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
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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.
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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
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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.
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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
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