TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Mamerto Estepa, Jr., Associate Engineer
SUBJECT:Title
1) Resolution No. 18-0153:
a) Awarding a Construction Contract to Sequel Contractors, Inc. for the Liberty Village Pavement Rehabilitation and Improvement Project for $1,495,830;
b) Authorizing the City Manager to Approve Additional Work, if Necessary, for up to $149,600;
c) Approving the Plans and Specifications for the Liberty Village Pavement Rehabilitation and Improvement Project;
2) Resolution No. 18-0154 Awarding a Construction Inspection Contract to SA Associates for $81,600;
3) Resolution No. 18-0155 Awarding a Compaction Testing Contract to Tetra Tech BAS, Inc. for $29,484; and
4) Resolution No. 18-0156 Approving Amendment No. 1 to the Professional Services Agreement with Psomas for Construction Support Services for an Amount Not-to-Exceed $23,090 (Public Works Director Katsouleas).
ADOPT RESOLUTION NOS. 18-0153, 18-0154, 18-0155 AND 18-0156
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
1. Adopt Resolution No. 18-0153 approving the following:
a. Awarding a construction contract to Sequel Contractors Inc. for $1,495,830 and authorizing the City Manager to execute the contract for the Liberty Village Pavement Rehabilitation and Improvement Project;
b. Authorizing the City Manager to approve additional work, if necessary, for up to $149,600; and
c. Approving the plans and specifications for the Liberty Village Pavement Rehabilitation and Improvement Project.
2. Adopt Resolution No. 18-0154 awarding a construction inspection contract to SA Associates for $81,600 for the Liberty Village Pavement Rehabilitation and Improvement Project and the Marine Avenue Improvement Project, and authorizing the City Manager to execute the contract.
3. Adopt Resolution No. 18-0155 awarding a compaction testing contract to Tetra Tech BAS, Inc. for $29,484 for the Liberty Village Pavement Rehabilitation and Improvement Project and the Marine Avenue Improvement Project, and authorizing the City Manager to execute the contract.
4. Adopt Resolution No. 18-0156 approving Amendment No. 1 to the Professional Services Agreement with Psomas for construction support services for the Liberty Village Pavement Rehabilitation and Improvement Project and the Marine Avenue Improvement Project in an amount not-to-exceed $23,090 and authorizing the City Manager to execute the amendment.
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FISCAL IMPLICATIONS:
The Liberty Village Pavement Rehabilitation and Improvement Project is funded in the 5-Year Capital Improvement Program utilizing:
• $748,905 from the Measure R fund;
• $275,000 from the Measure M fund;
• $375,000 from the Annual Residential Street Resurfacing Program Gas Tax fund; and
• $347,232 from the Annual Curb, Gutter, and Ramp Replacement Gas Tax fund.
The Budget and Expenditure summary report is included as an attachment.
BACKGROUND:
The proposed Liberty Village Pavement Rehabilitation and Improvement Project involves upgrading existing concrete curb ramps to meet existing ADA standards; reconstructing damaged cross gutters; removing and replacing specific pavement and subgrade sections; cold milling; and rubberized asphalt overlay in the neighborhood bordered by Redondo Avenue, Marine Avenue, Aviation Boulevard and Manhattan Beach Boulevard. The construction contract also includes a bid item for repairing damaged sidewalks, which provides residential property owners within the project boundaries the option to have the City complete the repairs on their behalf and then reimburse the City for the cost of those sidewalk repairs. [Manhattan Beach Municipal Code Chapter 7.12 Sidewalk Repair, assigns the responsibility for sidewalk repairs to the adjacent property owners.]
The street pavement in the neighborhood was last improved in the late 1990s and early 2000s and is now in need of rehabilitation. Based on the Engineer’s Estimate for construction and the budget available, the project was publicly advertised with a Base Bid (minimum) scope of work that included required curb ramp improvements and pavement rehabilitation on Manzanita Lane, Harkness Street, Faymont Avenue, Wendy Way, 19th Street, 15th Street, and a portion of 12th Street. The bid included also an Additive Bid Schedule for additional curb ramp improvements to the Base Bid scope of work. Additionally, separate Additive Bid Schedules were included to add curb ramp and cross gutter improvements and pavement rehabilitation on the following streets: 23rd Street, Lynngrove Drive, and a portion of 12th Street. Curb ramps within the project boundaries must be upgraded to comply with current Americans with Disability Act (ADA) requirements.
DISCUSSION:
Construction Bid Proposals
The project was advertised for bid in the City’s publisher of record (Beach Reporter), several standard construction industry publications, and was listed on the City’s website and BidSync (online service that connects vendors, suppliers and contractors to government procurement opportunities). In addition, an e-mail notification for the project was sent to the contractors listed on the City’s database (over 60 contractors).
Six (6) bids were received and opened on October 18, 2018. The bid results are as follows:
Contractor Calculated Total Bid Amount
Sequel Contractors, Inc. $1,495,830.00
Palp Inc. dba Excel Paving $1,643,727.00
Access Pacific $1,721,869.80
EBS General Engineering $1,764,320.00
All American Asphalt $1,967.162.70
Hardy and Harper, Inc. $2,214,491.50
Staff reviewed Sequel Contractors Incorporated’s (Sequel) contractor’s license and found it to be in order. Additionally, references indicate Sequel Contractors has the knowledge and capability to complete the work in a timely and acceptable manner. Sequel’s bid proposal was reviewed by the Public Works Department and found to be responsive with a minor calculation error that did not affect the overall bid amount. Sequel’s Base Bid amount is $775,385, the Additive Bid amount for additional curb ramp and cross-gutter work is $245,295, and the Additive Bid amounts for the remaining street work totals $475,150, for a combined total bid award of $1,495,830. The construction work is anticipated to start in December 2018 and be completed in March 2019.
Construction Inspection Services
The City issued a Request for Proposal (RFP) on September 13, 2018 for a full-time construction inspector to provide construction inspection services for both the Liberty Village Pavement Rehabilitation and Improvement Project and the upcoming Marine Avenue Improvement Project. The scope of work for the construction inspector includes ensuring that the contractor complies with the plans, specifications and applicable standards; performing field project oversight for monitoring of traffic control and the damage and repair of infrastructure; documenting work performed by the contractor; verifying the completed work; and confirming the contract quantities actually installed. Because the pavement improvement projects in Liberty Village and on Marine Avenue are in close proximity and will be completed around the same time period, the proposals received serve as a Statement of Qualifications (SOQ) for both projects.
Seven proposals were received on October 16, 2018. Fees for the proposals ranged from $28,912 to $128,700. Of the seven proposals, SA Associates’ proposal demonstrated the most thorough understanding of the City’s needs and expectations for the construction inspector and provided a scope of work that was appropriately scaled for the City’s needs. SA Associate’s proposal of $66,000 provides for a single inspector to inspect both resurfacing projects in Liberty Village and on Marine Avenue, resulting in leveraged savings to both project budgets.
Additionally, SA Associate’s provided the City with a proposal of $15,600, or 120 hours of additional full-time inspection, for contingency on the Marine Avenue project. This contingency will only be used if additional inspection resources are required. For example, if additional inspectors are needed during paving operations or in the event that it falls out of sequence/phase with the Liberty Village Project. The contingency would also be used in the event that the projects do not run concurrently. Therefore, the total cost for construction inspection for the Liberty Village and Marine Avenue projects could be as high as $81,600.
Asphalt Compaction Testing Services
In addition to construction inspection, asphalt compaction testing is required during the placement of new asphalt. This testing requires specialized equipment and is necessary to ensure the new pavement is compacted to the specified limits while still “hot.” There is no cost-efficient method to correct insufficiently compacted asphalt after it has been placed and has cooled, and thus testing during installation is considered best practice.
Staff reached out to five local firms that perform in-field compaction testing during asphalt placement for both the Liberty Village and Marine Avenue Projects. Tetra Tech provided the most responsive proposal. The firm previously performed similar testing on the Manhattan Avenue and Highland Avenue overlay project in early 2018, and staff was happy with their services. Tetra Tech’s proposal of $19,492 covers asphalt compaction testing for the Liberty Village Pavement Rehabilitation and Improvement Project. A separate proposal in the amount of $9,992 was provided for the Marine Avenue Improvement Project, for a total contract amount of $29,484.
Construction Support Services
Psomas completed designs for both the Liberty Village and Marine Avenue pavement rehabilitation projects. Psomas’ original scope of work included minimal design support services during the construction phase of the projects, including providing a small number of responses to requests for information (RFIs), submittal & bid reviews, and the completion of record drawings at the end of the projects, for a budget of $5,370 for both projects. However, based on lessons learned from the Manhattan Beach Blvd. resurfacing project, staff requested an updated fee proposal for construction assistance in Liberty Village and on Marine Avenue that includes a significant amount of preparation of memoranda work for curb ramp compliance with ADA standards and a corresponding larger amount of anticipated RFIs.
Amendment No. 1 reflects the additional cost of $23,090 for providing the expanded scope of work for construction assistance on both the Liberty Village Pavement Rehabilitation and Improvement Project ($15,215) and the Marine Avenue Improvement Project ($7,875).
PUBLIC OUTREACH/INTEREST:
Prior to the finalization of the plans and specifications, a public meeting for the Liberty Village Pavement Rehabilitation and Improvement Project was held on April 24, 2018. Further outreach will be done just before construction work commences.
ENVIRONMENTAL REVIEW
The City has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1(c) categorical exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines, since the project focuses on the repair and maintenance of existing public facilities, involving negligible or no expansion of use. Thus, no further environmental review is necessary. 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.
Attachments:
1. Resolution No. 18-0153
2. Agreement - Sequel Contractors
3. Bid Proposal
4. Plans and Specifications (Web-Link Provided)
5. Location Map
6. Resolution No. 18-0154
7. Agreement - SA Associates
8. Resolution No. 18-0155
9. Agreement - Tetra Tech BAS
10. Resolution No. 18-0156
11. Amendment No. 1 - Psomas
12. Agreement - Psomas (2017)
13. Budget Expenditure Summary Report