TO:
Honorable Mayor and Member of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Director of Public Works
Prem Kumar, City Engineer
Luis H. Osuna, Senior Civil Engineer
SUBJECT:Title
Resolution No. 18-0088 Awarding a Construction Contract to PTM General Engineering Services Inc. (PTM) for the Highway Safety Improvement Program Cycle 5 Pedestrian Safety Improvements Project for $491,000 and Approving the Re-Appropriation of $345,000 from the Non-Motorized Transportation Project (Public Works Director Katsouleas).
a) ADOPT RESOLUTION NO. 18-0088
b) APPROVE APPROPRIATION
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RECOMMENDATION:
Staff recommends the City Council adopt Resolution No. 18-0088 (Attachment):
1. awarding a construction contract to PTM General Engineering Services Inc. (PTM) for $491,000;
2. authorizing the City Manager to execute the contract (Attachment);
3. approving a contingency amount of $49,100 (10% of construction contract) for additional work if needed;
4. approving the plans and specifications for the Highway Safety Improvement Program Cycle 5 Pedestrian Safety Improvements Project (Attachment); and
5. approving the re-appropriation of $345,000.00 in the Capital Improvement Program (CIP) Fund from the FY2014/15 to 2018/19 Non-Motorized Transportation Project to the Highway Safety Improvement Program Cycle 5 Pedestrian Safety Improvements Project.
FISCAL IMPLICATIONS:
The total construction costs for the project, including the standard 10% contingency, is $540,100. The proposed funding comes from two CIP project numbers: 1) 22 Intersection Pedestrian Improvements - Acct. Code: 14823E and 2) Non-Motorized Transportation Crosswalk & Bike Lanes - Acct. Code: 15835. Both of these budget line items are specifically designated for pedestrian and bicycle related improvements. The attached Budget and Expenditures summary report provides the detailed funding plan (Attachment).
BACKGROUND:
Earlier this summer, staff put this project out to bid and received only one bid on June 7, 2018. At $719,939, that bid was nearly double the probable cost estimate and was thus rejected by City Council on July 17, 2018. Staff reviewed the bid package and determined that some modifications could be made toward lowering the costs of the project and still achieve its primary goals to enhance pedestrian safety. It was immediately rebid on June 27, 2018, with bids due on July 23, 2018.
DISCUSSION:
Construction bids 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). Staff also notified over sixty contractors on the City’s contractor database regarding this project.
A total of three (3) competitive bids were received and opened on July 23, 2018:
Contractor Total Submitted Bid Amount
Select Electric, Inc. (“Select”) $469,469 (non-responsive)
PTM General Engineering $491,000
Services, Inc. (“PTM”)
Palp, Inc. DBA Excel Paving (“Excel”) $549,910
Staff reviewed the apparent lowest bidder’s proposal (Select Electric, Inc.) and determined that the bid was non-responsive because none of the Federal-Aid forms required for submission, as identified in the “Instructions to Bidders” and attached as Appendix II “Federal Requirements” of the Specifications, were part of the bidder’s submitted packet.
Staff reviewed the second lowest bidder’s proposal (PTM General Engineering Services, Inc.) and determined it complied with the submittal requirements of the Specifications. Staff also reviewed PTM’s contractor license and found it to be in order. Additionally, references indicate PTM has the knowledge and capability to complete the work in a timely and acceptable manner. PTM’s bid proposal was reviewed by the Public Works Department and found to be responsive with no errors. While the bid price is higher than expected, there are sufficient funds in the CIP’s non-motorized transportation project budget to offset this high value, pedestrian safety project.
Therefore, staff recommends that City Council: 1) authorize the City Manager to execute a construction contract with PTM for $491,000 and approve additional work, if necessary, for up to $49,100 (10% of construction contract); and 2) approve the re-appropriation of $345,000.00 in the Capital Improvement Program (CIP) Fund from the FY2014/15 to 2018/19 Non-Motorized Transportation Project to the Highway Safety Improvement Program Cycle 5 Pedestrian Safety Improvements Project
The construction phase is scheduled to occur between September-December of 2018.
ENVIRONMENTAL REVIEW
Per the Categorical Exemption/Categorical Exclusion Determination Form on file Caltrans’ NEPA Determination per 23 USC 326 is that “The State has determined that this project has no significant impacts on the environment as defined by NEPA, and that there are no unusual circumstances as described in 23 CFR 77.117(b). As such this project is categorically excluded from the requirements to prepare an environmental assessment or environmental impact statement under the National Environmental Policy Act.” This finding has been reaffirmed by the NEPA/CEQA revalidation form received from Caltrans Local Assistance after requesting authorization for construction of this project.
On May 15, 2018 staff filed a Notice of Exemption with the County of Los Angeles Clerk Office after determining this project qualifies for a Class 1(c) 15301 Categorical Exemption (Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities).
LEGAL REVIEW
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
OUTREACH
The grant project application was prepared in consultation with representatives of the School District. It was also presented to the Parking and Public Improvement Commission and City Council at public meetings in 2011 and 2012, and in subsequent annual CIP budget approval processes. Status reports for these projects have been presented to the Manhattan Beach Unified School District board on two separate occasions. Staff has also met with Staff at the School District Superintendent Office as recently as May 2018 to discuss the final plans for this project.
Attachments:
1. Resolution No. 18-0088
2. Agreement - PTM General Engineering Services
3. Bid Proposal
4. Plans and Specifications (Web-Link Provided)
5. Budget and Expenditures Summary
6. Location Map