TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Steve Finton, City Engineer
Gilbert Gamboa, Senior Civil Engineer
SUBJECT:Title
Award of Construction Contract to T.E. Roberts, Inc. ($982,785) for the 2011-2012 Water Main Replacement Project, Phase 2 (Area 7 - south Sand Section; including Highland Ave, 7th Street, 6th Street and Morningside Drive).
APPROVE
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_____________________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Authorize the City Manager to award a construction contract in the amount of $982,785 to T.E. Roberts, Inc. for the 2011-12 Water Main Replacement Project, Phase 2 (Area 7 - south Sand Section);
2. Authorize the City Manager to approve additional construction work, if necessary, in an amount not-to-exceed $82,547 (8.5%).
FISCAL IMPLICATIONS:
Water Enterprise Funds in the amount of $2,750,000 have been appropriated by City Council for this project. Phase 1 was completed in 2012 at a cost of $1,569,774* leaving a balance of funds in the amount of $1,180,226 available for Phase 2. See Attachment 1 for expenditure details in tabular format. (*Final costs for the Phase 1 project are being finalized through negotiations with the Phase 1 contractor. A budget adjustment would be needed if final costs exceed this amount.)
BACKGROUND:
This project is part of the City’s annual water main replacement program. Projects to repair or replace water and sewer mains were included in the five year Capital Improvement Plan (CIP) previously adopted by City Council.
The 2011-2012 Water Main Replacement Projects (Phase 1 and 2) includes the replacement of a total of 11,600 linear feet of undersized and/or deteriorated water pipe, and consists of mainline replacements at a total of eleven (11) street locations in the City’s Sand Section as shown on Attachments 2 and 3, respectively. New water mains, valves and fire hydrants will be constructed, and new residential water service lines installed to the new main. The new water mains will be relocated from encroachment areas to the walk-street areas and the existing mains abandoned in place. Private improvements in the encroachment areas will be restored in kind and the drive or walk-street will be reconstructed in affected areas. Phase 1 was completed in 2012 and Phase 2 will replace 3,350 linear feet of existing water mains.
On September 4, 2012, City Council approved the plans and specifications for Phase 2 and authorized the City Manager to solicit construction bids.
DISCUSSION:
Bid Proposals
Bids were solicited on an open and competitive basis in accordance with the provisions of the State Public Contract Code. The project was advertised for bids in eight (8) construction industry publications and was listed on the City’s website for upcoming bids. Subsequently 48 sets of plans and specifications were provided to contractors, subcontractors, and material suppliers.
A total of eight (8) bids were received and publicly opened on February 7, 2013 as shown on Attachment 4. The bids ranged from the low bid of $982,785 submitted by T.E. Roberts, Inc. to the high bid of $1,235,232.50. The Engineer’s Estimate was $1,180,000.
The bid submitted by T.E. Roberts Inc. was reviewed by the Public Works Department and found to be responsive. The contractor’s license issued to T.E. Roberts, Inc. by the State of California is in order. Representatives of agencies where work has been performed by T.E. Roberts, Inc. have indicated that the work performed was to their satisfaction. In addition, T.E. Roberts, Inc. successfully completed the 2007-2010 Water Main Replacement Project and 2010-2011 Water Main Replacement/Installation Project for the City of Manhattan Beach in 2010 and 2011, respectively. The project was discussed with a representative of the firm and he expressed confidence in his bid and a desire to perform the work.
Additional Construction Work Authority
Authorizing the City Manager to approve additional work in an amount not-to-exceed $82,547 (8.5% of bid due to budget constraints) would expedite the construction on this project. Projects that involve extensive excavation have a higher probability for encountering unforeseen conditions. If the contingency is approved with this construction contract award, staff will report the status of any additional work to City Council at the end of the project.
Environmental Review
The California Environmental Quality Act (CEQA) requires public agencies to document and consider the environmental implications of their actions. This project consists of a minor improvement to the existing water distribution system involving negligible or no expansion of use beyond that previously existing. Based on the scope of work, the project is categorically exempt pursuant to Section 15301, Class 1(b). A Notice of Exemption has been filed with the Los Angeles County Clerk’s office for the project.
Community Meeting
Staff conducted a community information meeting on January 24, 2013 regarding the water project. Staff presented project details to attendees and requested input from residents such that provisions could be included in the contract to mitigate impacts.
Project Schedule
Upon approval of the award of contract, City staff anticipates that construction will start in April 2013 and includes 60 working days for completion. Work would be restricted to non-holiday weekdays.
CONCLUSION:
Staff recommends that the City Council:
1. Authorize the City Manager to award a construction contract in the amount of $982,785 to T.E. Roberts, Inc. for the 2011-12 Water Main Replacement Project, Phase 2 (Area 7 - south Sand Section);
2. Authorize the City Manager to approve additional construction work, if necessary, in an amount not-to-exceed $82,547 (8.5%).
Attachments:
1. Tables 1 and 2 and 3 - Appropriations, Expenditures and Project Extents
2. Map of FY 2011-2012 Water Main Replacement Project - Phase 1
3. Map of FY 2011-2012 Water Main Replacement Project - Phase 2
4. Tabulation of Bid Results
5. Construction Contract Documents (pages 1-13) - Agreement