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
Anastasia Seims, Senior Civil Engineer
SUBJECT:Title
Resolution No. 18-0077 Awarding a Construction Contract to OakWest Services, Inc. for the Veterans Parkway Improvement Project for $275,230; Resolution No. 18-0078 Approving the Youth Employment Plan for the Los Angeles County Regional Park and Open Space District Grant; and Resolution No. 18-0079 Approving Amendment No. 3 for $15,500 to David Volz Design, Inc. (DVD) for Construction Support Services (Public Works Director Katsouleas).
ADOPT RESOLUTION NOS. 18-0077, 18-0078 AND 18-0079
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RECOMMENDATION:
Staff recommends the City Council:
1. Adopt Resolution No. 18-0077:
a. Awarding a construction contract to OakWest Services, Inc. for $275,230,
b. Authorizing the City Manager to execute the contract;
c. Authorizing the City Manager to approve additional work, if necessary, for up to $7,095; and
d. Approving the plans and specifications for the Veterans Parkway Improvement Project.
2. Adopt Resolution No. 18-0078 approving the Veterans Parkway Improvement Project Youth Employment Plan for the Los Angeles County Regional Park and Open Space District (District) Grant.
3. Adopt Resolution No. 18-0079 authorizing the City Manager to execute Amendment No. 3 for $15,500 to the existing professional design services agreement with David Volz Design Landscape Architects, Inc. (DVD) for Construction Support Services.
FISCAL IMPLICATIONS:
This project is included in the previously approved Capital Improvement Program and has $297,825 in District grant funds available for implementation. The construction phase of the project is fully funded by the grant as directed by City Council on May 16, 2017. Included is an attachment of the Budget and Expenditure Summary for the project.
BACKGROUND:
Veterans Parkway is an important community asset that functions as a passive, tranquil parkway. To ensure that efforts to maintain and improve Veterans Parkway are implemented in an effective manner, City Council approved the Veterans Parkway Landscape Master Plan Guidelines on June 25, 2013.
On September 10, 2013, City Council endorsed the City’s application for competitive funding for landscape improvements to Veterans Parkway through the 2013 Competitive Trails Grant, which was made available by Los Angeles County Supervisor Don Knabe’s office. In June 2014, the City entered into an Agreement with the District after receiving notification that it had been awarded a $297,825 grant for the landscape improvements proposed. Once the District Agreement was fully executed, staff undertook a competitive process and ultimately selected David Voltz Design, Inc; (DVD) to assist with the landscape design for Veteran’s Parkway. On August 4, 2015, City Council approved a consultant agreement for $31,912 with DVD.
Based on the Veteran’s Parkway Master Plan Guidelines adopted in 2013, preliminary design improvements were presented to City Council on June 21, 2016. Following that presentation, a series of meetings were held with stakeholders to review the preliminary designs and suggest modifications to be incorporated into the final design elements, which were ultimately approved by City Council on May 16, 2017.
DISCUSSION:
Construction Bid Proposals
Bids for the Veterans Parkway Improvement Project were solicited on a competitive basis in accordance with the provisions of the California Public Contract Code. The project was advertised for bid in the City’s publisher of record (Beach Reporter), in several 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). A total of three (3) competitive bids were received and opened on May 22, 2018. The results of the Base Bid and Additives are as follows:
Contractor Total Submitted Total Submitted Total Submitted
Base Bid Base Bid Plus Base Bid Plus All
Amount Additive E Additives (C, D, E)
OakWest Services, Inc. $171,026.49 $275,230.56 $294,961.16
Anaheim, CA
YAKAR $190,495.00 $302,392.00 $378,902.00
Covina, CA
KASA Construction, Inc $237,173.00 $340,562.00 $384,696.00
Chino, CA
Staff reviewed OakWest Services, Inc.’s (OakWest) contractor license and found it to be in order. Additionally, references indicate OakWest has the knowledge and capability to complete the work in a timely and acceptable manner.
After analyzing all bid packets for arithmetical errors, completeness, accuracy, etc., OakWest’s bid package contained minor arithmetical errors amounting to a 0.0007% variance from its submitted bid. Further, it did not include additional evidence indicating the capacity of the person(s) signing the Bid to bind the Bidder. In consultation with the City Attorney’s Office regarding OakWest’s late submittal of evidence indicating the capacity of the person(s) signing the Bid to bind the Bidder, it was determined that the variance shown on OakWest’s bid packet and late submittal of evidence are both immaterial deviations for the purposes of considering its bid as responsive. Additionally, per the specifications, in cases of discrepancy between the unit price and the extended amount set forth for the item, the unit price shall prevail. Therefore, for the purposes of determining the lowest responsible bidder based on the calculated rather than submitted subtotals, the total base bid amount is $171,025.26 (a $1.23 difference), and the total bid amount inclusive of Additive Bid E, based on the calculated rather than submitted subtotals, is $275,229.27 (a $1.29 difference). See attachment of Bid Proposal for the line item detail. Please note that the District grant is only sufficient to complete the Base Bid and Additive Bid E. Therefore, Staff recommends that City Council authorize the City Manager to award a construction contract to OakWest for $275,230 for the Base Bid and Additive Bid E, which leaves a residual contingency of $7,095 for additional work if necessary.
The construction is anticipated to start in early September and be completed in November 2018.
Construction Support Services
On August 26, 2015, following a competitive Request for Proposals process, the City Manager executed a design services agreement with DVD for the Veterans Parkway Improvement Project for $31,912. On December 30, 2016, the City Manager executed Amendment No. 1 to the original Agreement to extend the contract term and added additional services and compensation for $6,200. On August 24, 2017, the City Manager executed Amendment No. 2 to the original Agreement further extending the term, additional services and compensation by $11,850.
Due to the project’s progression into the construction phase, there is now a need for construction support services for shop drawing review, plant selection confirmation and installation review in accordance with design specifications, etc. DVD submitted a not-to-exceed proposal for $15,500 to provide these support services during construction for the Veterans Parkway Improvement Project. Staff has reviewed and found the proposal to be reasonable and responsive to the City’s current needs for successful implementation. Therefore, staff recommends that City Council authorize the City Manager to execute Amendment No. 3 for these additional support services.
Youth Employment Plan
In order to receive reimbursements from the District grant for this project, a City Council Resolution and Youth Employment Plan must be adopted and submitted to the District identifying the expenditures planned on youth labor. In compliance with the goals of the Youth Employment Plan (YEP), the City’s bid Specifications identified a line-item requirement of $10,000 to hire and utilize youth.
PUBLIC OUTREACH/INTEREST:
Numerous community meetings were held during the development of the Veteran’s Parkway Master Plan Guidelines and numerous meeting were also held with key public members in reviewing and developing the preliminary and final design elements and construction plans.
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 Categorical Exemption pursuant to Section 15301 (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines. 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. 18-0077
2. Agreement - OakWest Services, Inc.
3. OakWest Services, Inc.’s Bid Proposal
4. Veterans Parkway Improvement - Plans and Specifications (Web-Link Provided)
5. Location Map
6. Resolution No. 18-0078
7. Youth Employment Plan for the Los Angeles County Regional Park and Open Space District Grant
8. Resolution No. 18-0079
9. Amendment No. 3 - David Volz Design Landscape Architects, Inc.
10. Agreement and Amendments - David Volz Design Landscape Architects, Inc.
11. Budget and Expenditures