community Services Manager CLAREMONT Page 4 of 4 Printed on 6/18/2020