TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Carrie Tai, AICP, Acting Public Works Director
Prem Kumar, City Engineer
Helen Shi, Senior Civil Engineer
SUBJECT:Title
Consideration of:
a) A Resolution Awarding a Construction Agreement to HYM Engineering, Inc. for the Aviation Boulevard at Artesia Boulevard Southbound to Westbound Right Turn Lane Improvement Project for $707,930; Approving the Plans and Specifications for the Project; and Authorizing the City Manager to Approve Additional Work, if Necessary, for up to $141,586;
b) A Resolution Approving an Inspection Services Agreement with Quantum Quality Consulting, Inc. in the Amount of $110,630; and
c) A Resolution Approving Amendment No. 4 with Michael Baker International in the Amount of $32,240 for Design Support Services During Construction (Acting Public Works Director Tai).
ADOPT RESOLUTION NOS. 21-0034, 21-0035 AND 21-0036
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
a) Adopt Resolution No. 21-0034:
a. Awarding a construction agreement to HYM Engineering Inc. for the Aviation Boulevard at Artesia Boulevard Southbound to Westbound Right Turn Lane Improvement Project (Project) for $707,930;
b. Approving the Plans and Specifications for the Project; and
c. Authorizing the City Manager to execute the agreement and approve additional work up to $141,586.
b) Adopt Resolution No. 21-0035:
a. Approving an Inspection Services Agreement with Quantum Quality Consulting, Inc. for $110,630; and
b. Authorizing the City Manager to execute the agreement.
c) Adopt Resolution No. 21-0036:
1. Approving Amendment No. 4 with Michael Baker International for Design Support Services during Construction for $32,240; and
2. Authorizing the City Manager to execute the agreement.
FISCAL IMPLICATIONS:
The City received a $1.5 million grant through the Measure R South Bay Highway Program, which is administered by the Los Angeles County Metropolitan Transportation Agency (Metro). These grant funds were approved to be used for costs associated with design, plans, specifications and estimates, project development, right-of-way acquisition, construction and all other components necessary to complete the proposed Project. The City is not required to provide a local match for these funds.
The Project funding is anticipated to cover the cost of engineering design, environmental clearance, right-of-way acquisition, construction, contingency, inspection, material testing and design support during construction. Therefore, no additional funding is necessary. The Project Budget and Expenditures Report is attached.
BACKGROUND:
Aviation Boulevard is a major north-south arterial roadway, designated truck and transit route. Artesia Boulevard is a major east-west arterial roadway, which provides regional access to I-405 freeway. Both arterials currently operate at Level of Service (LOS) F during both the morning and afternoon peak periods. Traffic demand on these arterials exceeds capacity at the existing intersection at Aviation Boulevard and Artesia Boulevard, and is further impacted by inadequate vehicle storage queues for left- and right-turn movements.
On January 18, 2011, City Council approved Resolution No. 6290 indicating support for the South Bay Measure R Highway Program Early Action Project List. As the result, the City was awarded $1.5 million from Metro for the Aviation Boulevard at Artesia Boulevard Southbound to Westbound Right Turn Lane Improvement Project through the South Bay Highway Program (SBHP). On January 3, 2017, the City Council awarded a professional services agreement to Michael Baker International for Engineering Design Services. The consultant assisted with the California Environmental Quality Act (CEQA) environmental clearance process with preparation of a Mitigated Negative Declaration. On October 15, 2019, the City Council approved the proposed Project’s Mitigated Negative Declaration.
The proposed Project will widen the west side of Aviation Boulevard to provide an exclusive southbound right-turn lane, thereby increasing the capacity and reducing vehicular delay at this intersection. The proposed Project details are listed below, and shown on the plans and delineated in the specifications:
1. Street widening at the northwest quadrant of the intersection, including new pavement, curb, gutters, sidewalk, driveway, pedestrian push button, and retaining wall.
2. Modifying the existing storm drain catch basin and connector pipe to address drainage issues, and reconnect to the Los Angeles County storm drain system.
3. Signing and striping layout, landscape/irrigation restoration, and other appurtenant work.
The proposed Project plans and specifications are 100% complete in conformance with Caltrans 2018 design standards. On December 28, 2020, the Project was publicly advertised.
DISCUSSION:
Construction Work
The Project was advertised for bid in the City’s publisher of record (Beach Reporter), and was listed on the City’s website and BidSync (an online service that connects vendors, suppliers and contractors to government procurement opportunities). In addition, e-mail notification for the Project was sent to the contractors listed on the City’s database (over 60 contractors). Three (3) bids were received and opened on February 17, 2021.
Contractor Calculated Total Bid Amount
HYM Engineering, Inc. $707,930
Hardy and Harper, Inc. $987,000
All American Asphalt $961,641
All packets were analyzed for arithmetical errors, completeness, accuracy, etc. Staff reviewed the bid, contractor’s license, and references for the apparent low bidder, HYM Engineering, Inc. (HYM). The bid and license were in order. References indicate that HYM has the knowledge and capability to complete the work in accordance with the plans and specifications.
Therefore, staff recommends that the City Council award a construction agreement to HYM for $707,930 and that the City Manager be authorized to approve change orders for up to $141,586 for additional work resulting from unforeseen conditions and deep excavation in excess of 20 feet, which is required for portions of the work. The work is estimated to be completed in approximately six months once it commences in summer 2021.
Inspection Services
In an effort to expedite the construction of the Measure R grant-funded Project, the inspector selection process is based on the invitation of eligible consultants. These selected consultants provided excellent inspection services on past City street improvement projects with good track records of conducting thorough and satisfying inspection work. All invited consultants were previously selected through an RFP process and satisfy the requirements specified in the RFP. To streamline the process for the Project needs, the request for service effort is focused on the below listed four consultants:
• Ardurra Group, Inc.
• Onward Engineering
• Quantum Quality Consulting, Inc.
• SA Associates
The scope of work includes:
• Ensuring the contractor complies with the plans, specifications and applicable standards;
• Performing field Project oversight for monitoring traffic control, damage and repair of existing infrastructure;
• Documenting the daily work and extra work performed by the Contractor;
• Verifying the completed work; monitoring, providing supporting documentation and inspecting any additional work performed; and
• Preparing a list of items for correction.
Two proposals were received by the March 12, 2021, deadline. 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;
• Experience and qualifications with comparable work;
• Approach to key challenges and Consultant’s familiarity with local (sensitivity) conditions; and
• Flexibility of full-time and part-time inspections based on the intensity of the construction activity.
Based on the selection criteria, Quantum Quality Consulting, Inc. (Quantum) provided the most responsive proposal. The assigned staff has experience working on similar street widening and storm drain projects, identifies and understands the key Project issues, and proposed an appropriate level of staffing for the size and complexity of the Project. Quantum’s methodology for executing the scope of work was clear and organized to complete it thoroughly and efficiently. The cost for providing inspection services for the Project is $110,630. Therefore, the staff recommends that City Council approve a Construction Inspection Services agreement with Quantum for the Project.
Design Support Services During Construction
On January 3, 2017, the City Council awarded a $144,541 professional services agreement to Michael Baker International (MBI) for engineering design services that included environmental review and the preparation of plans and specifications for construction bidding. During the Project design phase, three amendments were approved for Michael Baker International to better assist with the Project, as listed below:
• Amendment No. 1 (August 8, 2018) - to extend the term, modify the Scope of Services to add additional services and, increase the maximum compensation by $55,000 to pay for the additional services.
• Amendment No. 2 (July 8, 2019) - to provide more service per a request from the City for additional design-related services in the amount of $21,000.
• Amendment No. 3 (December 22, 2020) - to extend the term of the Agreement through December 30, 2022, and amend the Agreement with new hourly rates.
At the City’s request, MBI has provided a not-to-exceed proposal of $32,240 to assist the City with tasks required during the construction phase. Specifically, MBI’s proposal for providing additional professional engineering services for the Project includes tasks listed below:
• Attend pre-construction and other field meetings during the construction phase, and resolve any challenges that the contractor and inspector need to resolve.
• Prepare delta revisions on the plans based on field conditions, and answer the construction contractor’s RFI during the construction process.
• Prepare as-built plans, make plan revisions base on the field construction.
Therefore, staff recommends that the City Council approve the attached amendment with MBI for a not-to-exceed amount of $32,240.
PUBLIC OUTREACH:
The public outreach completed to date for the Project included notifying area property owners within a 500-foot radius of the Project site and relevant agencies and Tribes, and postings in public places and publications as part of the Mitigated Negative Declaration environmental clearance process for the Project in 2019. Further, this Project was discussed at the July 21, 2020, City Council meeting. Staff will distribute construction notices to area residents and maintained regular communication with the property owner to keep them abreast of the Project schedule and impacts during the construction of the proposed improvements.
ENVIROMENTAL REVIEW:
As a proposed discretionary action by a local agency, the proposed Project is subject to a review of its environmental effects. Accordingly, the environmental effects of the proposed Project were studied and analyzed pursuant to the California Environmental Quality Act (“CEQA”) (Public Resources Code § 21000 et seq.), and the CEQA Guidelines (14 Cal. Code Regs. § 15000 et seq.). City Council has adopted the Mitigated on October 15, 2019. A Notice of Determination to that effect was filed with the County Clerk and with the Office of Planning and Research by the City Engineer.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 21-0034
2. Agreement - HYM Engineering, Inc.
3. Bid Proposal - HYM Engineering, Inc.
4. Resolution No. 21-0035
5. Agreement - Quantum Quality Consulting, Inc.
6. Resolution No. 21-0036
7. Amendment No. 4 - Michael Baker International
8. Agreement, Amendment Nos. 1, 2 & 3 - Michael Baker International
9. Plans and Specifications (Web-Link Provided)
10. Budget and Expenditures Summary