For City Council Meeting [December 12, 2023]
TO: Honorable Mayor and City Council
APPROVAL: Henry Garcia, Interim City Manager
FROM: Tim Sullivan, Director of Maintenance and Facilities
Title
Request City Council to: (1) Authorize the Release of Bids for Downtown Parking Lot Improvements, City Project No. 230801.
Body
BACKGROUND:
A parking lot is proposed on the northeast corner of S Riverside Avenue and W Rialto Avenue to support the downtown businesses and patrons. The City Council had adopted the Fiscal Year 2022/2023 budget, which included $500,000 for design and construction of the Downtown Parking Lot utilizing Major Capital Funds.
On February 28, 2023, the City Council received a presentation on the conceptual plan for the Downtown Parking Lot Improvements, City Project No. 230801 and provided direction.
ANALYSIS/DISCUSSION:
The parking area is proposed to be paved with an asphalt surface over a compacted base layer. The 18,000 sq ft of paved area will include drive aisles, transitions, and a total of 47 parking spaces. Five of the 47 parking spaces will be ADA-compliant access parking, with two of those being electric vehicle (EV) charging accessible. Four parking spaces will be capable ready EV changing spaces. A bio-filtration system will be constructed in select planters to treat stormwater runoff. Other improvements include the installation of lighting and landscaping. A monument sign is proposed at the northeast corner of S Riverside Drive and W Rialto Avenue as a separate project and will be presented to the Council at a later date. A conceptual layout of the parking lot is included in this report as Attachment 1.
Pursuant to their on-call contract for Professional Services, Harris & Associates, Inc. was issued a purchase order in the amount of $72,133 under the City Manager’s signature authority design of the parking lot. A task order authorization for an amendment to the purchase order was executed on November 14, 2023, in the amount of $67,626 under the City Manager’s signature authority for additional water quality management and geotechnical services related to design due to the addition of the impervious area.
Harris and Associates has completed the final plans, specifications, and cost estimate. The project is ready for advertisement for construction bids, which will be advertised after the start of the new year for competitive bidding if approved by the City Council.
The tentative timeline for the construction award is as follows:
Anticipate Release of Bids to be Issued January 2024
Anticipate Award by City Council March 2024
Anticipate Start of Construction April 2024
Anticipate Construction Completion September 2024
ENVIRONMENTAL IMPACT:
This report is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
At the time where the project is approved and moved forward, the project will go through the CEQA review process. Staff anticipates this will qualify for exemption based on the requirements in Section 15332, In-Fill Development Projects Class 32 allows for the exemption of a project consistent with the applicable general plan designation and all applicable general plan policies as well as with applicable zoning designation and regulation. The proposed project development occurs within city limits on a project site of no more than five acres substantially surrounded by urban uses that has no value, as a
habitat for endangered, rare, or threatened species. The site can be adequately served by all required utilities and public services. Approval of the project would not result in any significant effects relating to traffic, noise, air quality, or water quality.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Approval of this action also complies with the following City of Rialto General Plan Goals and Policies:
Goal 3-11: Provide community facilities that adequately support established programs, can accommodate future needs, and are accessible to all members of the community.
Goal 3-11.1: Allocate resources for the maintenance and operations of City Facilities, explore alternative funding options for maintenance and operational costs of new facilities.
The project also supports with the City’s Economic Development Committee’s goal to improve parking in the Downtown area to support local businesses along Riverside Drive.
LEGAL REVIEW:
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT:
Operating Budget Impact:
The proposed action will not affect the Operating Budget.
Capital Improvement Budget Impact:
The project is currently being funded by the Capital Projects Funds, Account No. 33007305-53001-230801, with an initial amount of $500,000. However, this funding was allocated based on preliminary estimates that did not fully cover the entire scope of the project.
Recently, a new estimated project cost was developed, which includes 20% of the construction cost for construction management, inspection, and administration of the project. The estimated project cost now stands at $960,000. The currently adopted budget is not sufficient to meet the project's estimated cost.
Upon receipt of bids, Staff will evaluate the funds available in Capital Projects Funds and will return for the Council’s approval for the adoption of a budget resolution to allocate the additional funding needed for the project.
Licensing
A Business License application and payment of a Business License tax is not required for this action.
RECOMMENDATION:
Staff recommends that the City Council:
1) Authorize the Release of Bids for Downtown Parking Lot Improvements, City Project No. 230801.