TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Prem Kumar, City Engineer
Tim Birthisel, Senior Civil Engineer
SUBJECT:Title
Consideration of the Following for Cycle 1 Water Infrastructure Improvement Project:
a) A Resolution Awarding a Construction Agreement to Stephen Doreck Equipment Rentals, Inc. for the Cycle 1 Water Infrastructure Improvement Project for $2,210,484.30; Approving the Plans and Specifications for the Project; and Authorizing the City Manager to Approve Additional Work, if Necessary, for up to $221,048;and
b) A Resolution Approving an Inspection Services Agreement with Onward Engineering, Inc. in the Amount of $204,930 (Public Works Director Lee).
ADOPT RESOLUTION NOS. 21-0085 AND 21-0086
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Recommended Action
RECOMMENDATION:ody
Staff recommends that City Council:
A. Adopt Resolution No. 21-0085:
1. Awarding a construction agreement to Stephen Doreck Equipment Rentals, Inc. for the Cycle 1 Water Infrastructure Improvement Project (Project) for $2,210,484.30;
2. Approving the Plans and Specifications for the Project; and
3. Authorizing the City Manager to execute the agreement and approve additional work up to $221,048.
B. Adopt Resolution No. 21-0086:
1. Approving an Inspection Services Agreement with Onward Engineering, Inc. for $204,930; and
2. Authorizing the City Manager to execute the agreement.
FISCAL IMPLICATIONS:
Sufficient funds are available in the Capital Improvement Plan’s (CIP) Water Fund budget for the Annual Rehabilitation of Water Mains Project. A total of $2,636,462.30 will be utilized from the project budget for construction, contingency and inspection services for the Cycle 1 Water Infrastructure Project. Any unused funds will revert to the Water Fund balance for future projects. A Budget and Expenditure summary report is attached.
BACKGROUND:
The City operates and maintains an extensive domestic water distribution system, including approximately 140 miles of water pipelines. In evaluating the condition of the water system, staff references the Water Master Plan, which provides data such as age, 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 having deficient fire flow capacity due to pipe size and locations having severe operational and maintenance issues. Addressing pipe size and operational deficiencies will resolve issues relating to fire flow and residual pressure, which minimizes potential for negative impacts to public health and the environment. Proposed operational improvements and valve additions will also minimize the number of residents impacted by mainline breaks and allow for more isolated mainline shutdowns during emergency repairs.
It is worth noting that a portion of the water main replacement work, including the full roadway pavement resurfacing located on 12th Street between Meadows Avenue and Peck Avenue and 17th Street between Meadows Avenue and Rowell Avenue, presents unique challenges in coordinating traffic control, work hours and minimizing the impact to Meadows Elementary School. It is also worth noting that a portion of the work is located near the intersection of Manhattan Beach Boulevard and Sepulveda Boulevard where there is heavy vehicular traffic.
The Cycle 1 Water Infrastructure Improvement Project consists of excavation, installation of ductile iron pipe (DI), installation of valves, curb-to-curb pavement rehabilitation, required Americans with Disability Act (ADA) compliant curb ramp replacements, and all appurtenant work as shown on the plans and delineated in the specifications. Many of the street segments within the project area will be resurfaced for the entire width of the roadway.
The Project includes over 3,200 linear feet of six inch and eight inch DI, curb-to-curb pavement restoration, and 19 valves at the following six locations in the City (a location map is attached to this report).
1. 12th Street from Meadows Avenue to Peck Avenue (Including Street Resurfacing)
2. 23rd Street from Redondo Avenue to Herrin Avenue (Including Street Resurfacing)
3. Manhattan Beach Boulevard from Pacific Avenue to Sepulveda Boulevard
4. 17th Street from Meadows Avenue to Rowell Avenue (Including Street Resurfacing)
5. 22nd Street from Redondo Avenue to Herrin Avenue (Including Street Resurfacing)
6. Herrin Avenue from 22nd Street to 23rd Street (Including Street Resurfacing)
DISCUSSION:
Construction Work
The Project was advertised for bid in the City’s publisher of record (The Beach Reporter), and was listed on the City’s website and Planetbids (an online service that connects vendors, suppliers and contractors to government procurement opportunities). Two bids were received and opened on August 5, 2021.
Contractor Calculated Total Bid Amount
Stephen Doreck Equipment Rentals, Inc. $2,210,484.30
C.E.M. Construction, Inc. $2,685,673.00
All packets were analyzed for arithmetical errors, completeness, accuracy, etc. Staff reviewed the bid, contractor’s license, and references for the apparent low bidder, Stephen Doreck Equipment Rental, Inc. (SDE). During review of bid documents, an omission was identified where the low bidder did not fully complete the additive bid schedule. After reviewing with legal staff, it was determined that the omission can be identified as a minor irregularity since the contractor had completed the electronic bid schedule. Further review determined the bid and license were in order. References indicate that SDE 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 SDE for $2,210,484.30 and that the City Manager be authorized to approve change orders for up to $221,048 for additional work resulting from unforeseen conditions and utility interferences. The work is estimated to be completed in approximately ten months once it commences in fall 2021.
Inspection Services
In an effort to expedite the construction of the Project, the inspector selection process is based on eligible consultants. These selected consultants provided excellent inspection services with good track records of conducting thorough and satisfying inspection work. All invited consultants were previously selected through a competitive 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 three consultants:
• Ardurra Group, Inc.
• Onward Engineering, Inc.
• DRP Consulting, Inc.
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.
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, Onward Engineering, Inc. (Onward) provided a responsive proposal. The assigned staff has experience working on similar utility trenching 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 $204,930 to Onward Engineering, Inc. for the project.
PUBLIC OUTREACH:
The public outreach completed to date for the project included notifying Manhattan Beach School District staff. Staff will distribute preliminary construction notices to area residents and businesses, and will maintain regular communication with the property owners 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. 21-0085
2. Agreement - Stephen Doreck Equipment Rental, Inc.
3. Resolution No. 21-0086
4. Agreement - Onward Engineering, Inc.
5. Plans and Specifications (Web Link)
6. Budget and Expenditure Summary
7. Location Map