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HomeMy WebLinkAboutItem No. 18 - Award of Construction Contract for Citywide Bus Stop Consent Calendar City of San Bernardino Request for Council Action Date: May 20, 2020 To: Honorable Mayor and City Council Members From: Teri Ledoux, City Manager By:Kris Jensen, Director of Public Works Subject: Award of Construction Contract for Citywide Bus Stop Improvements Recommendation It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-98: 1. Accepting TDA Article 3 Transit Stop Access Program Grant in the amount of $26,936; and 2. Amending the FY 2019/20 Capital Improvement Plan (CIP) to include 3. Approving a total project budget in the amount of $66,000 to include the construction contract in the amount of $58,880, project contingencies in the amount of $6,020, and engineering and inspection budgets in the amount of $1,100; and 4. Approving the award of a Construction Contract with TRYCO General Engineering of Lake Arrowhead, California in the amount of $58,880; and 5. Authorizing the Director of Finance to amend the FY 2019/20 adopted budget to allocate $39,064 in Measure I Funds (Fund 129) to the Project; and 6. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project. Background Funds from the Transportation Development Act (TDA) Article 3-Transit Stop Access Program Grant are used by the cities for the planning and construction of bicycle and pedestrian facilities. By ordinance, San Bernardino County Transportation Authority (SBCTA) is responsible for administering the program and establishing its policies for the San Bernardino County. TDA, Article 3 funds are allocated annually on a per capita basis to both cities and the County of San Bernardino. Page 1 6718 On July 10, 2019, SBCTA Board of Directors approved funding from the Transportation Development Act (TDA), Article 3 Transit Stop Access Program, for the Accessibility ount of $26,936 (Attachment No. 5) with a local match in the amount of $6,735 provided by the City. The scope of work includes improvements to bus pads at the following locations: Stop ID 5691: Baseline St. @ Sepulveda St. EB/FS Stop ID 54: 9th St. @ Medical Center Dr. EB/FS In October 2019, staff solicited bids for the Project. The bid solicitation resulted in a low 2019, at the recommendation of staff, the Mayor and City Council adopted Resolution No. 2019-344 rejecting the bids for the Project. In an effort to secure construction bids more in line with available funding, staff administered a second competitive bid solicitation. This solicitation resulted in a more reasonable construction cost and staff recommends moving forward with the Project. Discussion Project 13375 to provide citywide bus stop improvements was advertised a second time for public bidding on March 19, 2020, and March 26, 2020 in the San Bernardino County Sun Newspaper, F. W. Dodge, Construction Bid Board, High Desert Plan Room, San Diego Daily Transcript, Sub-Hub Online Plan Room, Reed Construction Data, Bid Bernardino Area Chamber of Commerce. Sealed bids were received and opened on April 9, 2020. The City received one (1) bid as follows: Bidder City Base Bid TRYCO General Engineering Lake Arrowhead $58,880.00 While the second bid result was lower than those of the October 2019 bid solicitation, the base bid for the project is still higher in price than staff had originally expected. The difference can be attributed to the impacts of rising fuel prices and increases in material costs that have occurred since the time staff submitted project estimates for budgeting purposes. Staff has reviewed the bid package and confirmed that TRYCO General Engineering of Lake Arrowhead, California, is the lowest responsible and responsive bidder, with a total bid amount of $58,880. At this time, the estimated full project cost is at $66,000, which includes the construction bid, project contingencies, and engineering inspections. The breakdown of the total project costs are as follows: Cost Items Amount Bid $ 58,880 Construction Contingency $ 6,020 Page 2 6718 Engineering and Inspections $ 1,100 Estimated Total Project Cost $ 66,000 The estimated total project cost for the project exceeds the amount available through the TDA funding. To move forward with the project, staff is recommending funding in the amount of $39,064 be allocated to the project from Measure I Fund (129). Measure I funds allocated to the project will serve to meet the local funding match requirements of the grant. If awarded by the Mayor and City Council, construction work to provide bus stop improvements is anticipated to begin in July 2020 and completed by September 2020. 2020-2025 Key Strategic Targets and Goals This project is consistent with Key Target No. 1c - Create a framework for spending decisions and 1e: Create an asset management plan as it leverages available TDA funding rather relying solely on City funds to support the project, and provides for much needed upgrades of the City assets at two transit locations. Fiscal Impact There is no General Fund impact. TDA Article 3 grant funding has been awarded in the amount of $26,936. The remaining Project budget need of $39,064 is available from Measure I (Fund 129). Funding Source Amount TDA Article 3 Transit Stop Access Program Grant $ 26,936 Measure I Fund 129 Requested Allocation $ 39,064 Total Available Project Funding $ 66,000 Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-98: 1. Accepting TDA Article 3 Transit Stop Access Program Grant in the amount of $26,936; and 2. Amending the FY 2019/20 Capital Improvement Plan (CIP) to include 3. Approving a total project budget in the amount of $66,000 to include the construction contract in the amount of $58,880, project contingencies in the amount of $6,020, and engineering and inspection budgets in the amount of $1,100; and 4. Approving the award of a Construction Contract with TRYCO General Engineering of Lake Arrowhead, California in the amount of $58,880; and Page 3 6718 5. Authorizing the Director of Finance to amend the FY 2019/20 adopted budget to allocate $39,064 in Measure I Funds (Fund 129) to the Project; and 6. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project. Attachments Attachment 1 Resolution No. 2020-- Agreement Attachment 2 Bid Tabulation Attachment 3 Lowest Bid Attachment 4 Location Map Attachment 5 TDA Article 3 Transit Stop Access Program Grant Award Letter Ward: 2, 6 Synopsis of Previous Council Actions December 4, 2019 Resolution 2019-344 of the Mayor and City Council rejecting the bids for the Citywide Bus Stop Improvement Project. Page 4 Resolution No. 2020-98 RESOLUTION NO. 2020-98 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, ACCEPTING TDA ARTICLE 3 TRANSIT STOP ACCESS PROGRAM GRANT IN THE AMOUNT OF $26,936; AMENDING THE FY 2019/20 CAPITAL IMPROVEMENT PLAN (CIP) TO INCLUDE CITYWIDE BUS STOP ); APPROVING A TOTAL PROJECT BUDGET IN THE AMOUNT OF $66,000, TO INCLUDE THE CONSTRUCTION CONTRACT IN THE AMOUNT OF $58,880, PROJECT CONTINGENCIES IN THE AMOUNT OF $6,020, AND ENGINEERING AND INSPECTION BUDGETS IN THE AMOUNT OF $1,100; APPROVING THE AWARD OF A CONSTRUCTION CONTRACT WITH TRYCO GENERAL ENGINEERING OF LAKE ARROWHEAD, CALIFORNIA, IN THE AMOUNT OF $58,880; AND AUTHORIZING THE DIRECTOR OF FINANCE TO AMEND THE FY 2019/20 ADOPTED BUDGET TO ALLOCATE $39,064 IN MEASURE I FUNDS 129; AND AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO EXPEND THE CONTINGENCY FUND, IF NECESSARY, TO COMPLETE THE PROJECT WHEREAS, the Public Works Department of the City of San Bernardino is responsible to maintain citywide bus stops; and WHEREAS, on July 10, 2019, SBCTA Board of Directors approved funding from the Transportation Development Act (TDA), Article 3 Transit Stop Access Program, for the Accessibility Improvements for the City of San Bernardino Bus Stops Project in an amount of $26,936 with a local match in the amount of $6,735 provided by the City; and WHEREAS, the Project will construct accessibility improvements at two bust stop locations within the City of San Bernardino; and WHEREAS, the Project was previously advertised for public bidding in October, 2019 and the bid solicitation resulted in construction cost submittals that were well above the WHEREAS, on December 4, 2019, the Mayor and City Council adopted Resolution No. 2019-344 rejecting the bids for the Project; and WHEREAS, in an effort to secure construction bids more in line with available funding, staff administered a second competitive bid solicitation in March, 2020; and Resolution No. 2020-98 WHEREAS, the City received a single bid in the amount of $58.880 from TRYCO General Engineering Lake Arrowhead, California; and WHEREAS, TRYCO has been determined to be the lowest responsive, responsible bidder; and WHEREAS, the City now wishes to enter into a construction agreement with TRYCO to provide bus stop improvements; and WHEREAS, the total project costs of $66,000, including the construction bid, project contingencies, and engineering inspections, are well above the TDA Article 3 Grant funding for the project. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The City Council hereby accepts the TDA ARTICLE 3 Transit Stop Access Program Grant in the amount of $26,936 for Citywide Bus Stop Improvements Project 13375 . SECTION 3. The Director of Finance is authorized to amend the Fiscal Year 2019-2020 CIP to include the Project in a total project amount of $66,000. SECTION 4. The City Manager is authorized and directed to execute a Construction Agreement, , by the City Attorney with TRYCO General Engineering in the amount of $58,880 with a contingency in the amount of $6,020 for the Project. SECTION 5. The City Manager or designee is hereby authorized to execute all documents in support of the Project on behalf of the City. SECTION 6. The Director of Finance is authorized to amend Program Year 2019/2020 Budget to allocate additional Measure I Funds to the Project. SECTION 7. That the City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 8. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. Resolution No. 2020-98 SECTION 9. Effective Date. This Resolution shall become effective immediately. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the Acting City Clerk this ___ day of __________, 2020. John Valdivia, Mayor City of San Bernardino Attest: __________________________________ Genoveva Rocha, CMC, Acting City Clerk Approved as to form: _________________________________ Sonia Carvalho, City Attorney Resolution No. 2020-98 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, Acting City Clerk, hereby certify that the attached is a true copy of Resolution No. _____, adopted at a regular meeting held at the ___ day of _______, 2020 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ NICKEL _____ _____ _______ _______ RICHARD _____ _____ _______ _______ MULVIHILL _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2020. ______________________________ Genoveva Rocha, CMC, Acting City Clerk A G R E EM E N T CITY OF SAN BERNARDINO THIS AGREEMENT is made and concluded this _____ day of _______________, 20___, between the City of San Bernardino (owner and hereinafter "CITY"), and TRYCO General Engineering _(hereinafter "CONTRACTOR"). 1. For and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the CITY, and under the conditions expressed in the bond as deposited with the CITY, receipt of which is hereby acknowledged, the CONTRACTOR agrees with the CITY, at the CONTRACTOR's own proper cost and expense in the Special Provisions to be furnished by the CITY, to furnish all materials, tools and equipment and perform all the work necessary to complete in good workmanlike and substantial manner the CITYWIDE BUS STOP IMPROVEMENTS Project No. 13375 in strict conformity with Plans and Special Provisions No. 13375 , and also in accordance with Standard Specifications for Public Works/Construction, latest edition in effect on the first day of the advertised Department, City of San Bernardino, which said Plans and Special Provisions and Standard Specifications are hereby especially referred to and by such reference made a part hereof. 1. The CONTRACTOR agrees to receive and accept the prices as set forth in the Bid Schedule as full compensation for furnishing all materials and doing all the work contemplated and embraced in this agreement; also for all loss or damage arising out of the nature of the work aforesaid or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of the work and for all risks of every description connected with the work; also for all expenses incurred by or in consequence of the suspension or discontinuance of work, and for well and faithfully completing the work and the whole thereof, in the manner and according to the Plans and Special Provisions, and requirements of the Engineer under them. 2. The CONTRACTOR herein covenants by and for himself or herself, his or her heirs, executors, administrators, and assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on the basis of race, color, national origin, religion, sex, marital status, or ancestry in the performance of this contract, nor shall the CONTRACTOR or any person claiming under or through him or her, establish or permit any such practice or practices of discrimination or segregation with reference to the selection of subcontractors, vendees, or employees in the performance of this A-1 AGREEMENT: CITYWIDE BUS STOP IMPROVEMENTS Project No. 13375 contract. Failure by the CONTRACTOR to carry out these requirements is a material breach of This contract, which may result in the termination of this contract or such other remedy, as recipient deems appropriate. 4. CITY hereby promises and agrees with the said CONTRACTOR to employ, and does hereby employ the said CONTRACTOR to provide the materials and to do the work according to the terms and conditions herein contained and referred to, for the prices aforesaid, and hereby contracts to pay the same at the time, in the manner, and upon the conditions above set forth; and the same parties for themselves, their heirs, executors, administrators, and assigns, do hereby agree to the full performance of the covenants herein contained. 5. It is further expressly agreed by and between the parties hereto that should there be any conflict between the terms of this instrument and the bid of said CONTRACTOR, then this instrument shall control and nothing herein shall be considered as an acceptance of said terms of said bid conflicting herewith. IN WITNESS WHEREOF, the parties of these presents have executed this contract in four (4) counterparts, each of which shall be deemed an original in the year and day first above mentioned. CONTRACTOR CITY OF SAN BERNARDINO NAME OF FIRM: TRYCO General Engineering. . BY: _______________ TERI LEDOUX, City Manager BY: _______________________________ TITLE: ATTEST: MAILING ADDRESS: PO Box 391. _______________________________ Genoveva Rocha, CMC, Acting City Clerk _Rimforest, California, 92378____________ PHONE NO.: (909) 337-3336_________ APPROVED AS TO FORM: ATTEST: _______________________________ Sonia Carvalho, City Attorney ____________________________________ Secretary NOTE: Secretary of the Owner should attest. If Contractor is a corporation, Secretary should attest. A-2 Attachment No. 4 LOCATION MAP Stop ID 5691: Baseline St. @ Sepulveda St. EB/FS LOCATION MAP Stop ID 54: 9th St. @ Medical Center Dr. EB/FS July 15, 2019 Alex Qishta City of San Bernardino 290 North D St. San Bernardino, CA 92401 Dear Mr. Qishta: Congratulations, it is our pleasure to inform you that on July 10, 2019, the San Bernardino County Transportation Authority (SBCTA) Board of Directors approved funding from the Transportation Development Act (TDA), Article 3 Transit Stop Access Program, for the Accessibility Improvements - City of San Bernardino Bus Stops Project in an amount of $26,936. The TDA Article 3 award is considered a grant and is paid through a reimbursement process and the filing of a TDA claim, including proper documentation of project expenditure. The award is for a maximum reimbursable amount. Should your project exceed the maximum reimbursable amount, SBCTA will not provide any additional reimbursement. For projects completed under the awarded amount, SBCTA will reimburse your agency for the LTF share of the project using the match percentage of 20% identified in your grant application.The SBCTA Board also set the period of time for completion of your project to comply with TDA provisions, therefore the project funded under this letter of award must be completed by December 31, 2022. Your grant allocation amount has been submitted to the auditor controller. At the time of reimbursement request, a completed claim form must be submitted to SBCTA as well as additional documentation supporting your request. Progress payments may be requested for all projects regardless of the total project cost or the amount of the reimbursement. For questions on reimbursement and next steps for obtaining your allocation and claim form instructions, please contact Nancy Strickert at nstrickert@gosbcta.com We look forward to the rapid implementation of your project. Should you have any questions please contact me at (909) 884-8276 or cbrown@gosbcta.com. Sincerely, Cameron Brown Senior Planner