TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Tony Olmos, Director of Public Works
Juan Price, Maintenance Superintendent
SUBJECT:Title
Approval of Plans and Specifications; Award Section 3 Concrete Repair Project to PK Construction, Inc. in the Amount of $237,050; Approve an Additional Appropriation in the Amount of $30,761; and Authorize the City Manager to Approve Additional Work in an Amount Not-to-Exceed $23,705 (10%) (Public Works Director Olmos).
APPROVE; APPROPRIATE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve the Plans and Specifications of the Section 3 Concrete Repair Project,
2. Authorize the City Manager to execute a contract in the amount of $237,050 with PK Construction for the Section 3 Concrete Repair Project,
3. Approve Additional Appropriation in the amount of $30,761 from the Proposition 42 Gas Tax funded portion of the Capital Improvement Budget,
4. Authorize the City Manager to approve additional work in an amount not-to-exceed $23,705 (10%).
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FISCAL IMPLICATIONS:
Funds are available for this project in the approved Proposition 42 Gas Tax funded portion of the Capital Improvement Budget. Surplus funds from the 2013 Annual Slurry Seal project in the amount of $128,760, and an additional $101,232 are available from the 14/15 Annual Curb, Gutter and Ramp Project. An additional appropriation of $30,761 is being requested from the Proposition 42 Gas Tax funded portion of the Capital Improvement Budget to fully fund the current project.
BACKGROUND:
This project is part of the City's ongoing concrete repair and maintenance program. This annual program removes and replaces damaged or displaced concrete sidewalks, curbs, gutters and drive approaches in the City right-of-way to eliminate trip hazards and to mitigate gutter ponding. Installation of ADA access ramps at select locations are also part of the program. Work under the program is performed through a competitively bid contract.
Concrete repairs (primarily curb, gutters, sidewalks and concrete drainage swales) are coordinated with established slurry seal maintenance districts. The goal is to provide a programmed approach to street maintenance in which street repairs, slurry sealing, sidewalk repairs, and traffic markings are completed within the same year and in the corresponding district. Completion of this particular project (Section 3) is consistent with the current seven-year concrete repair cycle. Section 3 is bounded by Manhattan Beach Boulevard, Peck Avenue, Artesia Boulevard, and Aviation Boulevard.
The City is responsible for all concrete improvements within the right-of-way except sidewalks and drive approaches which are the responsibility of adjacent property owners. The City's Municipal Code assigns the responsibility for repairing sidewalks and driveways to adjacent property owners (Chapter 7.12.010 -7.12.030). The competitively bid contract ensures residents who must effect repairs to the sidewalks adjoining their properties receive the best possible value. Work completed under this contract which is adjacent to private property will be billed to the property owner and the funds reimbursed to the Prop. 42 Gas Tax Fund.
Staff has included concrete work valued at approximately $95,000 in the recommended contract that would be reimbursed to the City by property owners as sanctioned by Manhattan Beach Municipal Code Chapter 712.010-7.12.030. Funds to cover this portion of the project plus the corresponding portion of the 10% contingency have been included in the budget and will be refunded to the Gas Tax unreserved fund balance upon payment by the property owners.
Environmental Review
In accordance with the California Environmental Quality Act (CEQA) of 1970, this project is Categorically Exempt (Section 15301, Class 1(c)). A Notice of Exemption has been filed with the County Clerk's office.
DISCUSSION:
Construction Bid Proposals
This project was advertised for bids in the Beach Reporter, the City's publisher of record and several standard construction industry publications, including the Dodge Green Sheet, Reed Construction Data, and Associated General Contractors of America. Subsequently, 54 sets of plans and specifications were provided to contractors, subcontractors and material suppliers. A total of 15 bids were received and opened on April 20, 2015. Bids ranged from a low of $240,230 to a high of $415,132.60. PK Construction was the apparent low bidder.
PK Construction's bid was reviewed by the Public Works Department and found to be responsive. A minor summing error reduced PK Construction's bid to $237,050. Staff reviewed PK Construction contractor's license and found it to be in order. Additionally, references indicate PK Construction has the knowledge and capability to complete the work in a timely and acceptable manner. City staff has experience with PK Construction and the firm has successfully completed a previous concrete repair project.
Authorization of Additional Work
It is recommended that the City Manager be authorized to approve change orders in an amount not-to-exceed $23,705 (10% of contract cost) to complete unforeseen additional work.
Construction Schedule
It is estimated that construction will begin after Memorial Day (May 25, 2015) and be completed within 35 working days. The schedule allows sufficient time for concrete construction to be completed prior to the City's annual slurry seal and pavement striping work.
PUBLIC OUTREACH/INTEREST:
Staff notified all affected property owners in late January of 2015 of the impending concrete repair project and their responsibility to repair the sidewalk and driveway through a notice describing the program and the competitive bidding process (Attachment 2). Property owners have received a second notice providing them with final pricing and scheduling information pending contract approval. Property owners have the option of accepting the contract pricing and reimbursing the City for the work or hiring their own contractor to complete the repairs through a City right-of-way permit.
Additionally, information regarding the Section 3 project is posted on the City website and can be accessed at <http://tinyurl.com/section-3-repairs>.
CONCLUSION:
Due to the City's ongoing efforts to remain consistent with the established programmed maintenance cycles, to maintain safe and conforming streets and sidewalks, and advantageous unit pricing, staff recommends that the City Council fully fund and award the Section 3 Concrete Repair Project to PK Construction.
Attachments:
1. Revenue and Expenditure Table
2. Notices to Property Owners
3. Project Area Map- Section 3
4. Contract Agreement - Section 3 Concrete Repair