TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Gilbert Gamboa, Senior Civil Engineer
SUBJECT:Title
Award of Construction Contract to Miramontes Construction Company, Inc. ($171,124) for the 2012-2015 Rehabilitation of Sewer Manholes Project; Approve an Agreement with Wallace & Associates Consulting, Inc. ($48,824) for Construction Management and Inspection Services; and Appropriation of $50,000 from Wastewater Capital Reserves.
APPROVE, APPROPRIATE
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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 $171,124 to Miramontes Construction Company, Inc. for the 2012-2015 Rehabilitation of Sewer Manholes Project;
2. Authorize the City Manager to approve additional construction work, if necessary, in an amount not-to-exceed $17,000 (10%);
3. Authorize the City Manager to execute a professional engineering services contract with Wallace & Associates Consulting, Inc. in an amount not-to-exceed $48,824 for construction management and inspection services;
4. Authorize the City Manager to approve additional construction inspection work, if necessary, in an amount not-to-exceed $5,000; and,
5. Appropriate $50,000 from Wastewater Capital Reserves.
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FISCAL IMPLICATIONS:
Sewer enterprise funds in the amount of $250,000 have been appropriated by City Council for this project through the Fiscal Year 2011-12 and Fiscal Year 2012-13 Capital Improvement Budget. Total expenditures are anticipated to be $298,469 leaving an anticipated balance shortfall in the amount of $48,469. An appropriation of $50,000 from Wastewater Capital Reserves is required and is available at this time. A summary of appropriations and anticipated expenditures in tabular format is provided in Attachment 1, Table 1.
BACKGROUND:
The City's sanitary sewer collection system consists of 81.6 miles underground pipelines accessed by 2031 manholes. Manholes are vertical maintenance access shafts reaching from ground level down to the underground sewer pipes. They are usually located in streets; however, a small number are located in parks or in easements through private properties. Manholes are constructed of concrete or brick and can deteriorate over the years due to vehicle loading, corrosive sewer gases and/or other causes.
In 2008 and 2009, 1075 (53%) of the City's 2031 manholes were inspected. The inspections identified that one manhole required replacement, 24 manholes required rehabilitation and 35 manhole frames and covers needed to be replaced.
The 2012-2015 Rehabilitation of Sewer Manholes Project includes the rehabilitation, repair and/or replacement work on 59 manholes. One (1) manhole will be removed and replaced. Two (2) manholes will have manhole frames and covers replaced. Eight (8) manholes will have concrete flow channels repaired. Sixteen (16) manholes will be lined with a long-lasting, spray-on interior lining and thirty-three (33) manhole frames and covers will be replaced on manholes located on Sepulveda Blvd.
On April 17, 2012, City Council approved an agreement for design services with consulting engineering firm Psomas in the amount of $47,601 to prepare plans and specifications for the sewer manholes project. On January 15, 2013, City Council approved the plans and specifications for the project and authorized the City Manager to solicit construction bids.
DISCUSSION:
The project consists of Construction and Construction Engineering/Project Management Services as follows:
Construction
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 eleven (11) sets of plans and specifications were provided to contractors, subcontractors, and material suppliers.
A total of two (2) bids were received and publicly opened on February 20, 2013 as shown on Attachment 1, Table 2. The bids ranged from the low bid of $171,124 submitted by Miramontes Construction Company, Inc. to the high bid of $195,724. The Engineer's Estimate was $160,000.
The bid submitted by Miramontes Construction Company, Inc. was reviewed by the Public Works Department and found to be responsive. The contractor's license issued to Miramontes Construction Company, Inc. by the State of California is in order. Representatives of agencies where work has been performed by Miramontes Construction Company, 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 $17,000 (10%) would expedite the construction on this project. Projects that involve extensive repair to existing utility substructures 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 wastewater (sewer) 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 8, 2013 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.
Project Schedule
Upon approval of the award of contract, City staff anticipates that construction will start in June 2013 and includes 90 working days for completion. Work would be restricted to non-holiday weekdays.
Construction Engineering/Project Management Services (Wallace & Associates)
Requests for Proposals for Construction Engineering/Project Management Services were issued to three pre-qualified consulting firms. Three Proposals were received from:
1. KOA Corporation/CBM Consulting, Inc.
2. Wallace & Associates
3. 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 three firms, based on its qualifications and experience, Wallace & Associates was selected for this project. Wallace & Associates not-to-exceed fee is $48,824.
The recommended contract is for a not-to-exceed amount based on utilizing 60 working days. The contract will provide construction management and inspection for the project. 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 would be as follows:
1. Provide full-time construction observation
2. Complete daily and weekly inspection reports
3. Maintain contract pay quantity documents/progress payment estimates
4. Provide general construction administration (monitor work area safety, traffic/pedestrian safety/detours, stormwater pollution prevention)
5. Monitor project schedule
6. Monitor excavation shoring
7. Maintain project files
8. Confirm project final inspection/close-out
9. Maintain Record Drawing information
Additional Inspection Work Authority
Authorizing the City Manager to approve additional inspection work in an amount not-to-exceed $5,000 (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.
CONCLUSION:
Staff recommends that the City Council:
1. Authorize the City Manager to award a construction contract in the amount of $171,124 to Miramontes Construction Company, Inc. for the 2012-2015 Rehabilitation of Sewer Manholes Project;
2. Authorize the City Manager to approve additional construction work, if necessary, in an amount not-to-exceed $17,000 (10%);
3. Authorize the City Manager to execute a professional engineering services contract with Wallace & Associates Consulting, Inc. in an amount not-to-exceed $48,824 for construction management and inspection services;
4. Authorize the City Manager to approve additional construction inspection work, if necessary, in an amount not-to-exceed $5,000; and,
5. Appropriate $50,000 from Wastewater Capital Reserves.
Attachments:
1. Tables 1 and 2 - Appropriations, Expenditures and Bid Results
2. Map of 2012-2015 Rehabilitation of Sewer Manholes Project
3. Construction Contract Documents (pages 1-13) - Agreement (Miramontes)
4. Professional Services Agreement (Wallace & Associates)