TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
SUBJECT:Title
Adopt Resolution Nos. 17-0128 and 17-0129 Awarding a Construction Contract to Ramona Inc. for the Cycle 1 Sewer Main Replacement Project for $444,950, and Approving a Professional Services Agreement with SA Associates, Inc. for Inspection Services for the Cycle 1 Sewer Main Replacement Project for $70,000. (Public Works Director Katsouleas).
ADOPT RESOLUTION NOS. 17-0128 AND 17-0129
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
1. Authorize the City Manager to execute a contract for $444,950 with Ramona Inc. for the Cycle 1 Sewer Main Replacement Project (Attachment 1 and 3);
2. Authorize the City Manager to approve any unforeseen additional work for up to $44,495 (10% of contract);
3. Approve the plans and specifications for the Cycle 1 Sewer Main Replacement Project (Attachment 4: Web-link provided); and
4. Authorize the City Manager to execute a contract with SA Associates, Inc. for Inspection Services for the Cycle 1 Sewer Main Replacement Project for $70,000 (Attachment 5 and 6).
Body
FISCAL IMPLICATIONS:
$559,445 is available in the adopted Capital Improvement Program (CIP) budget for the Cycle 1 Sewer Main Replacement Project.
BACKGROUND:
The City operates and maintains an extensive sanitary sewer collection system, including approximately 85 miles of wastewater pipelines. To evaluate the condition of the sanitary sewer system, staff references the Wastewater Master Plan, which provides data such as age, pipe condition, capacity demands, and maintenance needs. The Plan also establishes the highest priority deficiencies for repair or replacement.
For this project, portions of the system selected for replacement include those that show the most severe structural problems and multiple deficiencies such as fractures, cracks, roots, obstructions, sags, and severe operations and maintenance issues. Repair of the observed structural deficiencies will eliminate potential for sewer overflow and leakage, which minimizes potential for negative impacts to public health and the environment. It is worth noting that a portion of the sewer main replacement work is located at the intersection of Manhattan Beach Blvd and Ardmore Ave, which presents unique challenges in coordinating traffic control and minimizing the impact on visitors to the downtown area.
The Cycle 1 Sewer Main Replacement Project consists of excavation, installation of vitrified clay pipe (VCP), manholes, residential sewer laterals, utility relocations, asphalt concrete repairs to existing public improvements and all other appurtenant work as shown on the plans and delineated in the specifications. The Project includes the replacement of over 600 linear feet of vitrified clay pipe mainline replacements at the following nine (9) project street locations in the City as shown on Attachment 2:
1. 16th Place - Highland Ave to Valley Drive
2. 18th Street - Redondo Ave to Herrin Ave
3. 19th Street - Redondo Ave to Herrin Ave
4. 21st Street - Redondo Ave and Chestnut Ave
5. 31st Street - Alma Ave to Highland Ave
6. 31st Street - Grandview to Vista Drive
7. Faymont Ave - 15th Street to 19th Street
8. Harkness Ave - 15th Street to 19th Street
9. Manhattan Beach Blvd - Ardmore Ave to Fisher Ave.
DISCUSSION:
Construction
The Cycle 1 Sewer Main Replacement 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, Associated General Contractors of America, as well as the City’s website. Eight (8) bids were received and opened on September 14, 2017. The bid results are as follows:
Contractor/Bid Amount
Ramona, Inc. (Arcadia, CA) $444,950.00
GRBCON Inc. (Baldwin Park, CA) $595,333.99
Vasil J Inc. (Irwindale, CA) $637,900.00
GRFCO (Brea, CA) $674,100.00
MNR Construction (Baldwin Park, CA) $793,000.00
Palp Inc., dba Excel Paving (Long Beach, CA) $821,456.00
Miramontes Construction Co. Inc.(Rialto, CA) $1,086,000.00
Clarke Contracting Corp. (Lawndale, CA) $1,316,306.00
Ramona Inc. made mathematical errors in calculating one of its bid items. The unit bid price was correctly stated, but there was an additive error in calculating the subtotal for that line item. Staff has confirmed with the City Attorney’s office that this is a non-material error that does not compromise the overall bid. Ramona Inc.’s bid proposal was reviewed by the Public Works Department and found to be responsive. Staff reviewed Ramona Inc.’s contractor’s license and found it to be in order. Additionally, references indicate that Ramona Inc. has the knowledge and capability to complete the work in a timely and acceptable manner.
Staff also recommends that the City Manager be authorized to approve change orders for up to $44,495 (10% of contract cost) for additional work resulting from unforeseen conditions when dealing with underground construction. The work is estimated to be completed within six months.
Inspection Services
During the engineering design phase of the project, Public Works Department issued a Request for Proposals No.1121-17 on April 18, 2017 for inspection services for the project. A total of thirteen (13) proposals were received by May 10, 2017. Proposals were evaluated and ranked by an evaluation committee of City staff according to the following selection criteria:
• Demonstrated understanding of the scope of services
• Key personnel qualifications and experience with similar projects
• Project management methods and quality control/assurance
Based on the selection criteria, SA Associates, Inc. had the best overall proposal. The assigned staff has excellent experience on similar projects, identified and understands the key project issues, and proposed an appropriate level of staffing for the size and complexity of the project. The scope of work and methodology was clearly outlined to complete the project in a timely manner. The total not to exceed cost for Inspection Services for the Cycle 1 Sewer Main Replacement Project is $70,000.
POLICY ALTERNATIVES:
Not applicable
PUBLIC OUTREACH/INTEREST:
Staff will distribute construction notices to area residents, and will maintain regular communication with the property owners to keep them abreast of the project schedule and impacts during construction.
ENVIRONMENTAL REVIEW:
The proposed project is exempt from the provisions of the California Environmental Quality Act (CEQA). Per the CEQA Guidelines, the project is exempt pursuant to the following provision: Section 15304 (e), “Minor Alterations to Land”. No permanent environmental effects are anticipated, thus, no further environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary, and has reviewed and approved the proposed Professional Services Agreement as to form.
Attachments:
1. Resolution No. 17-0128
2. Location Map
3. Contractor’s Bid Proposal and Agreement
4. Plans and Specifications (Web-Link Provided)
5. Resolution No. 17-0129
6. Professional Services Agreement for SA Associates, Inc.