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
Tim Birthisel, Senior Civil Engineer
SUBJECT:Title
Consideration of:
A. Adopting a Resolution Awarding a Construction Agreement to Ramona, Inc., for the Cycle 2 Storm Drain Infrastructure Improvement Project for $544,075;
B. Authorizing the City Manager to Approve Contingency Funds Totaling $81,600 for any Unforeseen Additional Work;
C. Approving the Plans and Specifications for the Cycle 2 Storm Drain Infrastructure Improvement Project; and
D. Adopting a Resolution Awarding an Inspection Service Agreement to Wallace & Associates Consulting, Inc., for the Cycle 2 Storm Drain Infrastructure Improvement Project for $54,400 (Public Works Director Katsouleas).
ADOPT RESOLUTION NOS. 20-0139 AND 20-0140
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Recommended Action
RECOMMENDATION:ody
Staff recommends that City Council:
A. Adopt Resolution 20-0139 awarding a construction agreement to Ramona, Inc., for the Cycle 2 Storm Drain Infrastructure Improvement Project for $544,075; authorizing the City Manager to execute the agreement; approving the plans and specifications for the project; and authorizing the City Manager to approve contingency funds totaling $81,600 for additional work, if necessary.
B. Adopt Resolution 20-0140 awarding an Inspection Services Agreement to Wallace & Associates Consulting, Inc., for the Cycle 2 Storm Drain Infrastructure Improvement Project for $54,400 and authorizing the City Manager to execute the Agreement.
FISCAL IMPLICATIONS:
Sufficient funds are available in the Capital Improvement Plan’s (CIP), Storm Water Fund through current and prior year appropriations for storm drain repairs and infrastructure improvements. A total of $680,075 will be utilized for construction and inspection services for the Cycle 2 Storm Drain Infrastructure Project. Any unused funds will revert to the CIP Storm Water Fund balance for future projects.
BACKGROUND:
The City operates and maintains an extensive storm water conveyance system, including approximately 21 miles of storm drain pipelines. To evaluate the condition of the storm drain system, staff references the Storm Drain Condition Assessment 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 the potential for erosion and storm drain backup, which then minimizes potential for ponding and overflow onto private property.
The Cycle 2 Storm Drain Infrastructure Improvement Project consists of excavation, installation of reinforced concrete pipe (RCP), installation of Cured in Place Pipe (CIPP) via Ultra Violet (UV) curing methods, rehabilitation of manholes, required Americans with Disabilities Act (ADA) compliant curb ramp replacements, asphalt and concrete trench and street repairs, and all appurtenant work as shown on the plans and delineated in the specifications. The Project includes over 1500 linear feet of reinforced concrete and CIPP mainline spot repairs at the following 11 locations in the City.
1. Sepulveda Blvd and 14th Street
2. Bell Avenue and 36th Street
3. 25th Street and Highland Avenue
4. Highland Avenue and 26th Street
5. Palm Avenue and Rosecrans Avenue
6. Morningside Drive and 12th Street
7. Ardmore Avenue and Poinsettia Avenue
8. 8th Street and Redondo Avenue
9. Wendy Way and 23rd Street
10. Marine Avenue and Aviation Boulevard
11. The Strand and 39th Street
DISCUSSION:
Construction Work
The Cycle 2 Storm Drain Infrastructure Improvement 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, and the City’s website. Three bids were received and opened on October 6, 2020. The bid results are as follows:
Contractor Total Bid Amount
Ramona, Inc. (Baldwin Park, CA) $544,075
Clarke Contracting Corp (Lawndale, CA) $675,805
GRFCO, Inc. (Brea, CA) $746,305
All bid packets were analyzed for arithmetical errors, completeness, accuracy, etc. 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. In reviewing the bids, staff identified a minor omission where the contractor had not included its Department of Industrial Relations (DIR) number in its bid documents. Staff confirmed the contractors DIR number was active, and confirmed with the City Attorney’s Office that the omission would be considered a waivable minor irregularity.
Therefore, staff recommends that City Council award a construction agreement to Ramona, Inc., for $544,075, and that the City Manager be authorized to approve change orders for up to $81,600 for additional work resulting from unforeseen conditions. The work is estimated to be completed in approximately five months once it commences in early 2021.
Inspection Services
During the engineering design phase of the project, Public Works Department issued a Request for Proposals on September 3, 2020, for inspection services for the project. A total of eight proposals were received by October 5, 2020. 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, Wallace & Associates Consulting, Inc., provided a very responsive 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 oversee the project in a timely manner. Therefore, staff recommends that City Council award an inspection services agreement for $54,400 to Wallace & Associates Consulting, Inc., for the project.
PUBLIC OUTREACH:
No public outreach was conducted regarding this design services award.
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 Class 1(d) (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 20-0139
2. Agreement - Ramona, Inc.
3. Resolution No. 20-0140
4. Agreement - Wallace & Associates Consulting, Inc.
5. Plans and Specifications (Web Link Provided)
6. Budget and Expenditure Summary