TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Director of Public Works
Prem Kumar, City Engineer
Mamerto Estepa, Jr., Associate Engineer
SUBJECT:Title
Resolution No. 18-0157: 1) Awarding a Construction Contract to EBS General Engineering, Inc. for the Marine Avenue Improvement Project for $1,294,521; 2) Authorizing the City Manager Execute the Contract and Approve Additional Work, if Necessary, for up to $129,452; and 3) Approving the Plans and Specifications for the Marine Avenue Improvement Project (Public Works Director Katsouleas).
ADOPT RESOLUTION NO. 18-0157
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council adopt Resolution No. 18-00157 approving the following:
1. Award a construction contract to EBS General Engineering, Inc. for $1,294,521 and authorize the City Manager to execute the contract for the Marine Avenue Improvement Project;
2. Authorize the City Manager to approve additional work, if necessary, for up to $129,452; and
3. Approve the plans and specifications for the Marine Avenue Improvement Project.
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FISCAL IMPLICATIONS:
This project is funded in the Capital Improvement Program utilizing:
• $598,259 from the Streets & Highways Fund;
• $450,414 from the Marine Street Resurfacing Prop C Local Return Fund;
• $223,767 from the Street Resurfacing: Arterial & Collector Roadway Prop C Local Return Fund; and
• $185,000 from the payment received from Plains West Coast Terminals (PWCT) LLC in lieu of the pavement resurfacing requirement along Marine Avenue between Aviation Boulevard and Sepulveda Boulevard.
The Budget and Expenditure summary report is included as an attachment.
BACKGROUND:
The proposed Marine Avenue Improvement Project involves upgrading existing concrete curb ramps to meet existing ADA standards; reconstructing damaged cross gutters; cold milling; cold in-place recycling (CIPR); and overlaying Marine Avenue with rubberized asphalt between Sepulveda Boulevard and Aviation Boulevard. In addition, new bike route markings and signage will be installed in the westbound direction.
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 and additive bid schedules for the removal and reconstruction of curb ramps and cross gutters. There is sufficient funding available to cover both the base bid and additive bid schedules.
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 bids were received and opened on October 25, 2018. The bid results are as follows:
Contractor Calculated Total Bid Amount
EBS General Engineering, Inc. $1,294,521
Sequel Contractors, Inc. $1,308,184
Hardy & Harper, Inc. $1,332,258
All American Asphalt $1,387,201
Palp Inc. dba Excel $1,486,420
Griffith Company $1,628,261
As the low bidder, EBS General Engineering, Inc.’s (EBS) bid proposal was reviewed by the Public Works Department and found to be responsive. EBS’s base bid amount is $1,111,521 and the additive bid amounts for the remaining items total $183,000, for a total bid amount of $1,294,521. Staff also reviewed EBS’s contractor’s license and found it to be in order, and references indicate EBS has the knowledge and capability to complete the work in a timely and acceptable manner. 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, to obtain a full-time construction inspector to provide construction inspection services for both the Liberty Village Pavement Rehabilitation and Improvement Project and 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 project oversight for the 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 completed. 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 a 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, thus sharing the cost of inspection between both projects. This proposal is based on the assumption that both projects will proceed concurrently and as such, a single inspector can inspect both projects.
Additionally, SA Associate’s provided the City with a contingency proposal for $15,600, or 120 hours of additional full-time inspection, for 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 the Marine Project 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 both the Liberty Village and Marine Avenue projects could be as high as $81,600. Staff recommends that City Council award the contract for this work as part of the award for the construction of the Liberty Village Pavement Rehabilitation and Improvement Project (which is on this same agenda).
Asphalt Compaction Testing Services
Asphalt compaction testing is required during the placement of new asphalt to ensure that the product is properly installed. This testing requires specialized equipment and is necessary to ensure the new pavement is compacted to the specified limits while still “hot” because there is no cost efficient method for correcting insufficiently compacted asphalt after the asphalt has been placed and has cooled.
Staff reached out to five local firms that perform in-field compaction testing during asphalt placement, again 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.
The Professional Services Agreement (PSA) for asphalt compaction testing on both the Liberty Village and Marine Avenue Projects is being awarded with the contract award for the construction of the Liberty Village Project for $29,484. Of this amount, $9,992 is for compaction testing on Marine Avenue, and $19,492 is for compaction testing in Liberty Village.
Construction Support Services Proposal
Psomas completed design work for both of the Liberty Village and Marine Avenue pavement rehabilitation projects. Psomas’ original scope of work also included providing design support services during the construction phase of both projects. This scope was based on providing a minimal 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 project. 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, which is being awarded with the awarded with the contract award for the construction of the Liberty Village Project, 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 Marine Avenue Improvement Project was held on April 24, 2018. Further outreach to affected residents and businesses will occur 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. 18-0157
2. Agreement - EBS General Engineering, Inc.
3. Bid Proposal
4. Plans and Specifications (Web-Link Provided)
5. Location Map
6. Budget Expenditure Summary Report