TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Tim Birthisel, Senior Civil Engineer
SUBJECT:Title
Consideration of:
a. A Resolution Awarding a Construction Agreement to Vasilj, Inc., for the Cycle 2 Sewer Infrastructure Improvement Project for $1,396,359; Authorizing the City Manager to Approve Contingency Funds Totaling $279,270 for any Unforeseen Additional Work; and Approving the Plans and Specifications for the Cycle 2 Sewer Infrastructure Improvement Project; and
b. A Resolution Awarding an Inspection Service Agreement to Wallace & Associates Consulting, Inc., for the Cycle 2 Sewer Infrastructure Improvement Project for $139,536 (Public Works Director Katsouleas).
ADOPT RESOLUTION NOS. 21-0003 AND 21-0004
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Recommended Action
RECOMMENDATION:ody
Staff recommends that City Council:
A. Adopt Resolution 21-0003 awarding a construction agreement to Vasilj, Inc., for the Cycle 2 Storm Sewer Infrastructure Improvement Project (Project) for $1,396,359 and authorizing the City Manager to execute the agreement; authorizing the City Manager to approve contingency funds totaling $279,270 for additional work, if necessary; and approving the plans and specifications for the project; and
B. Adopt Resolution 21-0004 awarding an Inspection Services Agreement to Wallace & Associates Consulting, Inc., for the Project for $139,536 and authorizing the City Manager to execute the Agreement.
FISCAL IMPLICATIONS:
Sufficient funds are available in the Capital Improvement Plan’s (CIP) Wastewater Fund budget for the Annual Rehabilitation of Sewer Mains Project. A total of $1,815,165 is allocated for construction, contingency, and inspection services for this Project. Any unused funds will revert to the CIP Wastewater Fund balance for future projects. A Budget and Expenditure summary report is attached.
BACKGROUND:
The City operates and maintains an extensive sanitary sewer collection system, including approximately 85 miles of sanitary sewer pipelines. In evaluating 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 identifies 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 Boulevard and Manhattan Avenue, which presents unique challenges in coordinating traffic control and minimizing the impact on visitors to the downtown area. Another portion of the work is located near the intersection of Rosecrans Avenue and Sepulveda Boulevard, where there is heavy vehicular traffic. These locations and other areas impacting commercial businesses will be performed during nighttime work hours to minimize impacts on vehicular traffic and business operations.
The Cycle 2 Project consists of excavation, installation of vitrified clay pipe (VCP), installation of Cured in Place Pipe (CIPP) via Ultra Violet (UV) curing methods, rehabilitation of manholes, required 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 2600 linear feet of vitrified clay pipe and CIPP mainline spot repairs at the following 12 locations in the City (location map attached).
1. Vista Drive and 26th Place
2. Vista Drive and 23rd Street
3. 20th Street and Highland Avenue
4. 18th Street and Flournoy Road
5. Manhattan Beach Boulevard and Manhattan Avenue
6. 9th Street and Highland Avenue
7. 8th Street and Highland Avenue
8. 6th Street and Manhattan Avenue
9. 1st Street and Manhattan Avenue
10. 3rd Street and Manhattan Avenue
11. 2nd Street and Redondo Avenue
12. Rosecrans Avenue and Sepulveda Boulevard
DISCUSSION:
Construction Work
The Cycle 2 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. Nine bids were received on November 16, 2020, and opened on November 17, 2020. The bid results are as follows:
Contractor Total Bid Amount
Vasilj, Inc. (Irwindale, CA) $1,396,359.00
Ramona, Inc. (Baldwin Park, CA) $1,421,320.00
CEM Construction Corp (Montebello, CA) $1,552,525.00
MNR Construction, Inc. (La Verne, CA) $1,773,370.00
Tomovich & Associates (Pico Rivera, CA) $1,827,126.50
Clarke Contracting Corp. (Lawndale, CA) $1,884,778.00
GRBCON (Baldwin Park, CA) $1,905,085.00
Colich & Sons LP (Gardena, CA) $1,959,005.00
GRFCO, Inc. (Perris, CA) $2,072,750.00
All bid packets were analyzed for arithmetical errors, completeness, accuracy, etc. Staff reviewed Vasilj, Inc.’s contractor’s license and found it to be in order. Additionally, references indicate that Vasilj, Inc., has the knowledge and capability to complete the work in a timely and acceptable manner. In reviewing the bids, staff identified a mathematical error in calculating one of the 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.
Therefore, staff recommends that City Council award a construction agreement to Vasilj, Inc,. for $1,396,359 and that the City Manager be authorized to approve change orders for up to $279,270 for additional work resulting from unforeseen conditions and deep excavation in excess of 25’, which is required for portions of the Project. The work is estimated to be completed in approximately four months once it commences in early 2021.
Inspection Services
During the engineering design phase of the project, staff issued a Request for Proposals on September 3, 2020, for inspection services for the Cycle 2 Project. A total of eight proposals were received by October 5, 2020. The 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 the best overall responsive proposal. Its assigned staff has excellent experience on similar projects, and the firm 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 $139,536 to Wallace & Associates Consulting, Inc., for the Project.
PUBLIC OUTREACH:
Staff will distribute preliminary construction notices to area residents and businesses, and will maintain regular communication with the property owners and nearby businesses to keep them abreast of the project schedule and impacts during construction.
ENVIROMENTAL 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. 21-0003
2. Agreement - Vasilj, Inc.
3. Resolution No. 21-0004
4. Agreement - Wallace & Associates Consulting, Inc.
5. Plans and Specifications (Web-Link Provided)
6. Budget and Expenditure Summary
7. Location Map