TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Director of Public Works
Juan Price, Maintenance Superintendent
SUBJECT:Title
Approval of Plans and Specifications and Award of Section 2 Concrete Repair and Miscellaneous Slurry Project to Nobest, Inc. in the amount of $1,119,790.80 (Public Works Director Olmos).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
a) Approve the Plans and Specifications of Section 2 Concrete Repair and Miscellaneous Slurry Project.
b) Authorize the City Manager to execute a contract in the amount of $1,119,790.80 with Nobest, Inc. for Section 2 Concrete Repair and Miscellaneous Slurry Project and,
c) Authorize the City Manager to approve additional work in an amount not-to-exceed $111,979 (10%).
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FISCAL IMPLICATIONS:
Sufficient funds are available for this project in the approved Proposition 42 Gas Tax funded portion of the Capital Improvement Budget and the Public Works Operating Budget (School Maintenance, Account 100-18-043-5101).
BACKGROUND:
This project is part of the City's ongoing concrete repair and maintenance program. This annual program removes and replaces damaged or displaced concrete sidewalks, curbs, gutters and drive approaches in the City right-of-way to eliminate trip hazards and to mitigate gutter ponding. Installation of ADA access ramps at select locations are also part of the program. Work under the program is performed through a competitively bid contract.
Concrete repairs (primarily curb, gutters, sidewalks and concrete drainage swales) are coordinated with established slurry seal maintenance districts. The goal is to provide a programmed approach to street maintenance in which street repairs, slurry sealing, sidewalk repairs, and traffic markings are completed within the same year and in the corresponding district. Completion of this particular project (Section 2) completes one seven-year concrete repair cycle. In addition, since the concrete work in Section 2 includes streets near Mira Costa High School, it was decided to include slurry seal of these streets in this contract in order to minimize impacts and complete the improvements while students are on summer break. The remainder of the slurry seal will occur upon completion of several water and sewer line projects that are within the Section 2 and 3 repair areas in 2015.
The City is responsible for all concrete improvements within the right-of-way except sidewalks and drive approaches which are the responsibility of adjacent property owners. The City's Municipal Code assigns the responsibility for repairing sidewalks and driveways to adjacent property owners (Chapter 7.12.010 -7.12.030). The competitively bid contract ensures residents who must effect repairs to the sidewalks adjoining their properties receive the best possible value. Work completed under this contract which is adjacent to private property will be billed to the property owner and the funds reimbursed to the Prop. 42 Gas Tax Fund.
Additionally, as part of the Master Agreement between the Manhattan Beach Unified School District (MBUSD) and the City of Manhattan Beach, the City is obligated to seal coat all school playgrounds and parking lots. This contract also includes this work. The school sites themselves also have an extremely abbreviated summertime window in which work can be performed. This project contains work at the following school locations:
- Pacific School
- Pennekamp School
- Grandview Elementary School
- Robinson Elementary School
- Meadows Elementary School
- Manhattan Beach Middle School
The work at school sites consists of crack sealing, seal coating, slurry application, and restriping of all courts and parking lots. The project also includes the resurfacing of 6 paddle tennis courts at the Manhattan Beach Middle School site. In discussions with school district staff, all work must be completed by August 15, 2014 to avoid disruption and conflicts at the start of the fall school semester.
Staff has included concrete work valued at approximately $331,000 in the recommended contract that would be reimbursed to the City by property owners as sanctioned by Manhattan Beach Municipal Code Chapter 712.010-7.12.030. Funds to cover this portion of the project plus the corresponding portion of the 10% contingency have been included in the budget and will be refunded to the Gas Tax unreserved fund balance upon payment by the property owners.
Notification of Property Owners
Staff notified all affected property owners in late March of 2014 of the impending concrete repair project and their responsibility to repair the sidewalk and driveway through a notice describing the program and the competitive bidding process (Attachment 2). Property owners will receive another notice following award of the contract providing them with final pricing and scheduling information. At that time, property owners have the option of accepting the contract pricing and reimbursing the City for the work or hiring their own contractor to complete the repairs through a City right-of-way permit.
Environmental Review
In accordance with the California Environmental Quality Act (CEQA) of 1970, this project is Categorically Exempt (Section 15301, Class 1(c)). A Notice of Exemption has been filed with the County Clerk's office.
DISCUSSION:
Construction Bid Proposals
This project was advertised for bids in the Beach Reporter, the City's publisher of record and several standard construction industry publications, including the Dodge Green Sheet, Reed Construction Data, and Associated General Contractors of America. Subsequently, 15 sets of plans and specifications were provided to contractors, subcontractors and material suppliers. A total of two bids were received and opened on April 23, 2013, as detailed below:
- Kalban Inc. $1,273,763.99
- Nobest Inc. $1,119,790.80
Nobest, Inc.'s bid was reviewed by the Public Works Department and found to be responsive. Staff reviewed Nobest, Inc.'s contractor's license and found it to be in order. Additionally, references indicate Nobest, Inc.'s has the knowledge and capability to complete the work in a timely and acceptable manner.
Authorization of Additional Work
It is recommended that the City Manager be authorized to approve change orders in an amount not-to-exceed $111,979 (10% of contract cost) to complete unforeseen additional work. Doing so would expedite completion of the project. A report of any additional work can be provided to the City Council at the end of the project
Construction Schedule
It is estimated that construction will begin July 21, 2013 and be complete within 45 working days. The work areas adjacent to and within the school sites themselves are scheduled to be completed on or before August 15, 2014. The schedule allows time for the concrete construction, slurry seal and pavement striping work.
CONCLUSION:
Due to the City's obligation to complete certain work on school sites prior to the expiration of the current Master Agreement with the MBUSD and the abbreviated timelines associated with summertime work, staff recommends that the City Council award Section 2 Concrete Repair and Miscellaneous Slurry Project to Nobest, Inc.
Attachments:
1. Revenue and Expenditure Table
2. Notice to Property Owners
3. Project Area Map- Area 2
4. Mira Costa Slurry Area Map
5. Contract - Section 2 Concrete Repair