TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: SEPTEMBER 10, 2024
Reviewed by:
City Manager: AP
SUBJECT:
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AWARD OF CONTRACT TO PRECISION CONCRETE CUTTING, INC. FOR A CITYWIDE SIDEWALK CONDITION ASSESSMENT (FUNDING SOURCE: MEASURE R FUND)
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SUMMARY
The purpose of a citywide sidewalk condition assessment is to document and schedule for repair sidewalks with known deviations. A sidewalk assessment will include deviations in sidewalks, drive approaches, and curbs and gutters including the size, severity, locations, photographs, and recommended method of repair for all 230 sidewalk miles in the City. This information is then used to plan for sidewalk repair projects.
Precision Concrete Cutting, Inc. provides sidewalk surveying, condition assessments, and GPS mapping based on standards recommended by California Joint Powers Authority (CJPIA), the City’s insurance provider. Precision Concrete Cutting, Inc. holds a Master Services Agreement with CJPIA that has been competitively bid. As a member agency, the City can elect to utilize Precision Concrete Cutting’s services under the Master Services Agreement. The cost for Precision Concrete Cutting, Inc. to provide condition assessment services to the City of Claremont is $455 per sidewalk mile, for a total cost of $104,650.
RECOMMENDATION
Recommended Action
Staff recommends the City Council award a contract to Precision Concrete Cutting, Inc. for a citywide sidewalk condition assessment and authorize the City Manager to enter into an agreement in the amount of $104,650, plus a ten percent contingency of $10,465, for a total amount not to exceed $115,115.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The cost for Precision Concrete Cutting, Inc. to provide sidewalk assessment services is $396 per sidewalk mile. The City has approximately 230 sidewalk miles for a total of $91,080. The cost for curb and gutter assessment services is $59 per sidewalk mile, for a total of $13,570. The total project cost is $104,650. Staff recommends including a ten percent contingency in the amount of $10,465, for a total authorized amount of $115,115. Funding is included in the Capital Improvement Program (CIP) budget for the project using Measure R funds.
Precision Concrete Cutting, Inc. holds a Master Services Agreement that was competitively bid through California Joint Powers Insurance Authority (CJPIA), the City’s insurance provider. Member agencies are afforded the opportunity to use the Master Services Agreement for competitively bid, preferential pricing.
The staff cost to prepare this report and administer this contract is estimated at $2,400 and is included in the operating budget of the Community Service Department.
ANALYSIS
The purpose of a citywide sidewalk condition survey is to document and schedule repairs for sidewalks that are rated as damaged or defective, in order to minimize the possibility of injury to residents and visitors of Claremont. Sidewalks serve as vital pathways for pedestrians that travel throughout the City, and it is critical that they are maintained to ensure a safe environment. Sidewalk deterioration and deviations in the sidewalk are caused by age, expansion of tree roots, erosion, and ground settlements.
The project will document sidewalk deviations of 1/2” or greater, deteriorated or defective surfaces, cracks 1/2” or greater, and deteriorated joints greater than 3/4” wide. Curb and gutter and drive approach deviations of the same measurements will also be documented. Locations will be identified and categorized by priority of repair. This information will be used to develop the scope of work for the Capital Improvement Program for sidewalk mitigation for the next two years. All categories listed above will be included in the CIP sidewalk mitigation program, except displacements between 1/2”-3/4”, which will be monitored and addressed as they reach 3/4". The survey will be completed by spring 2025.
Precision Concrete Cutting, Inc. provides condition assessment services at a competitively bid rate through the CPJIA Master Services Agreement. CJPIA is the City’s insurance provider that competitively bid condition assessments services for member agencies to utilize. The purpose of the Master Services Agreement is to address deviations for safer paths of travel for member agencies. Staff recommends awarding contract to Precision Concrete Cutting, Inc. for sidewalk condition assessment services for an amount of $104,650, plus a ten percent contingency, for a total amount of $115,115. This project will be funded through the use of allocated Measure R funds.
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, 2024-26 Budget, and Youth and Family Master Plan.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
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 Service Manager