TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Marzena Laskowska, Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Awarding a Construction Agreement to FS Contractors, Inc. for the Rowell Avenue Sidewalk Gap Closure Between 1st Street and Curtis Avenue Project for $602,767 Including Contingency; and a Determination Pursuant to the California Environmental Quality Act that the Project is Categorically Exempt Pursuant to Section 15301(c) of the State CEQA Guidelines (Public Works Director Lee).
ADOPT RESOLUTION NO. 23-0022
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
1. Adopt Resolution No. 23-0022:
a. Awarding Construction Agreement to FS Contractors, Inc. for the Rowell Avenue Sidewalk Gap Closure Between 1st Street and Curtis Avenue Project (“Rowell Sidewalk Gap Project”) for $547,970;
b. Authorizing the City Manager to execute the agreement and authorizing the City Manager and/or his or her designee to approve extra work up to $54,797;
c. Approving the Plans and Specifications for the Project; and
2. Determine that pursuant to CEQA, the project is categorically exempt pursuant to State CEQA Guidelines Section 15301(c).
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FISCAL IMPLICATIONS:
The Rowell Sidewalk Gap Project is included in the City’s Capital Improvement Plan (CIP) with a project budget of $840,000 in the Measure M Fund. The construction agreement under consideration with FS Contractors, Inc. is for $547,970 with a $54,797 contingency for a total amount not to exceed $602,767.
The project expenditure details, which include previously expended funds for design, bidding and the upcoming construction/inspection phase, are provided in the attached Budget and Expenditure summary report. There are no additional fiscal implications at this time.
BACKGROUND:
In December 2021, the City executed a design services contract for the Rowell Sidewalk Gap Project and began the design process for sidewalk improvements, including Americans with Disabilities Act (ADA) ramps, on both sides of Rowell Avenue between 1st Street and Curtis Avenue in front of Pennekamp Elementary School. The design was completed in December 2022.
On December 6, 2022, the City Council adopted Resolution No. 22-0159 accepting a Public Street, Utility, Sidewalk, and Driveway Easement from the Manhattan Unified Schooled District (MBUSD) at 110 S. Rowell Avenue at the frontage of Pennekamp Elementary School and authorized the City Manager to execute the attached grant of easement and agreement with MBUSD. The grant of easement and agreement was executed and notarized on January 9, 2023, and filed with County Recorder on January 12, 2023. This agreement covers the easement as described in Exhibit “A” and depicted on Exhibit “B” for the sole purpose of constructing, improving, and maintaining a public street, utilities, sidewalks, and driveways.
As planned, this project will connect Rowell Avenue from 1st Street to Curtis Avenue at the frontage of Pennekamp Elementary School by installing 290 linear feet of new sidewalk that will provide an accessible pathway at the frontage of the school. The major components of the project include:
• Installation of new curb ramps and reconstruction of existing curb ramps within the adjoining path of travel to meet current ADA standards
• Reconstruction of driveways
• Miscellaneous curb and gutter replacement
• Removal and replacement of existing trees in the proposed sidewalk path
• Irrigation and landscape restoration along proposed sidewalk path
• Relocation and replacement of signage
• Removal and replacement of crosswalk
Construction is anticipated to be performed during the 2023 MBUSD Summer School Break.
DISCUSSION:
Construction Bids
Bids for the Rowell Sidewalk Gap Project were solicited on a competitive basis in accordance with the provisions of the California Public Contract Code in January 2023. The Project was advertised in The Beach Reporter, on the City of Manhattan Beach Public Works Department Bid Opportunities webpage, and on the City’s Bid Portal with PlanetBids (an online service that connects vendors, suppliers, and contractors to government procurement opportunities). In addition, to allow for adequate examination of the project site prior to bidding, staff conducted an onsite pre-bid meeting for contractors, material suppliers, and interested parties.
Three bids were received on January 31, 2023. The bids (inclusive of the base bid and one additive bid item) ranged from a low bid of $547,970 to the highest bid of $808,690 as follows:
Contractor Total Bid Amount
FS Contractors, Inc. $ 547,970
Gentry General Engineering, Inc. $ 628,547
CT&T Concrete Paving, Inc. $ 808,690
All bid packets were analyzed for arithmetical errors, completeness, accuracy, etc. FS Contractors, Inc.’s bid was reviewed by staff and found to be responsive. Representatives of agencies where work has been performed by FS Contractors, Inc. have indicated that the work performed was comparable to the Rowell Sidewalk Gap Project scope of work and to their satisfaction. The current project was discussed with representatives of the firm, and they expressed confidence in their bid and a desire to perform the work in a timely and acceptable manner.
The total bid amount includes the base bid plus all additive bids. The base bid scope of work includes the sidewalk, driveways, curb & gutter, signage, landscape, ADA ramps, and other incidental work. Additive Bid “A” includes disposal of asbestos pavement fabric if encountered (note preliminary findings showed negative for asbestos). The low bid amount includes:
Bid Schedule Bid Amount
Base Bid (Sidewalk, driveways, signs, & landscape) $ 540,870
Additive Bid “A” (Dispose Asbestos Pavement Fabric) $ 7,100
Given the low bid received and the anticipated additional project expenses identified in the attached Budget and Expenditures summary report, staff is recommending an award of contract for the base bid and additive bid “A” scope of work.
Staff recommends that the City Council award a Construction Agreement to FS Contractors, Inc. for $547,940 and that the City Manager and/or his or her designee be authorized to approve change orders up to $54,794 (10% of construction contract cost) for additional work.
The Notice to Proceed to fulfill preconstruction requirements and order materials will be issued as soon as the Council-approved award package is finalized. Construction is anticipated to be performed during the 2023 MBUSD Summer School Break, starting no sooner than June 19, 2023 and ending no later than August 18, 2023. Allowable construction hours will be from 7:30 AM to 4:30 PM, Monday through Friday.
PUBLIC OUTREACH:
The Project has been developed based on direct requests for improvements from the school district, school administrators, the Parent Teachers Association, and other families.
Once the project progresses to the construction phase, public outreach will include construction update notices, special event coordination, electronic message boards, media coordination, traffic alerts, and updates on the City website
ENVIRONMENTAL REVIEW:
The proposed project was evaluated for compliance with the California Environmental Quality Act (CEQA), and a determination was made that the project qualifies for a Categorical Exemption pursuant to Section 15301(c) of the State CEQA Guidelines (the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use; including existing highways, streets, or sidewalks). There are no features that distinguish this project from others in the exempt class; therefore, there are no unusual circumstances.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 23-0022
2. Agreement - FS Contractors, Inc.
3. Bid Proposal
4. Plans and Specifications (Web-Link Provided)
5. Budget and Expenditures Summary
6. Location Map
7. Grant of Easement and Agreement - 110 S. Rowell (MBUSD)