TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Director of Public Works
Steve Finton, City Engineer
SUBJECT:Title
Award a Construction Contract to Vido Samarzich, Inc. in the Amount of $1,059,500 for the Fiscal Year 2012-13 Water Main Replacement and Fire Hydrant Installation Project (Area1, Hill Section; 8th, 9th, 10th, 11th and John Streets; and Highview, Pacific and Poinsettia Avenues); and Award a Professional Engineering Services Contract to Willdan Engineering in the Amount of $90,000 for Construction Inspection Services.
APPROVE
Body
_____________________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council:
a) Authorize the City Manager to award a construction contract in the amount of $1,059,500 to Vido Samarzich, Inc. for the Fiscal Year 2012-13 Water Main Replacement and Fire Hydrant Installation Project (Area1);
b) Authorize the City Manager to approve additional construction work, if necessary, in an amount not-to-exceed $105,950 (10%);
c) Authorize the City Manager to execute a professional engineering services contract with Willdan Engineering in an amount not-to-exceed $90,000 for construction inspection services; and,
d) Authorize the City Manager to approve additional construction inspection work, if necessary, in an amount not-to-exceed $9,000 (10%).
FISCAL IMPLICATIONS:
Water Enterprise Funds in the amount of $1,200,000 were appropriated by City Council through the Fiscal Year 2011-12 and 2012-13 Capital Improvement Plans. An additional appropriation in the amount of $320,000 was approved by City Council on August 7, 2012 bringing total project appropriations to$1,520,000. Anticipated expenditures total to $1,390,490 which will leave an anticipated balance of $129,510 upon completion of the project. Please see Attachment 1, Table 1 for budget and anticipated expenditure details in tabular format.
BACKGROUND:
This project is part of the City's annual water main replacement program. This program replaces old and/or undersized water mains. These main replacements will reduce the risk of main breaks and will enhance fire suppression flows.
As part of the Fiscal Year 2012-2013 Water Main Replacement and Fire Hydrant Installation (Area 1) Project, new 6" and 8" diameter ductile iron pipe would replace 6,350 lineal feet of existing water mains in the streets in the Hill Section of the City shown in Attachment 1, Table 2. All fire hydrants attached to these water mains would be replaced as well. An additional benefit that the project will provide is the elimination of three dead-end water mains. Elimination of these dead-end mains will reduce maintenance efforts required to maintain water quality.
On August 8, 2012, City Council approved the plans and specifications for this project, appropriated additional water enterprise funds in the amount of $320,000 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 seven (7) construction industry publications and was listed on the City's website for upcoming bids. Subsequently 41 sets of plans and specifications were provided to contractors, subcontractors, and material suppliers.
On August 28, 2012, fifteen bids were received and opened. The bids ranged from the low bid submitted by Vido Samarzich, Inc. of $1,059,500 to the high bid of $1,323,400. The Engineer's Estimate was $1,228,550. The full tabulation of bids is provided in Attachment 1, Table 3.
The bid submitted by Vido Samarzich, Inc. bid was reviewed by the Public Works Department and found to be responsive. The contractor's license issued to Vido Samarzich, Inc. by the State of California is in order. Representatives of agencies where work has been performed by Vido Samarzich, Inc. have indicated that the work performed was to their satisfaction. 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 $105,950 (10% of bid) 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.
Construction Engineering/Project Management Services (Willdan Engineering)
Requests for Proposals for Construction Engineering/Project Management Services were issued to five (5) pre-qualified consulting firms. Five Proposals were received. They were from:
1. Bureau Veritas North America, Inc.
2. Harris & Associates
3. Psomas
4. Wallace & Associates
5. Willdan Engineering
The evaluation criteria are as follows:
1. Completeness and understanding of services required.
2. Demonstrated applicable expertise obtained through managing similar projects.
3. Evidence of good organization, management experience and personnel qualifications.
Among the five firms, based on its qualifications and experience, Willdan Engineering presented the most qualified staff for this project at the most competitive price. Willdan Engineering provided exceptional Construction Engineering/Project Management Services for the water main project completed recently in the Sand Section of the City. Willdan Engineering's not-to-exceed fee is $90,000.
The recommended contract is for a not-to-exceed amount based on utilizing all 80 working days allowed under the construction contract. The contract amount was rounded up to $90,000. Should the work be completed in fewer days than the construction contract then actual payment will be based on the actual hours worked by the Consultant. Services provided under the contract are as follows:
-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
-Monitor excavation shoring
-Maintain project files
-Confirm project final inspection/close-out
-Maintain Record Drawing information
Additional Inspection Work Authority
Authorizing the City Manager to approve additional inspection work in an amount not-to-exceed $9,000 (10% of recommended inspection contract) would assure that uninterrupted and consistent inspection services would be performed on the project. Additional inspection services would be required if construction takes longer to complete than anticipated.
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 2(c). A Notice of Exemption has been filed with the Los Angeles County Clerk's office for the project.
Community Meeting
Staff conducted a community meeting on August 9, 2012 regarding the project. Staff presented project details to attendees and requested input from residents such that provisions could be included in the contract to mitigate impacts. Concerns raised by residents were limited to parking impacts. Staff will take measures to mitigate parking impacts to the maximum extent practicable.
Project Schedule
Upon approval of the award of contract, City staff anticipates that construction will start in early Late October 2012 and includes 80 working days for completion.
Attachments:
1. Budget, Anticipated Expenditure and Bid Results
2. Map of Area 1, Hill Section; 8th, 9th, 10th, 11th and John Streets; and Highview, Pacific and Poinsettia Avenues
3. Construction Contract with Vido Samarzich, Inc.
4. Professional Engineering Services Agreement with Willdan Engineering