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 Resolutions Awarding a Construction Agreement to Clarke Contracting Corporation for the Santa Monica Bay Stormwater Total Maximum Daily Load Trash Treatment Project for $3,547,500, Including Contingency, Funded in Part with Integrated Regional Water Management Grant and Measure W Funding; Approving a Professional Services Agreement with KOA Engineering for $380,076 for Construction Management and Inspection Services; Approving a Maintenance Service Agreement with Los Angeles County; and Adoption of a Determination of Exemption Pursuant to Section 15301(c) of the State CEQA Guidelines (Public Works Director Lee).
(Estimated Time: 10 Mins.)
A) ADOPT RESOLUTION NOS. 24-0013, 24-0014, 24-0015, AND 24-0016
B) MAKE DETERMINATION OF EXEMPTION PURSUANT TO CEQA
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
A. Adopt Resolution No. 24-0013:
1. Awarding a construction agreement to Clarke Contracting Corporation for the Santa Monica Bay Stormwater Total Maximum Daily Load (TMDL) Trash Treatment Project (Project) for $3,225,000;
2. Approving the Plans and Specifications for the Project; and
3. Authorizing the City Manager and/or his or her designee to execute the agreement and approve additional work up to $322,500.
B. Adopt Resolution No. 24-0014:
1. Approving a professional services agreement with KOA Engineering for $380,076 for construction management and inspection services; and
2. Authorizing the City Manager and/or his or her designee to execute the agreement.
C. Adopt Resolution No. 24-0015:
1. Approving a Maintenance Service Agreement with Los Angeles County Flood Control District (LACFCD) for the maintenance of Trash Excluder Devices;
2. Authorizing the City Manager and/or his or her designee to provide all necessary assurances, certifications, and commitments in connection with the attached LA County Maintenance Service Agreements, including executing a maintenance agreement and any amendments thereto.
3. Authorizing the City Manager and/or his or her designee to act on behalf of the City in fulfilling the City's obligations under the LA County Flood Control Trash Excluder and Use and Maintenance Agreements, including certifying regulatory compliance activities.
D. Adopt Resolution No. 24-0016:
1. Approving a Maintenance Service Agreement with Los Angeles County Flood Control District (LACFCD) for the maintenance of Hydrodynamic Separators;
2. Authorizing the City Manager and/or his or her designee to provide all necessary assurances, certifications, and commitments in connection with the attached LA County Maintenance Service Agreements, including executing a maintenance agreement and any amendments thereto.
3. Authorizing the City Manager and/or his or her designee to act on behalf of the City in fulfilling the City's obligations under the LA County Flood Control Trash Excluder and Use and Maintenance Agreements, including certifying regulatory compliance activities.
E. Determine that pursuant to CEQA, the project is categorically exempt pursuant to State CEQA Guidelines Section 15301(c).
FISCAL IMPLICATIONS:
The construction agreement with Clarke Contracting Corporation is for $3,225,000 with a $322,500 contingency for a total amount not to exceed $3,547,500. The professional services agreement with KOA Engineering is for $380,076 for construction management and inspection services.
Sufficient funding exists through reallocation from two projects in the Stormwater Fund. Any unused funds will revert back to the Measure W or Stormwater Fund, as appropriate, for future projects. A Budget and Expenditure Summary Report is attached.
Additionally, the City submitted this project to the Los Angeles County Flood Control District for consideration of Greater Los Angeles County Integrated Regional Water Management funding in February 2022. In November 2022, the City was notified that the project was selected for $530,000 in Prop 1 Round 2 Implementation Grant funding. Upon receipt and execution of grant funding documents, the City will be reimbursed for up to $530,000 in eligible expenditures related to this project.
BACKGROUND:
The cities of Manhattan Beach, Hermosa Beach, Redondo Beach, Torrance and the Los Angeles County Flood Control District have jointly developed an Enhanced Watershed Management Program (the Beach Cities EWMP) as part of compliance with the 2012 Los Angeles Regional Water Quality Control Board Storm Water Permit (LA MS4 Permit). The Beach Cities EWMP identified capital improvement projects that would minimize wet weather discharges and eliminate dry weather discharges into Santa Monica Bay, with the goal of reducing pollutants entering the Bay and meeting the water quality-based effluent (outflow) limitations.
Because storm water runoff from Manhattan Beach discharges via the municipal separate storm sewer system (MS4) to the Santa Monica Bay, the City is identified as a responsible jurisdiction subject to the Santa Monica Bay Trash TMDL. As outlined in the City’s approved Trash Monitoring and Reporting Plan, the City plans to meet the final compliance milestones in the Santa Monica Bay Trash TMDL by installing full capture devices to address 100% of the storm drainage system tributary to Santa Monica Bay within its jurisdiction.
The Santa Monica Bay Stormwater TMDL Trash Treatment Project is a high priority project that will significantly reduce contaminated runoff into Santa Monica Bay Manhattan Beach. The Project serves to close the gap in the City’s discharge compliance requirements for approximately 40% of the City’s watershed, with remaining areas being captured either by existing devices or by the upcoming 28th Street Stormwater Infiltration Project. The scope of work involves two phases. The first phase involves excavation, shoring, and installation of hydrodynamic trash separator units at the first 6 locations noted below.
1. 1st Street from Ocean Drive to The Strand;
2. 14th Street from Ocean Drive to The Strand;
3. 24th Street from Ocean Drive to The Strand;
4. 27th Street from Ocean Drive to The Strand;
5. 32nd Street from Ocean Drive to The Strand; and
6. 39th Street from The Strand to the Marvin Braude Bike Trail.
The second phase involves the installation of trash screening devices in existing catch basins throughout the City requiring no excavation and minimal impacts to the local residents. Installation of Connector Pipe Screens (CPS) and related screening devices on existing catch basins at:
• Intersection of Aviation Boulevard and Artesia Avenue;
• 16th Place and 18th Street from Highland Avenue to The Strand;
• 21St Street and Ocean Drive;
• 28th Street and Ocean Drive; and
• 41st Street, 43rd Street, and 44th Street between Highland Avenue and The Strand.
It is crucial to note that parking will be temporarily impacted during the construction phases. Residents will be noticed in advance of any parking restrictions and should anticipate reduced parking availability in these areas and plan accordingly.
DISCUSSION:
Construction Work
The Project was advertised for bid on January 4, 2024 in the City’s publisher of record (The Beach Reporter) and was listed on the City’s website and Planetbids (an online service that connects vendors, suppliers and contractors to government procurement opportunities). The project was advertised under the title Santa Monica Bay Total Maximum Daily Load High-Flow Capacity Trash Treatment Control Device Project. One bid was received and opened on January 24, 2024.
|
Contractor |
Calculated Total Bid Amount |
|
Clarke Contracting Corporation |
$3,225,000 |
The bid package was analyzed for arithmetical errors, completeness, accuracy, etc. Staff reviewed the bid, contractor’s license, and references for the apparent low bidder, Clarke Contracting Corporation. Staff review determined the bid and license were in order. References indicate that Clarke Contracting Corporation has the knowledge and capability to complete the work in accordance with the plans and specifications.
Therefore, staff recommends that the City Council award a construction agreement to Clarke Contracting Corporation for $3,225,000 and that the City Manager and/or his or her designee be authorized to approve change orders for up to $322,500 for additional work resulting from unforeseen conditions and utility interferences. The work is estimated to be completed in approximately 12 months once it commences in early 2024.
Construction Management and Inspection Services
During the engineering design phase of the Project, staff issued a Request for Proposals on October 30, 2023 for construction management and inspection services for the Project. A total of six proposals were received on November 29, 2023. Proposals were evaluated and ranked by an evaluation committee of City staff according to the following selection criteria:
• Demonstrated understanding of the scope of services
• Key personnel qualifications and experience with similar projects
• Project management methods and quality control/assurance
Based on the selection criteria, KOA Engineering provided a very responsive proposal. The assigned staff has excellent experience on similar projects, identified and understands the key project issues, and proposed an appropriate level of staffing for the size and complexity of the project. The scope of work and methodology were clearly outlined to oversee the project in a timely manner. Therefore, staff recommends that City Council award a professional services agreement for $380,076 to KOA Engineering for the project.
PUBLIC OUTREACH:
The Project was presented to the Parking and Public Improvements Commission on October 26, 2023. Additionally, a public outreach meeting with stakeholders was held on January 30, 2024 in Council Chambers to present the project design and discuss the benefits to the community and construction impacts. Notice of this meeting was sent to all properties within 500 feet of the Project’s locations.
Area residents will continue to be updated with information posted on the City’s website. Once the construction phase begins, public outreach will include an initial project construction notice mailed to nearby residents and periodic updates at construction milestones 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 qualified 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. 24-0013
2. Agreement - Clarke Contracting Corporation
3. Plans and Specifications (Web-Link Provided)
4. Resolution No. 24-0014
5. Agreement - KOA Engineering
6. Resolution No. 24-0015
7. Agreement - LACFCD (Trash Excluder)
8. Resolution No. 24-0016
9. Agreement - LACFCD (Hydrodynamic Separators)
10. Budget Expenditure Summary Report
11. Location Map
12. PowerPoint Presentation