TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Director of Public Works
Joe Parco, City Engineer
Michael A. Guerrero, Principal Civil Engineer
SUBJECT: Title
Approval of Plans and Specifications for the Sepulveda Boulevard at Marine Avenue Intersection Improvements Project, Award a Construction Contract to Griffith Company ($432,799), and Award a Professional Engineering Services Contract to Wallace & Associates ($49,892) for Construction Inspection Services (Continued from the October 7, 2014, City Council Meeting) (Public Works Director Olmos).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
1. Approve the plans and specifications for the Sepulveda Boulevard at Marine Avenue Intersection Improvements Project;
2. Authorize the City Manager to award a construction contract in the amount of $432,799 to Griffith Company;
3. Authorize the City Manager to approve additional work, if necessary, in an amount not-to-exceed $37,300 (8.6%);
4. Authorize the City Manager to execute a professional engineering services contract with Wallace & Associates in an amount not-to-exceed $49,892 for construction inspection services;
5. Approve a supplemental appropriation in the amount of $55,500 from available Gas Tax Funds.
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FISCAL IMPLICATIONS:
Funding for this project has been appropriated by the City Council in the amounts indicated in Attachment No.1. The original project budget was based on an estimate from 2010. However, delays in obtaining Caltrans approvals to complete the work and requests from Caltrans for additional work associated with the project has increased the amount of funds necessary to complete the work. City staff worked with South Bay Cities Council of Governments and Metropolitan Transportation Authority staff to obtain additional grant funds from the South Bay Measure R Highway Program funds (Metro Grant). The City received approval for an additional amount of $129,500 of Metro Grant funds for a project total of $364,500 of Metro Grant funds. In order to maintain the proportionate amount of local City match funding, a supplemental appropriation in the amount of $55,500 from available Prop. 42 Gas Tax Fund reserves is necessary to completely fund construction of the project.
BACKGROUND:
This project will improve the Level of Service (LOS) of the existing traffic signal and intersection at Sepulveda Boulevard and Marine Avenue by constructing dual left turns on westbound Marine Avenue to southbound Sepulveda Boulevard. Westbound Marine Avenue will be widened by constructing a retaining wall and reconstructing the curb, gutter and sidewalk along the north side of Marine Avenue. The street widening will also require the installation of new traffic signal poles and the relocation of the traffic signal controller at the northeast corner of the intersection.
Sepulveda Boulevard is owned/operated/maintained by Caltrans and requires a Caltrans Encroachment Permit for the proposed improvements along Sepulveda Boulevard. Caltrans has approved the City's request for the Encroachment Permit. However, since Sepulveda Boulevard is a heavily travelled commuter route, Caltrans has directed for City to complete a portion of the work at night (working hours from 9pm to 5am) when the work will require multiple lane closures on Sepulveda Boulevard. Work located on Marine Avenue or located on Sepulveda Boulevard with a single lane closure will be completed during normal construction hours (7:30am to 5pm). The work is expected to start in the first quarter of 2015 based on manufacture and delivery of long-lead material items (traffic signal poles, mast arms).
Plans and Specifications
Plans and specifications for the Sepulveda Boulevard at Marine Avenue Intersection Improvements Project are available for review at the City Clerk's office at City Hall, located at 1400 Highland Avenue.
Environmental Review
The California Environmental Quality Act (CEQA) requires public agencies to document and consider the environmental implications of their actions. Based on the scope of work, the project is categorically exempt pursuant to Section 15301, Class 1(c). A Notice of Exemption has been filed with the Los Angeles County Clerk's office for the project.
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 seven (7) construction industry publications and was listed on the City's website for upcoming bids. Subsequently, 22 sets of plans and specifications were provided to contractors, subcontractors, and material suppliers.
A total of five (5) competitive bids were received and opened on July 23, 2014. The bids ranged from the low bid of $432,799 by Griffith Company to the highest bid of $495,665. Griffith Company's bid was reviewed by the Department of Public Works and found to be responsive. Representatives of agencies where work has been performed by Griffith Company have indicated that the work performed was to their satisfaction. In addition, Griffith Company previously completed the Aviation Boulevard Resurfacing Project (2005), FY 02/05 Street Reconstruction Project (2006), and FY 05/06 Water Main Replacement Project (2006) to the satisfaction of the Public Works Department. 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 Work Authority
Authorizing the City Manager to approve additional work in an amount not-to-exceed $37,300 (8.6% of bid, based on available funding) would expedite the construction on this project. Projects that involve extensive excavation have a higher probability for encountering unforeseen conditions. This project may have additional construction constraints due to the work being located within Caltrans right-of-way and a portion of the work being performed at night. If the contingency is approved with this construction contract award, staff will report the status of any additional work to the City Council at the end of the project.
Construction Inspection/Support Services
Three proposals were received for Construction Inspection/Support Services for the Sepulveda Boulevard at Marine Avenue Intersection Improvements Project. Staff recommends that the contract be awarded to Wallace & Associates due to their familiarity with the site specific requirements of the project, experience managing similar construction projects, and qualifications of project staff proposed. In addition, Wallace & Associates has recently completed construction inspection services on other City capital projects including Marine Avenue Park Synthetic Turf Soccer Field, FY 12/13 Sewer Manhole Rehabilitation Project, and Area 1 Concrete Repairs Project and is currently providing inspection services on the Sepulveda Boulevard Water Main Project. The recommended contract would be in the amount of $49,892 and provides the following services:
· Provide full-time construction observation
· Complete daily and weekly inspection reports
· Maintain contract pay quantity documents/progress payment estimates
· Provide general construction administration (monitor work area safety, traffic/pedestrian safety/detours, storm water pollution prevention)
· Monitor project schedule
· Provide "As-Needed" Geotechnical Services for soils compaction testing
· Maintain project files
· Confirm project final inspection/project close-out
· Maintain Record Drawing information
The recommended contract is for a not-to-exceed amount based on utilizing all 45 working days allowed under the construction contract for construction inspection services. Should the work be completed in fewer days than the construction contract time then actual payment will be based on actual hours worked by the Consultant.
Attachments:
1. Budget and Expenditures
2. Construction Contract (Griffith Company)
3. Construction Inspection Contract (Wallace & Associates)