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HomeMy Public PortalAbout16. Award of Contract to Gentry Brothers for the Claremont Boulevard and Monte Vista Accessibility Project1►0 1997 - File #: 4306 Claremont City Council Agenda Report TO: ADAM PIRRIE, CITY MANAGER FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR DATE: J U LY 26, 2022 SUBJECT: Item No: 16. Reviewed by: City Manager: AP AWARD OF CONTRACT TO GENTRY BROTHERS, INC. FOR THE CLAREMONT BOULEVARD AND MONTE VISTA AVENUE ACCESSIBILITY PROJECT AND AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH LAE ASSOCIATES, INC. FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES (FUNDING SOURCES: MEASURE R & PROPOSITION C FUNDS) SUMMARY On June 6, 2022, the City advertised the Claremont Boulevard and Monte Vista Avenue Accessibility Project, CIP 2021-1. Eight bids were received on Thursday, July 7, 2022, ranging from $585,795 to $940,809. The lowest responsive bidder is Gentry Brothers, Inc., from Irwindale, California. Gentry Brothers, Inc. has performed a number of projects in the City of Claremont over the years, with their most recent completed project being the Foothill Boulevard Master Plan Improvements Project. The Claremont Boulevard and Monte Vista Avenue Accessibility Project covers approximately 1.3 miles, starting from Claremont Boulevard at Sixth Street in the south to Monte Vista Avenue at Shenandoah Drive in the north. Improvements will be made along Claremont Boulevard on the west side sidewalk from Sixth Street to Foothill Boulevard, with handicap ramp improvements on both the east and west sides of Claremont Boulevard and sidewalk work primarily on the east side of Claremont Boulevard from Foothill Boulevard to Monte Vista Avenue. The majority of the project will consist of improvements along the west side of Monte Vista Avenue from Claremont Boulevard to Shenandoah Drive. This accessibility project was originally identified in the 2020-21 Capital Improvement Projects (CIP) budget with a construction estimate of $500,000. The approved 2020-21 budget reserved for this project will need to be increased to complete the project. To move forward, the appropriation of additional funds is being requested to fully fund the completion of this accessibility project. RECOMMENDATION CLAREMONT Page 1 of 5 Printed on 7/21/2022 Staff recommends that the City Council: A. Award a contract and authorize the City Manager to enter into an agreement with Gentry Brothers Inc. in the amount of $585,795 for the Claremont Boulevard and Monte Vista Avenue Accessibility Project, and authorize a 10 percent contingency in the amount of $58,580, for a total contract amount of $644,375; B. Authorize the City Manager to enter into a professional services agreement with LAE Associates, Inc. in the amount of $59,605 for construction management and inspection services; and C. Appropriate $165,914 from the Measure R Fund, and $89,190 from the Proposition C Fund, totaling $255,104 to fully fund the project. ALTERNATIVES TO RECOMMENDATION In addition to the recommendation, there is the following alternative: • Request additional information from staff. • Reject all bid proposals and direct staff to solicit new proposals. FINANCIAL REVIEW Staff advertised the Claremont Boulevard and Monte Vista Avenue Accessibility Project, CIP 2021-1 on June 6, 2022. On July 7, 2022, staff received eight bids ranging from $585,795 to $940,809. The lowest responsive bidder, Gentry Brothers Inc., was 13 percent over the Engineer's estimate of $520,000. This increase in cost was anticipated by staff, as over the past two years, the original proposed project layout required adjustments. In addition, inflation has increased approximately 8.6 percent (highest since 1981), which supports the 13 percent difference between the Engineer's estimate and the lowest responsive bidder. The following table summarizes the bids received: BIDDER: CITY: BID AMOUNT: Gentry Brothers Inc. Irwindale $ 585,795 EBS, Inc. Corona $ 598,700 Garcon Construction Ontario $ 708,347 Gentry General Engineering Inc. Rancho Cucamonga $ 796,989 CT&T Concrete Paving Inc. Diamond Bar $ 802,916 Kalban Santa Clarita $ 8577315 Addison -Miller Inc. Orange $ 9327636 Hardy & Harper Inc. Lake Forest $ 9407809 The original estimated project cost of $500,000 was included in the 2020-21 budget. At its April 12, 2022 meeting, the City Council authorized the professional services agreement with RKA for the design of the project in the amount of $51,125. These professional services developed the project layout, plans, and specifications used to advertise the project for construction. CLAREMONT Page 2 of 5 Printed on 7/21/2022 Staff has also identified additional funding needs to provide project management and inspection services for the completion of this project. These services are proposed to be provided by LAE Associate Inc. as follows: o Construction Management ($20,125); and o Construction Inspection ($39,480). Although this project is primarily funded with Measure R funds, there are proposed accessibility improvements to be constructed within the bus route portion of the project. As such, there are approximately $89,190 worth of improvements located on Claremont Boulevard between Sixth Street and Foothill Boulevard, which are eligible to be funded with Proposition C funds. The total project budget necessary to complete this project is as follows. Item Item Cost Funding Source Design $ 51,125 Measure R Construction $ 496,605 Measure R Construction $ 89,190 Proposition C Construction Contingency $ 58,579 Measure R Construction Management $ 20,125 Measure R Construction Inspection $ 39,480 Measure R Total Proposed Budget $ 755,104 Original Budget 2020-21 $ 500,000 Measure R dditional Appropriation 1$255,104 iMeasure R and Proposition C Staff recommends that the City Council appropriate an additional $165,914 from the Measure R Fund and $89,190 from the Proposition C Fund totaling $255,104, to close the gap between the original estimate of $500,000 approved with the 2020-21 budget and the now known amount needed to cover the total project cost of $755,104. The staff cost to prepare this report is $700 and is included in the operating budget of the Community Development Department. ANALYSIS In response to an Americans with Disabilities Act (ADA) request from an individual who frequently travels along Claremont Boulevard (Sixth Street to Monte Vista Avenue) and Monte Vista Avenue (Claremont Boulevard to Shenandoah Drive), staff moved forward with planning and designing a project to address the accessibility issues. To start this process, staff entered into a professional services agreement with RKA Consulting Group in November 2020 in the amount of $12,000 to develop the project layout for the accessible route. Throughout 2021, staff worked with RKA to prepare a thirty percent project plan. This conceptual plan layout was sufficient to begin the outreach process with the Claremont Club and Club Terrace Homeowners Association (HOA) to gather feedback and support. Due to COVID-19 and the Claremont Club ownership transition, the meetings to coordinate acceptance of the design concept CLAREMONT Page 3 of 5 Printed on 7/21/2022 took longer than anticipated, which impacted the preparation of the plans. While staff was able to confirm support from the Claremont Club, staff had to go through a redesign process to address the Club Terrace HOA concerns with the proposed alignment due to the proximity of the proposed sidewalk to the patio enclosures for each of the HOA residents facing Monte Vista Avenue. Understanding the concerns, staff re-evaluated the initial design proposal to develop a course of action to address feedback received from both the Claremont Club and Club Terrace HOA. As a result, the RKA contract needed to be reassessed to address the feedback received and to complete the design. The ultimate project alignment requires that a number of existing trees be removed. The replacement trees will require easements so they can be placed outside of the limited public right-of-way, within the HOA private property along Monte Vista Avenue. To complete the details of this process, Engineering staff will be working with the Community Services Department to select adequate trees that are hardscape friendly and better suited to withstand higher wind speeds such as those experienced with the recent windstorm. To complete the revisions to the original design and confirm the location of the necessary easements, staff requested a contract amendment with RKA to perform a right-of-way survey, mapping, additional design services, and the preparation of easement documents. This amendment was approved by the City Council at its April 12, 2022 meeting. Staff recommends that the City Council approve an additional $255,104 to supplement the funding approved with the 2020-21 budget to complete this project. NEXT STEPS With City Council approval, staff will move forward with executing a contract for construction with Gentry Brothers Inc., and a construction management and inspection professional services agreement with LAE Associates, Inc. It is anticipated that the project will begin in August 2022, and will be completed by October 2022. This project includes tree removals within the project boundary to accommodate the required ADA improvements. Unfortunately, the available public right-of-way does not allow for the replacement of trees adjacent to the proposed sidewalk alignment. Engineering staff will coordinate with Community Services to complete landscaping and irrigation tasks under a separate contract. This separate contract will address the replacement of any necessary landscaping and irrigation that will be displaced as a result of the construction of sidewalk and handicap ramps along Claremont Boulevard and Monte Vista Avenue to provide ADA access. Staff will also be working with the Club Terrace HOA and the Claremont Club to execute the necessary tree maintenance agreements addressing the replacement of trees to be planted behind the sidewalk (on private property). RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainability Plan, General Plan, and the 2022-24 Budget. CLAREMONT Page 4 of 5 Printed on 7/21/2022 CEQA REVIEW The Claremont Boulevard and Monte Vista Avenue Accessibility Project is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 of the CEQA guidelines. 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 infrastructure (asphalt, curb, gutter, and sidewalk). The work being performed is within existing right-of-way areas and will not expand the capacity of the roadway infrastructure. PUBLIC NOTICE PROCESS The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office. Submitted by: Brad Johnson Community Development Director Prepared by: Vincent Ramos Associate Engineer Reviewed by: Maria B. Tipping, P.E City Engineer CLAREMONT Page 5 of 5 Printed on 7/21/2022