TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. Subject
title
Award of Contract to Gentry General Engineering, Inc. for Community Development Block Grant Fiscal Year 2023-2024 Americans With Disabilities Act Wheelchair Access Ramp Replacement Project; and authorize Amendment to the 2023-2024 Annual Action Plan to increase funding for the project; Bid No. 23-24.18.
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2. Summary
Bids for the Community Development Block Grant Fiscal Year 2023-2024 Americans With Disabilities Act Wheelchair Access Ramp Replacement Project (SP-4269) were received and opened on December 14, 2023. Six bidders responded to the notice inviting bids. The apparent low bidder is, Gentry General Engineering, Inc. of Colton, CA in the amount of $78,700.
3. Recommended Action
recommendation
1. Authorize the Amendment to the Memorandum of Understanding to increase the 2023-2024 Americans With Disabilities Act Wheelchair Access Ramp Project by $10,000, for a total not-to-exceed amount of $100,000; and authorize the City Manager or his designee to execute the amendment on behalf of the City.
2. Authorize the Amendment to the 2023-2024 Annual Action Plan to increase the allocation to the 2023-2024 Americans With Disabilities Act Wheelchair Access Ramp Project by $10,000 to a total allocation of $100,000 and submit the Amendment to the Department of Housing and Urban Development (HUD).
3. Authorize the transfer of $10,000 from expenditure account 310.9645.56020.20503, CIP-Building and Improvements to expenditure account 310.9645.56330.11328, ADA Improvements - Curbs.
4. Approve contract to Gentry General Engineering, Inc. in the total amount of $86,570, representing an original amount of $78,700, plus a 10% contingency of $7,870, for Community Development Block Grant Fiscal Year 2023-2024 Americans With Disabilities Act Wheelchair Access Ramp Replacement Project; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The total expenditure for this contract, including the 10% contingency is $86,570 and will be funded in ADA Improvements - Curbs (11328).
310.9645.56330.11328 (Community Development Block Grant) $86,570
5. Strategic Plan Goals
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public
Goal 4: Provide outstanding public service
b: Provide facilities and services to meet customer expectations
6. Discussion and Background
The Federal Community Development Block Grant Program (CDBG) provides grant funds to enable eligible localities to construct public improvements in Low and Moderate Income Areas within their jurisdiction. The proposed wheelchair ramp improvements project was approved through the 2023-2024 Annual Action Plan process on May 9, 2023.
The scope of the project mainly includes removal of existing wheelchair access ramps and replacement with Americans with Disabilities Act (ADA) compliant wheelchair access ramps. This project will include the construction of approximately eight ADA compliant access ramps at various locations. As part of this project, detectable warning surfaces (truncated domes) will be installed per the American with Disabilities Act Accessibility Guidelines (ADAAG) requirements.
The City Council previously approved an advertisement for bids on November 14, 2023. The bid solicitation was advertised on November 16, 2023, for a period of four weeks and bids were opened on December 15, 2023. Six bids were received as follows:
1. Gentry General Engineering, Inc, Colton $78,700
2. Cheloletty Engineering, Inc., Villa Park $80,845
3. S&H Civilworks, Colton $89,400
4. We R Builders, Inc., Glendale $94,000
5. HZS Engineering, Inc., Orange $138,000
6. Kazoni, Inc., Costa Mesa $794,000
The low bid is about 6.3% higher than the Engineer’s Estimate. Staff checked the references and qualifications for Gentry General Engineering, Inc. and found them to be acceptable, with adequate years of experience in completing contracts of similar nature to this project. Therefore, staff recommends that Gentry General Engineering, Inc. be awarded the contract in the total amount of $86,570, representing an original amount of $78,700, plus a 10% contingency of $7,870 for the CDBG Fiscal Year 2023-2024 ADA Wheelchair Access Ramp Replacement Project.
Construction is scheduled to begin in March 2024 and is expected to be completed within 30 calendar days.
Funding requested for the project includes an estimated $13,430 for staff costs incurred in the administration of the project.
Annual Action Plan/Citizen Participation Plan
The City’s Citizen Participation Plan (CPP) provides a guide to ensure citizen and interested party participation in the development of the City’s Annual Action Plan. The Annual Action Plan outlines the City’s plans for the use of CDBG funding received in a specific year. Per the CPP, an increase of over 20% of the original allocation to an approved project requires a substantial amendment to the Annual Action Plan in which the project was approved and would require a 30-day public review for comment and Public Hearing at City Council. The proposed increase of $10,000 to the CDBG Fiscal Year 2023-2024 ADA Wheelchair Access Ramp Replacement Project does not meet the criteria for a substantial amendment to the 2023-2024 Annual Action Plan as it is below 20% (or $18,000) of the original allocation. The amendment, therefore, requires only City Council approval to be submitted and accepted by the U.S. Department of Housing and HUD.
7. ATTACHMENTS
• Bid Abstract
• Contract with Gentry General Engineering, Inc.
• Amendment to 2023-2024 Annual Action Plan