TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Steve Finton, City Engineer
SUBJECT:Title
Award of Construction Contract to Ramona, Inc. ($307,830) for the FY2012-2013 Gravity Sewer Main Rehabilitation Project Including Sewer Spot Repairs at 34 locations in Areas 1, 2, and 3 (bounded by Manhattan Beach Boulevard, Ardmore Avenue, Aviation Boulevard and the Southerly City Limit) and Sewer Main Replacement in 11th Place from Ardmore Avenue to Highview Avenue; and Approve an Agreement with Willdan Engineering ($105,888) for Construction Inspection Services.
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Authorize the City Manager to award a construction contract to Ramona Inc. in the amount of $307,830 for the Fiscal Year 2012-13 Gravity Sewer Main Rehabilitation Project;
2. Authorize the City Manager to approve additional construction work, if necessary, in an amount not-to-exceed $30,783 (10%);
3. Authorize the City Manager to execute a professional engineering services contract with Willdan Engineering in an amount not-to-exceed $105,888 for construction inspection services; and,
4. Authorize the City Manager to approve additional construction inspection work, if necessary, in an amount not-to-exceed $10,588 (10%).
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FISCAL IMPLICATIONS:
Sewer Enterprise funds in the amount of $900,000 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 $584,827 leaving an anticipated balance of appropriations in the amount of $315,173. A summary of appropriations and anticipated expenditures in tabular format is provided in Attachment 1, Tables 1 and 2.
BACKGROUND:
City Council has committed to an accelerated infrastructure investment program. Increases in sewer rates have generated funding needed to make the important infrastructure improvements. In 2008 and 2009, 53% of the City's 81.6 miles of sanitary sewer mains were inspected using closed circuit television. In 2010, an additional 22.8% were inspected. These closed circuit television inspections allow staff to pinpoint problems in sewer mains such that spot repairs can be performed in lieu of full pipeline replacement. The project will include sewer main spot repairs at 34 locations in the Hill and southeast areas of the City and full main replacement of the segment of the sewer main in 11th Place from Ardmore Avenue to 250 feet east (Attachment 2).
On April 17, 2012, City Council awarded a contract to VA Consulting in the amount of $64,982 to prepare plans and specifications for this project. On December 4, 2012, City Council approved the plans and specifications for this project and authorized staff to solicit construction bids.
DISCUSSION:
Scope of Work
Work under the proposed contract will include sewer main spot repairs at 34 locations. Spot repairs consist of digging down to the deteriorated sewer main, replacing broken segments of pipe then backfilling and restoring surface improvements. This work can be completed in two to five days depending on the depth of the sewer to be repaired. This method was used successfully on the Fiscal Year 2010-11 in the Tree and Sand Section of the City. The project will also include one full line replacement on 11th Place from Ardmore Avenue to 250' east. This work will include removal of the existing main between manholes and replacement with a new sewer main.
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.
On January 24, 2013, eight bids were received and opened. The bids ranged from the low bid submitted by Ramona Inc. ($307,830) to the high bid of $643,767. The Engineer's Estimate was $340,000. The full tabulation of bids is provided in Attachment 1, Table 3.
The bid submitted by Ramona Inc. was reviewed by the Public Works Department and found to be responsive. The contractor's license issued to Ramona Inc. by the State of California is in order. Representatives of agencies where work has been performed by Ramona 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. Ramona Inc. completed a sewer project for the City in 2012. The work performed by Ramona Inc. was satisfactory.
Additional Construction Work Authority
Authorizing the City Manager to approve additional work in an amount not-to-exceed $30,783 (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. Three Proposals were received from:
1. Willdan Engineering
2. Wallace & Associates
3. Psomas
The evaluation criteria are as follows:
1. Completeness and understanding of services required.
2. Demonstrated applicable expertise obtained through managing similar projects.
3. Previous performance of proposed inspector on City projects.
4. Evidence of good organization, management experience and personnel qualifications.
Among the three 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 projects completed recently in the Sand and Hill Section of the City. Willdan Engineering's not-to-exceed fee is $105,888.
The recommended contract is for a not-to-exceed amount based on utilizing all 80 working days allowed under the construction contract. The contract will provide construction inspection, project management and geotechnical testing for the project. The contract will also provide inspection services for the FY 2012-15 Sewer Manhole Rehabilitation project which will be constructed during the same period. 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. Provide geotechnical and material testing
6. Monitor project schedule
7. Monitor excavation shoring
8. Maintain project files
9. Confirm project final inspection/close-out
10. Maintain Record Drawing information
Additional Inspection Work Authority
Authorizing the City Manager to approve additional inspection work in an amount not-to-exceed $10,588 (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 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. There were no significant concerns raised at the meeting.
Project Schedule
Upon approval of the award of contract, City staff anticipates that construction will start in early April 2013 and will require 80 working days for completion.
CONCLUSION:
Staff recommends that the City Council:
1. Authorize the City Manager to award a construction contract to Ramona Inc. in the amount of $307,830 for the Fiscal Year 2012-13 Gravity Sewer Main Rehabilitation Project;
2. Authorize the City Manager to approve additional construction work, if necessary, in an amount not-to-exceed $30,783 (10%);
3. Authorize the City Manager to execute a professional engineering services contract with Willdan Engineering in an amount not-to-exceed $105,888 for construction inspection services; and,
4. Authorize the City Manager to approve additional construction inspection work, if necessary, in an amount not-to-exceed $10,588 (10%).
Attachments:
1. Budget, Anticipated Expenditure and Bid Results
2. Project Map FY2012-2013 Gravity Sewer Main Rehabilitation Project
3. Construction Contract with Ramona Inc.
4. Professional Engineering Services Agreement with Willdan Engineering