TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Director of Public Works
Steve Finton, City Engineer
Michael A. Guerrero, Principal Civil Engineer
SUBJECT: Title
Award a Construction Contract to Blois Construction, Inc. ($538,738) for the Greenbelt Low Flow Infiltration Project, Award a Professional Engineering Services Contract to Anderson Penna Partners, Inc. ($72,220) for Construction Inspection Services, and Additional Appropriation ($105,000)
APPROVE
Body
____________________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council:
1. Authorize the City Manager to award a construction contract in the amount of $538,738 to Blois Construction, Inc. for the Greenbelt Low Flow Infiltration Project;
2. Authorize the City Manager to approve additional work, if necessary, in an amount not-to-exceed $54,000 (10%);
3. Authorize the City Manager to execute a professional engineering services contract with Anderson Penna Partners, Inc. in an amount not-to-exceed $72,220 for construction inspection services; and,
4. Appropriate additional Stormwater Funds in the amount of $105,000 for the project.
FISCAL IMPLICATIONS:
The project includes funding in the amount of $500,000 in State grant funds from the California State Water Resources Control Board (SWRCB) through the Proposition 84 Agricultural Water Quality Grant Program for the purpose of protecting beaches and coastal waters from pollution and toxic contamination. The grant includes City matching funds in the amount of $100,000 which includes $50,000 of City staff in-kind services (project management, design, construction management/inspection) and $50,000 from the Storm Water Fund that was budgeted in the FY 2008-2009 Capital Improvement Plan. An additional appropriation of $130,000 from the City Storm Water Fund was budgeted for the FY 2012-2013 CIP based on updated construction cost estimate information. Current appropriations total to $680,000; total expenditures are expected to be $781,003. A supplemental appropriation of Stormwater Funds is required for proposed construction inspection services discussed later in this report. A summary of budget and anticipated expenditures is provided in Table 1 in Attachment 1.
BACKGROUND:
This project is consistent with the City's Strategic Plan Goal: "Maintain and enhance city facilities, programs and the infrastructure". Storm water is rainwater and nuisance water that runs off streets, lawns, and other sites. When storm water is absorbed into the ground, it is filtered and ultimately replenishes aquifers or flows into streams, rivers and the ocean. In developed areas, impervious surfaces such as pavement and roofs prevent precipitation from naturally soaking into the ground. Instead, the water runs rapidly into storm drains, sewer systems, and drainage ditches and can cause: downstream flooding, erosion, muddiness created by stirred up sediment, habitat destruction, changes in stream flow, sewer overflows, infrastructure damage, and contaminated coastal water.
Proposition 84, The Safe Drinking Water, Water Quality and Supply, Flood Control, River and Coastal Protection Act of 2006 (Public Resources Code Section 75001, et seq.), was passed by California voters in the November 2006 general election. Prop 84 includes funding for the purpose of matching grants for protecting beaches and coastal waters from pollution and toxic contamination. The grant program is administered by the California State Water Resources Control Board with local oversight by the Santa Monica Bay Restoration Commission (SMBRC).
The City of Manhattan Beach was awarded Prop 84 grant funds for the installation of an infiltration system to be installed within the greenbelt in Veteran's Parkway. The infiltration system will be installed along the greenbelt pathway from 2nd Street to Boundary Place. The infiltration system will be installed below ground to preserve the existing use of the greenbelt as a running/walking path and to support loads associated with municipal maintenance vehicles. The infiltration system will intercept surface water flows from the City's existing storm water system and includes a 55.2 acre tributary area that contributes to the storm water run-off at the connection location at Ardmore Avenue and 2nd Street.
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 1(b). A Notice of Exemption has been filed with the Los Angeles County Clerk's office for the project.
DISCUSSION:
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. Subsequently 35 sets of plans and specifications were provided to contractors, subcontractors, and material suppliers.
A total of ten (10) competitive bids were received and opened on August 09, 2012. The bids ranged from the low bid of $538,738.00 by Blois Construction to the highest bid of $976,200.00 as indicated in Table 2 provided in Attachment 1:
Blois Construction's bid was reviewed by the Public Works Department and found to be responsive. Representatives of agencies where work has been performed by Blois Construction 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.
Additional Work Authority
Authorizing the City Manager to approve additional work in an amount not-to-exceed $54,000 (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 the City Council at the end of the project.
Construction Inspection/Support Services
Three proposals were received for Construction Inspection/Support Services for the Greenbelt Low Flow Infiltration Project. Staff recommends that the contract be awarded to Anderson Penna Partners, Inc. due to their familiarity with the site specific requirements of the project, experience managing similar construction projects, qualifications of project staff proposed, and familiarity with residents' potential concerns. The recommended contract would be in the amount of $72,220 and provides the following services:
-Provide full-time construction observation
-Complete daily and weekly inspection reports
-Maintain contract pay quantity documents/progress payment estimates
-Provide general construction administration (monitor work area safety, traffic/pedestrian safety/detours, storm water pollution prevention)
-Monitor project schedule
-Monitor excavation shoring
-Maintain project files
-Confirm project final inspection/close-out
-Maintain Record Drawing information
The recommended contract is for a not-to-exceed amount based on utilizing all 70 working days allowed under the construction contract for construction inspection services. 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.
Consultant construction inspection services were not included within the project grant fund application with the SWRCB and were not included within the project budget presented to the City Council for the approval of project plans and specifications. Public Works management staff is now proposing that these services be provided by a consultant due to the limited availability of current Public Works staff and ongoing capital project staff needs. Therefore a supplemental appropriation of Stormwater Funds is required for the proposed construction inspection services.
Project Schedule
Upon approval of the award of contract, City staff anticipates that construction will start in early October 2012 and includes 70 working days for completion.
Attachments:
1. Budget, Anticipated Expenditure and Bid Results
2. Project Site Map
3. Construction Contract with Blois Construction
4. Professional Engineering Services Agreement with Anderson Penna Partners
cc: Henry Mitzner, Controller
Jeanne D. O'Brien, Accountant
Eden Serina, Budget Analyst