TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: MAY 28, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO CT&T CONCRETE PAVING, INC., WE R BUILDERS, INC., AND IE GENERAL ENGINEERING, INC. FOR THE 2023-24 SIDEWALK REHABILITATION PROJECT (FUNDING SOURCES: PROPOSITION C FUND AND MEASURE R FUND)
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SUMMARY
Each year, the City of Claremont completes a Sidewalk Rehabilitation Project in which a different area of the City is identified for work to address sidewalk defects and deviations. Over the past year, staff has compiled a list of known sidewalk deviations and developed the scope of work for this project. This year’s project includes 50,000 square feet of sidewalk repair in various locations throughout the City, sidewalk repair along the 400 block of Harvard Avenue, sidewalk repair on Charleston Avenue west of Mills Avenue, and repair of the asphalt walking trail along Padua Avenue.
A Notice Inviting Bids was issued in January 2024. The Notice Inviting Bids included four Bid Forms for four different scopes of sidewalk work. At the end of the bid period, seven bids were received. Staff recommends awarding contracts to the lowest responsive bidders for each Bid Form, which are CT&T Concrete Paving, Inc., We R Builders, Inc., and IE General Engineering, Inc.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Award a contract to CT&T Concrete Paving, Inc. and authorize the City Manager to enter into an agreement with CT&T Concrete Paving, Inc. in the amount of $1,094,180, with a project contingency of five percent ($54,709), for a total of $1,148,889, to provide sidewalk repair and replacement services at identified locations throughout the City (Bid Form A) and Charleston Avenue west of Mills Avenue (Bid Form D);
B. Award a contract to We R Builders, Inc. and authorize the City Manager to enter into an agreement with We R Builders, Inc. in the amount of $230,000, with a project contingency of five percent ($11,500), for a total of $241,500 to provide sidewalk repair and replacement services on the 400 block of Harvard Avenue (Bid Form B);
C. Award a contract to IE General Engineering, Inc. and authorize the City Manager to enter into an agreement with IE General Engineering, Inc. in the amount of $171,000, with a project contingency of five percent ($8,550), for a total of $179,550 to provide asphalt repair and replacement services on the Padua Avenue Walking Trail (Bid Form C);
D. Authorize the City Manager to enter into an agreement with RKA Consulting Group in the amount of $90,000 for monument preservation;
E. Appropriate $800,000 from the Proposition C Fund and $447,521.25 from the Measure R Fund to fully fund the project; and
F. Find this item is exempt from environmental review under the California Environmental Quality Act (CEQA).
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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 2023-24 Sidewalk Rehabilitation Project, which includes surveying, inspection, removal, and replacement services at identified locations throughout the City, is solely funded through restricted transportation funds. No General Fund monies will be used for this project.
The current Capital Improvement Program (CIP) budget includes funding for the Sidewalk Rehabilitation Project in the amount of $412,417.75. The Notice Inviting Bids for this year’s project included four different Bid Forms for four different scopes of sidewalk work. The proposed cost of all bid forms totals $1,495,180, plus a five percent contingency of $74,759, for a total project cost of $1,569,939. In addition to the agreements with each contractor for removal and replacement services, staff proposes to retain the services of RKA Consulting Group to provide contract monument inspection services at a cost of $90,000. This brings the total project cost to $1,659,939. To fully fund the project, staff recommends appropriating an additional $447,521.25 from the Measure R Fund and $800,000 from the Proposition C Fund.
Below is a chart detailing the costs associated with the project:
The staff cost to prepare this report and administer this project is estimated at $3,549 and is included in the operating budget of the Community Services Department.
ANALYSIS
As a community with thousands of trees, there are many locations in Claremont where sidewalks have 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 (3/4”) or greater between abutting sidewalk slabs represents a priority repair. Annually, the City compiles a list of known sidewalk deviations throughout the City. This list is used to develop a scope of work for the annual Sidewalk Rehabilitation Project. The project this year will address deviations at identified locations throughout 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 sidewalks or curbs. RKA Consulting Group will work throughout the project to ensure that monument pins are preserved and recorded according to State law. RKA Consulting Group will also provide inspection services to ensure the project is completed properly.
In January 2024, the City issued a Notice Inviting Bids for sidewalk removal and replacement services as part of the Sidewalk Rehabilitation Project. The bid period closed on February 29, 2024, and seven bids were received. This year’s project included four different Bid Forms, for four different scopes of sidewalk work.
• Bid Form A - Sidewalk Rehabilitation Services (various locations throughout the City):
o Scope of Work: removal and replacement of approximately 50,000 square feet of sidewalk, 5,000 linear feet of curb and gutter, and 10,000 square feet of drive approach as identified by staff
o Lowest Bidder: CT&T Concrete Paving, Inc.
o Proposed Cost: $927,650
• Bid Form B - 400 block of Harvard Avenue (west side):
o Scope of Work: removal and replacement of approximately 10,000 square feet of sidewalk, 1,000 linear feet of split face curb, and 1,000 square feet of drive approach
o Lowest Bidder: We R Builders, Inc.
o Proposed Cost: $230,000
• Bid Form C - Padua Avenue Walking Path (east side):
o Scope of Work: removal and replacement of approximately 38,000 square feet of asphalt
o Lowest Bidder: IE General Engineering, Inc.
o Proposed Cost: $171,000
• Bid Form D - Charleston Avenue (west of Mills Avenue):
o Scope of Work: removal and replacement of approximately 10,000 square feet of sidewalk, 1,000 linear feet of curb and gutter, and 1,000 square feet of drive approach
o Lowest Bidder: CT&T Concrete Paving, Inc.
o Proposed Cost: $166,530
Staff recommends awarding a contract to the lowest responsive bidder of each Bid Form 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 20 years and completed other similar jobs for the cities of Brea, Chino, and Garden Grove, as well as the City of Claremont. We R Builders, Inc. has been in business for five years and completed similar jobs for the cities of Riverside and Anaheim. IE General Engineering, Inc. has been in business for approximately 20 years and completed several similar jobs for the cities of Norco, San Bernardino, and Jurupa Valley. Because We R Builders, Inc. and IE General Engineering, Inc. are new contractors for the City, references were checked, and all references came back favorable.
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, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2022-24 Budget.
CEQA REVIEW
This item is categorically exempt from environmental review under the California Environmental Quality Act (CEQA). Under CEQA Guidelines section 15301 (“Existing Facilities” - Class 1), the city wide resurfacing qualifies as “repair” and/or minor alteration of existing public or private structures, facilities, mechanical equipment or topographical features, involving negligible or no expansion of use.” None of the exceptions in CEQA Guidelines section 15300.2 are applicable here.
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: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager