TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Tim Birthisel, Senior Civil Engineer
SUBJECT:Title
Consideration of Accepting as Complete the Cycle 1 Water Infrastructure Improvement Project (Public Works Director Lee).
A) ACCEPT
B) APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Formally accept as complete the Cycle 1 Water Infrastructure Improvement Project constructed by Stephen Doreck Equipment Rentals, Inc.;
2. Authorize the filing of the Notice of Completion with the County Recorder; and
3. Approve the release of retention for $108,461.24 to Stephen Doreck Equipment Rentals, Inc.
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FISCAL IMPLICATIONS:
The construction agreement between the City and Stephen Doreck Equipment Rentals, Inc. for the Cycle 1 Water Infrastructure Improvement Project was approved for a total not to exceed amount of $2,431,532.30. The contractor has completed its portion of the project for a total cost of $2,169,224.80 and is now requesting formal acceptance of its work on the project. Subsequent to acceptance of the work and filing of the Notice of Completion, the retention amount of $108,461.24 will be released to the contractor. Any remaining funds will be returned to the Gas Tax and Water Fund, as appropriate.
BACKGROUND:
On September 21, 2021, the City Council awarded a construction agreement to Stephen Doreck Equipment Rentals, Inc., as the successful lowest bidder, for $2,210,484.30 for the Cycle 1 Water Infrastructure Improvement Project. City Council also authorized the City Manager to approve additional work for up to $221,048.
The City operates and maintains an extensive domestic water distribution system, including approximately 140 miles of water pipelines. In evaluating the condition of the water system, staff references the Water Master Plan which provides data such as age, capacity demands, and maintenance needs. The Plan also identifies the highest priority deficiencies for repair or replacement.
The purpose of the City’s Annual Water Infrastructure Improvement Program is to repair portions of the system including segments having deficient fire flow capacity due to pipe size and locations having severe operations and maintenance issues. Addressing pipe size and operational deficiencies will resolve issues relating to fire flow and residual pressure, which minimizes potential for negative impacts to public health and the environment. Operational improvements include valve additions which allow for more isolated main shutdowns during emergency repairs and minimize the number of residents impacted by main breaks.
DISCUSSION:
Stephen Doreck Equipment Rentals, Inc. was issued a Notice to Proceed on November 18, 2021. Work onsite began in June 2022 and was substantially completed on July 26, 2023. Work performed during this cycle of repairs consisted of excavation, installation of over 3,200 linear feet of 6-inch and 8-inch diameter ductile iron pipe, installation of 19 valves, curb to curb pavement rehabilitation, required Americans with Disabilities Act (ADA) compliant curb ramp replacements, and all appurtenant work as shown on the plans and delineated in the specifications. Street segments within the project area were resurfaced for the entire width of the roadway at the following six locations:
1. 12th St from Meadows Ave to Peck Ave (including street resurfacing)
2. 23rd St from Redondo Ave to Herrin Ave (including street resurfacing)
3. Manhattan Beach Blvd from Pacific Ave to Sepulveda Blvd
4. 17th St from Meadows Ave to Rowell Ave (including street resurfacing)
5. 22nd St from Redondo Ave to Herrin Ave (including street resurfacing)
6. Herrin Ave from 22nd St to 23rd St (including street resurfacing)
Two change orders were executed by Stephen Doreck Equipment Rentals, Inc. to include the following changes to the contract’s work:
1. Substitution of insertion valves for cut-in-valves on Manhattan Beach Blvd., and
2. Wastewater repairs at Polliwog Park, miscellaneous time and materials (T&M) work relating to meter service conflicts, required material substitution, and adjustment of final quantities.
Change Order No. 1 reduced the $2,210,484.30 contract amount by $15,396.03, and Change Order No. 2 increased the contract amount by $131,171.53. Due to a reduction in required final quantities, the contractor completed all contract and change order work for a total cost of $2,169,224.80 and is now requesting formal acceptance of the project. The retention amount of $108,461.24 will be released 35 days after the recording of the Notice of Completion with the County Recorder. All work inspected by the Public Works Department has been found to be of good quality and in conformance with the plans and specifications.
Cycle 1 Water Infrastructure Improvement Project
$2,210,484.30 Original Contract for Cycle 1 Water Infrastructure Improvement Project
+$221,048.00 Available Contingency
$2,431,532.30 Total Available Budget
$2,053,449.30 Contracted Work Completed
-$15,396.03 Change Order #1: Extra Emergency Work and Quantity Adjustments
+$131,171.53 Change Order #2: Polliwog Sewer Repair and Quantity Adjustments
$2,169,224.80 Total Contract Work and Change Orders
$2,431,532.30 Total Available Budget
$2,169,224.80 Total Contract Work and Change Orders #1 & 2
$262,307.50 Total Remaining Budget
PUBLIC OUTREACH:
The businesses, residences, and Meadows Elementary School that were impacted by this project were provided advance notices including dates, times of construction, and contact information for the contractor’s project manager.
ENVIRONMENTAL REVIEW:
The City reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA). At the time of award, the City Council determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1(d) (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines. A Notice of Exemption was filed with the Los Angeles County Clerk’s Office for the Project, and no further environmental review is necessary for this action.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Location Map