City of Culver City, California
Agenda Item Report
Meeting Date: 02/27/2012 Item Number: C-7
CITY COUNCIL AGENDA ITEM: (1) Acceptance of Work Performed by Sialic
Contractors Corporation dba Shawnan, (2) Authorization to File a Notice of
Completion, (3) Authorization for the Release of Retention Funds after the
Expiration of the 35-Day Lien Period for the Construction of the Sepulveda
Boulevard Widening Project, P-881, and (4) Approval of the Final Plans and
Specifications and Authorization to Advertise for Bids for the Sepulveda Boulevard
Widening Project (Phase II), Street Lighting Upgrade, P881
Contact Person/Dept.: Hong Wang/PW Phone Number: 310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [ ]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (02/22/2012); (Email)
Shawnan (02/22/12)
Department Approval:
Charles D. Herbertson (02/16/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/21/12)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (02/22/12)
City Manager Approval:
RECOMMENDATION:
Staff recommends that the City Council: (1) accept the work performed by Sialic
Contractors Corporation dba Shawnan (Shawnan), (2) authorize filing a Notice of
Completion, (3) authorize the release of retention funds after the expiration of the
35-day lien period for the construction of the Sepulveda Boulevard Widening Project,
P-881; and (4) approve the final plans and specifications and authorize advertising
for bids for the Sepulveda Boulevard Widening Project (Phase II), Street Lighting
Upgrade, P-881.
BACKGROUND:
Through a competitive Metropolitan Transportation Authority Call for Projects in
2007, the City was awarded a $3,982,000 grant for the widening of Sepulveda
Boulevard from the Playa/Jefferson to Green Valley Circle intersections for a new,
third southbound travel lane. The project was designed from 2009 to 2011, and the
City Council approved the final plans and specifications and authorized the
advertising for construction bids.
On April 11, 2011, the City Council awarded a construction contract to Shawnan for
the Sepulveda Boulevard widening project in the amount of $4,083,535. The
completed work included physical street widening and roadway reconstruction,
landscape median modification, traffic signal modification, disability and sidewalk
accessibility improvements and enhancements, interlocking concrete paver City of Culver City, California
Agenda Item Report
crosswalks at Green Valley Circle and at the Jefferson/Playa intersections, utility
relocation, and other related improvements. From the Jefferson/Playa to Green
Valley Circle intersections, the entire pavement area was reconstructed with
approximately 11 inches thick high strength Portland Cement Concrete. It is known
through studies that the life cycle of concrete is much greater than asphalt. The new
pavement is expected to last many decades as opposed to asphalt that would
require a new cap in approximately 15 to 20 years.
DISCUSSION:
Shawnan has successfully completed the work on time and under budget. During
the street widening construction, numerous unforeseen conditions created the need
for extra work that was not included in the original contract. In addition to the extra
work items, a contract change order was approved to accelerate the progress of the
construction work so that all travel lanes would be open to traffic before the
Thanksgiving holiday. This was of vital importance due to the proximity of the
construction to Westfield Culver City. At the peak of construction, work continued for
24 hours a day, seven days a week. The completed work is under a one year
warranty for any defects. Staff will closely monitor the final products for any defects
for the next 12 months. If defects are discovered Shawnan is responsible to perform
any required repair work.
To mitigate the construction impact to motorists, changeable message signs were
placed throughout the project limits, alternative routes posted, monthly project
updates and traffic advisory information were sent to e-mail subscribers to the
project, updates were posted on the City’s website, and a centralized call center was
established and maintained. All major construction work was completed on
November 11, 2011. To date, all contract work and City requested change orders
were vigorously negotiated and successfully completed.
Under the oversight of the Engineering Division project manager, the construction
management and construction inspection were successfully managed by Willdan
Engineering as approved by the City Council on April 11, 2011 and again through a
an amendment approved by the City Council on September 12, 2011 . Also, the
geotechnical inspection was conducted by Ninyo and Moore, Inc. through the City
Council approved on-call professional services agreement.
A third southbound lane is proposed from Sawtelle Boulevard to Playa/Jefferson
intersections. The third lane has been striped but it is not open at this time. Staff
will conduct meetings with the business owners regarding the City’s proposal to
prohibit parking on this third southbound lane during peak afternoon traffic hours, 3
PM to 7 PM, and will report back to the City Council later this year.
Southern California Edison (SCE) is currently pursuing easements from Westfield,
Macy’s, and Exxon Mobil in order to relocate its power transmission poles along the City of Culver City, California
Agenda Item Report
east side of Sepulveda Boulevard from Slauson Boulevard to Westfield Drive.
Meanwhile, a temporary asphalt curb was constructed adjacent to the existing
transmission poles. This has allowed three lanes to be open in each direction.
As part of the original funding application, the street light system is proposed to be
upgraded. There are existing streetlight poles from Slauson Boulevard to Green
Valley Circle which are within close proximity to the SCE overhead power lines,
making it challenging for maintenance staff to replace the luminaires on the poles
and to perform other routine maintenance. For the proposed phase II project, the
plans and specifications require that the existing 30-foot high steel poles be replaced
with 22-foot high marble concrete poles within the project area. The shorter poles
will provide greater separation between the City’s street lights and the overhead
SCE voltage lines thus making maintenance of these lights easier and safer for City
crews. Also, the proposed phase II project will include other work such as the the
replacement of street names signs and other minor traffic signal upgrades. Staff
estimates that the award of the construction contract will be presented to the City
Council for consideration in early May 2012. The work for phase 2 will require the
closure of one lane of traffic only during non-peak traffic times.
FISCAL ANALYSIS:
The approved construction contract amount was $4,083,535, and the Public Works
Director/City Engineer was authorized to approve change orders in the amount not
to exceed $816,000. The final construction expenditure amount was $4,896,551.
Project Budget
Funding Source Amount
Metro LA County Proposition C (42300881) $3,982,000
West LA College Mitigation Funds (35%
required local match) (42000881)
$2,145,000
Total = $6,127,000
Final Project Expenses(Phase I, Street Widening)
Final contract amount $4,083,535
Change Order No’s 1~3 $813,016
Shawnan’s final contract amount $4,896,551
Construction Management and
Inspection Services – (Willdan)
$527,020
Geotechnical Construction Services -
(Ninyo and Moore)
$32,259
In house staff project management
and administration (estimate)*
$200,000 City of Culver City, California
Agenda Item Report
Total Project Expenditures $5,655,830
Balance Available for Phase II $471,170
Estimated Project Expenses (Phase II, Street Light upgrade)
Sepulveda Boulevard Widening
Project (Phase II), Street Lighting
Upgrade, P881
$320,000
Inspection Services $45,000
In house staff project management
and administration charged to the
project*
$25,000
Total estimated Expenditures $390,000
*Metro allows the City to be reimbursed up to 65% for in-house staff project
management and administration. A total of about $225,000 worth of staff time will,
therefore, be reimbursed to the General Fund as a result.
MOTIONS:
That the City Council:
1) Accept the work performed by the contractor, Sialic Contractors Corporation dba
Shawnan, for the Sepulveda Boulevard Widening Project, P-881; and,
2) Authorize the Public Works Director/City Engineer to execute the Notice of
Completion and submit it to the Los Angeles County Recorder’s Office for
recordation; and,
3) Authorize the release of retention funds to Sialic Contractors Corporation dba
Shawnan following the expiration of the 35-day lien period; and,
4) Approve the plans and specifications and authorize advertising for bids for the
Sepulveda Boulevard Widening Project (Phase II), Street Lighting Upgrade, P-
881.