TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Erick Lee, Public Works Director
Gilbert Gamboa, Acting City Engineer
Marzena Laskowska, Senior Civil Engineer
SUBJECT:Title
Consideration of Accepting as Complete Work Performed by Gentry General Engineering, Inc. for the Manhattan Village Senior Villas Americans with Disabilities Act (ADA) Pathway Project (No Budget Impact) (Public Works Director Lee).
A) ACCEPT
B) AUTHORIZE
Body
_________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council:
1) Formally accept as complete the Gentry General Engineering, Inc. (Gentry) construction agreement for the Manhattan Village Senor Villas ADA Pathway Project;
2) Authorize the filing of the Notice of Completion with the County Recorder; and
3) Authorize the release of retention for $77,786.65 to Gentry.
FISCAL IMPLICATIONS:
A $1,162,732.93 construction agreement was awarded to Gentry on October 19, 2021, for the Manhattan Village Senor Villas ADA Pathway Project, with an authorized contingency of $93,018.00. Additional contingency of $299,981.97 was authorized for a total contingency authorized amount of $392,999.97. Two change orders were authorized for the project, and the total amount expended on the contract was $1,555,732.90. Subsequent to acceptance of the work, filing the Notice of Completion, and the expiration of the 35-day lien period, the retention amount of $77,786.65 will be released to the contractor.
BACKGROUND:
The City of Manhattan Beach is a participant in the Los Angeles Urban County Community Development Block Grant Program (CDBG). The Los Angeles Urban County CDBG Program is administered by the Los Angeles County Development Authority (LACDA), which acts as the administrative pass-through agency for CDBG funds allocated by the U.S. Department of Housing and Urban Development (HUD). On June 4, 2014, the City entered into a Participating City Cooperation Agreement with LACDA for a three-year funding cycle beginning July 1, 2015, and ending June 30, 2018. Automatic amendments thereafter to the Cooperation Agreement authorized the City’s continued participation in the Urban County CDBG Program. On August 7, 2018, the City Council authorized expenditure of CDBG funds for the Manhattan Village Senior Villas ADA-Compliant Pathway Project, consistent with the City’s approved Fiscal Years (FY) 2017 through 2021 Capital Improvement Program (CIP) Plan. The project created an accessible path of travel for pedestrians in compliance with ADA standards.
In 2019, the City completed an update to the ADA Transition Plan (as required by law), which identifies existing obstacles limiting accessibility and describes the steps that are being or will be taken to ensure that City facilities, including those within the public rights-of-way, are made accessible to all individuals. At the entrance to Manhattan Village Field and Senior Villas on Parkview Avenue, the ADA Transition Plan identified that there was no compliant accessible route from the public right of way to the accessible entrance of the facility and recommended providing at least one accessible route from the public right of way to the accessible entrance of the facility.
On December 10, 2018, City Council approved a Professional Services Agreement for engineering design and design was completed in 2020.
On October 19, 2021, City Council awarded a construction agreement to Gentry for this project.
DISCUSSION:
The Manhattan Village Senior Villas ADA Pathway Project began construction on November 14, 2022. In 2023 and 2024, due to an unforeseen abandoned gas line and weather delays, the project experienced construction delays. On October 25, 2024, a temporary Certificate of Occupancy was issued allowing daytime use of the ramp until solar lights were installed. The Building and Safety project permit final was issued on May 7, 2025, upon completion of the solar light installation.
Two change orders were necessary to complete the project satisfactorily. Change Order No. 1 addressed: the ramp redesign; delays due to weather and permitting; unforeseen circumstances; adjustments to bid quantities; and required modifications to handrails, the drainage system, and traffic elements to achieve compliance with Building Code requirements. Change Order No. 2 addressed additional working days for the solar light installation only.
The total value of Change Order No. 1 increased the contract amount by $392,999.97, resulting in a final contract amount of $1,555,732.90. The original contract time of 80 working days was extended by an additional 655 compensable days to accommodate the unforeseen and additional work.
Change Order No. 2 (Final Change Order) accounted solely for 107 additional working days related to the solar light installation and did not involve any change to the contract amount.
Manhattan Village Senior Village ADA Pathway Project
$1,162,732.93 Original Contract Award
+ $ 93,018.00 Original Contingency Authorization
+ $ 299,981.97 Additional Contingency Authorization (January 2025)
$1,555,732.90 Total Available Budget
$1,162,732.93 Contract Work Completed
+ $ 392,999.97 Change Order No. 1 - Additional Work and Working Days
+ $ 0.00 Change Order No. 2 - Working Days Only
$1,555,732.90 Total Contract Work and Change Orders
Gentry Contract Revised Budget:
$1,555,732.90 Total Available Budget
- $1,555,732.90 Total Contract Work and Change Order Nos. 1 and 2
$0.00 Total Remaining Budget
Gentry has satisfactorily completed all work and is now requesting formal acceptance of the project. The five percent retention amount of $77,786.65 will be released 35 days after the recordation of the Notice of Completion with the County Recorder. All work inspected by the Public Works Department was found to be in conformance with the plans and specifications and of good quality.
Consistent with industry standards, a warranty inspection will be conducted in the winter 2025/2026. Any areas observed during the warranty inspection that require remediation will be repaired at that time. The warranty work is included in the construction contract.
PUBLIC OUTREACH:
The project has been developed based on direct requests for improvements from the community and ongoing engagement with the Manhattan Senior Villas residents and facility users over prior years. Specifically, the City engaged Manhattan Senior Villa residents, Manhattan Village Mall, and Village Athletic Field user groups to develop a plan for improvements in the community. During the planning process, the City worked collaboratively with residents and local businesses to develop an acceptable route for pedestrians traveling from Manhattan Village Senior Villas and Public Park to the Metro Bus stop located on Parkview Avenue.
In 2018, City staff and area residents identified unaddressed accessible pathway concerns in providing senior and disabled residents ADA access from their community to the public sidewalk and Metro bus stop on Parkview Avenue. The community desired opportunities for increasing safety by providing a dedicated pedestrian pathway. City staff worked directly with community members to identify potential improvements including construction of the missing sidewalk and a switchback ADA ramp. Over a two-year period, through in-person meetings and development of multiple alternatives, City staff worked with residents and local businesses to develop a design plan. Although the initial concept plan was to construct a pedestrian pathway on the east side of the existing roadway, the community voiced a preference to shift the pathway to the west side to improve access to the Metro Bus stop located on Parkview Avenue. It was also cost prohibitive to construct an ADA compliant pedestrian pathway on the east side.
In addition to the Manhattan Village Senior Villas community, the City contacted other community stakeholders in the neighborhood including Los Angeles Metro, Manhattan Village Mall, LACDA, Village Sports Field User Groups, and Beach Cities Health District. The City received approximately 50 letters of support for the project. The senior community, facility users, and other community stakeholders noted above were engaged throughout the implementation of the project via social media, newsletters, and direct engagement. The City also provided information about the project via website postings.
ENVIRONMENTAL REVIEW:
The City reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and determined that the project qualified for a Categorical Exemption pursuant to Section 15301 Class 1(c) (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines. A Notice of Exemption was filed with the Los Angeles County Clerk’s Office for the Project.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Location Map