TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Tony Olmos, Public Works Director
Gilbert Gamboa, Senior Civil Engineer
SUBJECT:Title
Contract for Construction Inspection Services ($43,720) with Willdan Engineering for the Street Resurfacing Project for Ardmore Avenue, Valley Drive and 11th Place.
APPROVE
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_________________________________________________________
Recommended Action
RECOMMENDATION:
It is recommended that the City Council pass a motion to:
1. Authorize the City Manager to award a contract in the amount of $43,720 to Willdan Engineering for the inspection of the Street Resurfacing Project for Ardmore Avenue, Valley Drive and 11th Place;
2. Authorize the City Manager to approve additional inspection work, if necessary, in an amount not-to-exceed $4,372 (10%).
Body
FISCAL IMPLICATIONS:
Gas Tax funds in the amount of $582,696 have been appropriated by City Council for this project through the Fiscal Year 2011-2012 Capital Improvement budget. In addition, this project also includes Metropolitan Transportation Authority (MTA) STP-L funds in the amount of $117,304. The 2012-2013 Capital Improvement Program has added an additional $200,000 in Gas Tax funds to the project, bringing the total to $900,000. Total expenditures are anticipated to be $850,514. A summary of budget appropriations and anticipated expenditures is provided in Attachment 1.
BACKGROUND:
The existing pavement on Ardmore Avenue, Valley Drive and 11th Place is deteriorated and rehabilitation is required within the project limits as shown in Attachment 2. The project will cold mill and overlay the asphalt pavement surface and replace displaced curbs, gutters and sidewalk along Ardmore Avenue and Valley Drive. New concrete pavement will be constructed on 11th Place. Ponding occurs near Manhattan Beach Boulevard after rain storms and pavement deterioration is escalated due to localized nuisance water drainage sheeting across the roadway. New storm drain and catch basins will be constructed on Ardmore Avenue to help alleviate this condition.
On June 5, 2012, City Council awarded a contract to VA Consulting, Inc. in the amount of $62,971 to prepare plans and specifications for this project. On June 25, 2013, City Council approved the plans and specifications and authorized the City Manager to solicit construction bids. On August 20, 2013, the City Council awarded the construction contract to Bannaoun Engineers Constructors Corporation for $618,618.
DISCUSSION:
Request for Proposal
A Request for Proposal was distributed to nine prequalified firms. The City received proposals from two firms, RBF Consulting and Willdan Engineering. Both firms are highly qualified to perform the work and both firms have performed services in the City previously.
The interim Public Works Director reviewed the two proposals that were received. The amount of the fee proposals were as follows:
RBF Consulting $ 79,400
Willdan Engineering $ 43,720
In full disclosure, our Interim City Engineer is an employee of Willdan Engineering. This situation could lead to a potential conflict of interest if the Interim City Engineer were to supervise this contract. To avoid that potential, the entire project including this contract will be supervised by the Public Works Director utilizing regular City staff. The Interim City Engineer will not participate in any way in this project or contract.
Additional Inspection Work Authority
Authorizing the City Manager to approve additional work in an amount not-to-exceed $4,372 (10% of contract) would expedite project completion. If the contingency is approved, staff will report the status of any additional work to the City Council at the end of the project.
Project Schedule
Upon approval of the award of contract, City staff anticipates that construction will start in October 2013 and includes 45 working days for completion. Work would be restricted to non-holiday weekdays with an anticipated start date after the Hometown Fair event. To ensure that the holiday buying season is available for the downtown businesses, the contractor will need to minimize the need for traffic closures during this period.
CONCLUSION:
Staff recommends that the City Council pass a motion to:
1. Authorize the City Manager to award a contract in the amount of $43,720 to Willdan Engineering for the inspection of the Street Resurfacing Project for Ardmore Avenue, Valley Drive and 11th Place;
2. Authorize the City Manager to approve additional construction work, if necessary, in an amount not-to-exceed $4,372 (10%).
Attachments:
1. Funding and Anticipated Expenditures
2. Location Map of Street Resurfacing Project for Ardmore Ave, Valley Dr and 11th Pl
3. Agreement for Professional Services - Inspection (Willdan Engineering)