TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Anastasia Seims, Senior Civil Engineer
SUBJECT:Title
Consider the Following:
1) Adopting a Resolution Awarding a Construction Agreement to C.A Rasmussen, Inc. for the Sepulveda Bridge Widening Project for $8,791,040; Authorizing the City Manager to Approve Additional Work if Necessary, for up to $879,105; and Approving the Plans and Specifications for the Project;
2) Adopting a Resolution Awarding a Construction Management Services Agreement with S2 Engineering, Inc. for the Sepulveda Bridge Widening Project for $1,689,704;
3) Adopting a Resolution Approving Amendment No. 7 to the Professional Design Services Agreement with HDR Engineering, Inc. for the Sepulveda Bridge Widening Project for $424,546 (Public Works Director Katsouleas).
ADOPT RESOLUTION NOS. 20-0082, 20-0083 AND 20-0084
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council adopt:
1. Resolution No. 20-0082 awarding a construction agreement to C.A Rasmussen, Inc. for the Sepulveda Bridge Widening Project for $8,791,040, authorizing the City Manager to execute the Agreement; authorizing the City Manager to approve additional work, if necessary, for up to $879,105; and approving the Plans and Specifications for the Project;
2. Resolution No. 20-0083 awarding a Construction Management Services Agreement with S2 Engineering, Inc. for the Sepulveda Bridge Widening Project for $1,689,704; and
3. Resolution No. 20-0084 approving Amendment No. 7 to the Professional Design Services Agreement with HDR Engineering, Inc. for the Sepulveda Bridge Widening Project for $424,546.
FISCAL IMPLICATIONS:
A combination of federal and local funds is currently available for this Project in the approved budget. No additional funding appropriation is necessary. The agreements with C.A Rasmussen, Inc., S2 Engineering, Inc., and HDR Engineering, Inc., and the construction contingency are funded with monies from Los Angeles County Metropolitan Transportation Authority (Metro) Call for Projects, Proposition C Local Return, and Metro’s Measure R Grant Funds. The Budget and Expenditure Summary Report is provided in an attachment.
BACKGROUND:
The purpose of the Sepulveda Bridge Widening Project is to widen the northbound lane of the existing Sepulveda Bridge at 33rd Street (i.e., the pinch point). The existing bridge is 100 feet wide and 165 feet long, with 5-foot sidewalks and no shoulders. The Project includes widening the east side of the bridge by approximately 29 feet to provide one additional northbound lane on Sepulveda Boulevard within the Project area. The widened structure includes a total of seven through lanes - three southbound and four northbound. The additional lane begins just north of 33rd Street where a merging lane currently exists adjacent to the sidewalk. The new lane will continue north from 33rd Street to approximately 295 feet south of Rosecrans Avenue where the lane will merge into an existing fourth lane. The widened bridge will have a shoulder varying from two to eight feet on the east side of the bridge, and the existing non-standard sidewalks will be widened to six feet. Seismic retrofits of the existing bridge will also be completed. Landscaping will be provided in the project area, mostly for the purpose of slope stabilization. The bridge railings in both northbound and southbound directions will also be upgraded.
Staff has provided numerous reports and presentations to City Council regarding the need for and benefits associated with widening the bridge on State Highway 1 (Sepulveda Boulevard) between Rosecrans Avenue and 33rd Street in Manhattan Beach. The most recent actions were as follows:
• On June 5, 2018, City Council approved a Resolution of Necessity for the acquisition of easements over portions of the real property located at 3500 N. Sepulveda Boulevard. This authority to acquire the subject property interests for public use, pursuant to California Constitution, Article I, Section 19, California Government Code, is commonly referred to as the “Eminent Domain Law.”
• On August 21, 2018, staff updated City Council regarding the status of the real property rights-of-way acquisition and approving HDR Engineering, Inc.’s Amendment No. 5 to assist with the unresolved right-of-way issues.
• On October 15, 2019, City Council met in closed session to discuss the subject property interests at 3500 N. Sepulveda Boulevard
On October 30, 2019, the City received the right-of-way certification from Caltrans for the project, and on December 3, 2019, City Council approved Amendment No. 6 to the Professional Services Agreement with HDR Engineering, Inc., which included services such as assist the City with obtaining the Notice to Proceed (E-76), preparing a complete bid package, advertising the project for construction bidding, and overseeing the review and selection process for a construction management firm and construction contractor for the Project.
On April 2, 2020, the City received the long-awaited E-76 notice to proceed with construction from Caltrans, which was the remaining documentation need to authorize staff to formally advertise the Project for construction bids.
DISCUSSION:
Bids for the Sepulveda Bridge Widening Project were solicited on a competitive basis in accordance with the provisions of the California Public Contract Code in April 2020. The project was advertised for bid in the City’s publisher of record (Beach Reporter) twice, in several construction industry publications, and was listed on the City’s website and BidSync, an online service that connects vendors, suppliers and contractors to government procurement opportunities. Staff also notified over 60 contractors on the City’s contractor database regarding this project.
A total of seven competitive bids were received on June 9, 2020, and opened on June 10, 2020, after twenty-four hours of contactless document isolation. The bid results are as follows:
Contractor Total Bid Price
C.A Rasmussen, Inc. $8,791,039.70
Spectrum Construction Group, Inc. $9,471,228.18
SEMA Construction, Inc. $9,687,590.90
Powell Constructors, Inc. $9,959,129.50
Stacy and Witbeck, Inc. $10,248,888.00
Griffith Company $10,313,216.00
Steve P. Rados, Inc. $11,174,272.00
Staff reviewed C.A Rasmussen, Inc.’s contractor license and found it to be in order. Additionally, references indicate the contractor has the knowledge and capability to complete the work in a timely and acceptable manner.
All bid packets were analyzed for arithmetical errors, completeness, accuracy, etc. C.A Rasmussen, Inc.’s bid packet included an error for the extended amount of one of the bid items, but this error resulted in no variance to the total bid amount included in the submitted bid. Exhibit 15-G of the bid packet did not include the total claimed Disadvantaged Business Enterprise (DBE) participation percentage, but the DBE dollar amounts for all DBE subcontractors were provided in the Exhibit and the DBE requirement was met. Further, the bid packet did not include additional evidence indicating the capacity of one of the two persons signing the Bid to bind the Bidder. In consultation with the City Attorney’s Office, it was determined that the error to the extended price of one of the bid items on C.A. Rasmussen Inc.’s bid packet, the omission of the DBE participation percentage on Exhibit 15-G, and the late submittal of evidence are all 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, the unit price for the bid item is used to calculate the extended amount for that bid item, and the total bid amount is unchanged.
Staff recommends that City Council authorize the City Manager to award a construction contract with C.A Rasmussen, Inc. for $8,791,040 and approve additional work, if necessary, for up to $879,105.
The City issued Request for Proposal (RFP) No. 1225-20 on November 27, 2019, for construction management and inspection services for the Sepulveda Bridge Widening Project. A total of six proposals were received by the January 7, 2020, RFP deadline. Each proposal was evaluated and ranked by the City’s evaluation committee based on the proposer’s understanding of the scope of services, proposed methodology and work plan, and experience of both the firm and the project team members.
S2 Engineering, Inc. submitted the most responsive and comprehensive proposal. The firm’s assigned staff has the most relevant experience and its proposal demonstrated a significant understanding of the key project tasks and constraints. The recommended award of $1,689,704 will cover the expected costs for the scope outlined in the RFP, which includes construction and inspection services and materials testing and inspection services during the construction phase of the Project. Per Government Code Section 4526, Professional Services Consultants are selected based on qualifications.
Key services to be provided by S2 Engineering, Inc. include:
• Full-time inspection of construction activities.
• Ongoing review and oversight of the construction schedule and budget.
• Responding to contractor questions, requests for information, and issues that arise in the field during construction.
• Coordinating between the contractor, City staff, and Caltrans.
Staff recommends that City Council authorize the City Manager to award a construction management services agreement with S2 Engineering, Inc. for $1,689,704.
HDR Engineering, Inc. is the Engineer of Record for the Project and prepared the Project plans and specifications. At the City’s request, HDR Engineering, Inc. provided a not-to-exceed proposal of $424,546 to assist the City with the following design support services during construction:
• Site visits and coordination support during construction.
• Responding to design questions, reviewing design submittals, and responding to design issues that arise in the field during construction.
• Preparation of a Certificate of Environmental Compliance (CEC) and submission of the CEC to Caltrans at the end of construction.
• Review of contractor redline as-built and finalize as-built plan set for City and Caltrans records.
Staff recommends that City Council approve an amendment to the Agreement with HDR Engineering, Inc. for a not-to-exceed amount of $424,546. Upon City Council award of the agreements and amendment, they will be submitted to Caltrans in accordance with Caltran’s Local Assistance Procedures Manual for Caltrans review and approval. The City will also coordinate with Caltrans and Metro to update the funding agreements with both agencies to reflect the contract amounts and amendment awarded by City Council.
The Notice to Proceed to fulfill preconstruction requirements and order materials will be issued as soon as the Council-approved award package is submitted to and approved by Caltrans. Construction is anticipated to start approximately four to six weeks after the contractor begins procuring products and materials (i.e., staging). The complete construction project is expected to last 12-14 months. Allowable construction hours will be from 7:30 AM to 6:00 PM, Monday through Friday, and 9:00 AM to 6:00 AM on Saturday. However, the contractor will be required to refrain from closing any northbound lanes prior 9:00 AM. Please note that limited night time work will occur for specific construction activities in order to ensure the safety of the commuters and workers, as required by Caltrans on its Right-of-Way Permit and plan approvals. The construction activities that will be required to occur at night include removing existing striping, placing traffic signal equipment, removing and reconstructing the median, installing bridge approach slabs, constructing driveways, placing the polyester concrete overlay on the bridge, and slurry sealing activities.
PUBLIC OUTREACH:
A significant number of public meetings were held with City Council on June 5, 2012, October 15, 2013, February 25, 2014, May 6, 2014, January 6, 2015, July 7, 2015, February 16, 2016, December 20, 2016, June 5, 2018, and December 3, 2019. The project was also discussed at previous Capital Improvement Program budget meetings, Planning Commission meetings, and during several presentations made by the Community Development Department relating to redevelopment of the mall.
Once the project progresses to the construction phase, public outreach will include a public information meeting prior to construction, construction notices, electronic message boards on Sepulveda Boulevard for northbound and southbound traffic, media coordination, and updates on the City website.
ENVIROMENTAL REVIEW:
Environmental review regarding the overall project (CEQA Negative Declaration) was completed on February 24, 1988. Subsequent environmental re-validations were completed on June 1, 2004, May 5, 2014, and July 20, 2018.
LEGAL REVIEW:
The City Attorney has approved the agreements and amendment as to form.
ATTACHMENTS:
1. Resolution No. 20-0082
2. Agreement - C.A. Rasmussen, Inc.
3. Bid Proposal
4. Project Plans and Specifications
5. Resolution No. 20-0083
6. Agreement - S2 Engineering, Inc.
7. Resolution No. 20-0084
8. Amendment No. 7 - HDR Engineering, Inc.
9. Agreement & Amendments No. 1-6 - HDR Engineering, Inc.
10. Budget and Expenditures Summary
11. Location Map