TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Luis H. Osuna, Senior Civil Engineer
SUBJECT:Title
Resolution No. 18-0152: 1) Awarding a Construction Contract to Calpromax Engineering Inc. for the Safe Routes to School Cycle 3 Pedestrian Safety Improvements Project for $497,602; 2) Authorizing the City Manager to Approve Additional Work, if Necessary, for up to $53,557; 3) Approving the Plans and Specifications for the Safe Routes to School Cycle 3 Pedestrian Safety Improvements Project; and 4) Approving the Re-Appropriation of $140,000 from the Non-Motorized Transportation Project: Rosecrans Ave. Bike Lane (Public Works Director Katsouleas).
a) ADOPT RESOLUTION NO. 18-0152
b) APPROVE FUNDING RE-APPROPRIATION
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 18-0152:
1) Awarding a construction contract to Calpromax Engineering Inc. (Calpromax) for $497,602 and authorizing the City Manager to execute the contract;
2) Authorizing the City Manager to approve additional work, if necessary, for up to $53,557;
3) Approving the plans and specifications for the Safe Routes to School (SRTS) Cycle 3 Pedestrian Safety Improvements Project (Attachment); and
4) Approving the re-appropriation of $140,000 from the Non-Motorized Transportation Project (Rosecrans Ave. Bike Lane) currently budgeted in the Capital Improvements Program (CIP) Fund to complete the Safe Routes to School Cycle 3 Pedestrian Safety Improvements Project.
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FISCAL IMPLICATIONS:
The total construction cost for the project is $497,602 with a contingency amount of $53,557. The proposed funding for the project comes from two budgeted line items: 1) Cycle 3 Safe Routes to School Project, which has $411,159 available for the construction project, and 2) Re-appropriation of $140,000 available in the Non-Motorized Transportation Project (Rosecrans Ave. Bike Lane) to meet the construction cost and contingency amount. Any unused contingency amount will revert to fund balance for future projects. The Rosecrans Bike Lane project will be completed in the future with other funding allocated to pedestrian and transportation improvements. The attached Budget and Expenditures summary report provides the detailed funding plan (Attachment 4).
BACKGROUND:
The City received a $490,600 competitive federal Cycle 3 Safe Routes to School grant to install a variety of pedestrian-related improvements adjacent to or along pedestrian routes for the majority of schools in Manhattan Beach. This grant was in addition to the Cycle 5 and Cycle 10 federal grants the City also received for school-related pedestrian improvements. Cycle 5 and Cycle 10 improvements are currently underway. The proposed improvements for Cycle 3 include (see also Location Map Attachment):
• Red flashing beacons and “STOP” signs
• Speed awareness signs
• High visibility crosswalks
• Enhanced striping
• Curb Bulb-outs
DISCUSSION:
In September 2018, the City received notification to proceed with the proposed improvements from Caltrans, thus allowing the City to start its formal construction bid advertisement process. Shortly thereafter, construction bids were solicited on a competitive basis in accordance with the provisions of the California Public Contract Code. The project was advertised for construction bids in the City’s publisher of record (Beach Reporter), in several construction industry publications, and listed on the City’s website and BidSync (online service that connects vendors, suppliers and contractors to government procurement opportunities). Staff also notified over 60 contractors on the City’s contractor database regarding this project.
A total of three (3) competitive bids were received and opened on October 23, 2018. The bids are summarized below by contractor and bid amount.
Contractor Submitted Base Bid
Calpromax Engineering, Inc. $497,596.73
PTM General engineering $679,727.00
Palp Inc. dba Excel Paving $789,116.20
Public Works staff conducted a review of the apparent lowest bidder’s actual base bid of $497,601.75 (Attachment) and discovered minor arithmetical errors amounting to a $5.02 difference (0.001%) from its submitted bid. After consultation with the City Attorney’s Office, it was determined that the variance shown on Calpromax’s bid packet is an immaterial deviation for the purposes of considering its bid as responsive. Per the specifications, in case of discrepancy between the unit price and the extended amount set forth for the item, the unit price shall prevail (in this case, the higher figure). Staff also reviewed Calpromax’s contractor license and found it to be in order. Additionally, references indicate Calpromax has the knowledge and capability to complete the work in a timely and acceptable manner.
Therefore, staff recommends that City Council: 1) authorize the City Manager to execute a construction contract with Calpromax for $497,602, 2) approve a contingency for additional work, if necessary, for up to $53,557, and 3) approve the re-appropriation of $140,000 from the Non-Motorized Transportation Project (Rosecrans Ave. Bike Lane) to the Safe Routes to School Cycle 3 Pedestrian Safety Improvements Project.
Construction is scheduled to occur between February 2019 and June 2019.
PUBLIC OUTREACH
The grant project application was prepared in consultation with representatives of the School District. Status reports for this project have been presented to the Manhattan Beach Unified School District Board on two separate occasions and to City Council in February 2017. Staff also met with Staff at the School District Superintendent Office as recently as May 2018 to discuss the final plans for this project.
ENVIRONMENTAL REVIEW
Per the Categorical Exemption/Categorical Exclusion Determination Form on file Caltrans’ NEPA Determination per 23 USC 326 is that “The State has determined that this project has no significant impacts on the environment as defined by NEPA, and that there are no unusual circumstances as described in 23 CFR 77.117(b). As such this project is categorically excluded from the requirements to prepare an environmental assessment or environmental impact statement under the National Environmental Policy Act.” This finding has been reaffirmed by the NEPA/CEQA revalidation form received from Caltrans Local Assistance after requesting authorization for construction of this project.
Additionally, on June 2018 staff filed a Notice of Exemption with the County of Los Angeles Clerk’s Office after determining this project qualifies for a Class 1(c) 15301 Categorical Exemption (Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities).
LEGAL REVIEW
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
Attachments:
1. Resolution No. 18-0152
2. Agreement - Calpromax Engineering, Inc.
3. Bid Proposal
4. Budget and Expenditures Summary
5. Location Map
6. Plans and Specifications (Web-Link Provided)