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CC - (1) Award of a Contract to CEM Construction Corporation (CEM) as the Lowest Responsive and Responsible Bidder, for a Base Bid of $413,670.00 for the Culver City Park to Playa - Ballona Creek Connection ADA Accessible Extension Project, PZ-551; and, (2) Approval of an Amount of $41,367.00 (10%) in Change Order Authority for the Public Works Director/City Engineer, for a Total Not-To-Exceed Amount of $455,037.00; and, (3) Stipulate in the Contract that CEM Must Comply with the Baldwin Hills Conservancy’s Budget and Invoicing Requirements; and, (4) Award of a Contract to CEM as the Lowest Responsive and Responsible Bidder, for a Base Bid of $158,620.00 for the Culver City Interpretive Nature Trail Repair, a Proposition A Maintenance and Servicing Fund Project; and, (5) Approval of an Amount of $15,862.00 (10%) in Change Order Authority for the Parks Manager, for a Total Not-To-Exceed Amount of $174,482.00.
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Meeting Date: November 13, 2017
Contact Person/Dept: Mate Gaspar/Public Works Department
Patrick Reynolds/PRCS Department
Phone Number: (310) 253-5602, and (310) 253-6471, respectively.
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [X] No []
Public Notification: (Email) Meetings and Agendas - City Council (11/09/17); (Email) Parks, Recreation and Community Services Commission (11/09/17); (Email/Telephone) All bidders (11/09/17)
Department Approval: Charles D. Herbertson, Public Works Director/City Engineer (11/03/17); Shelly Wolfberg, Assistant to the City Manager (11/03/17)
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RECOMMENDATION
Staff recommends the City Council (1) award a contract to CEM Construction Corporation (CEM) as the lowest responsive and responsible bidder for a base bid of $413,670.00 for the Culver City Park to Playa - Ballona Creek Connection ADA Accessible Extension Project, PZ-551; and, (2) approve $41,367.00 (10%) in change order authority for the Public Works Director/City Engineer, for a total not-to-exceed amount of $455,037.00; and, (3) stipulate in the contract that CEM must comply with the Baldwin Hills Conservancy’s budget and invoicing requirements; and, (4) award a contract to CEM as the lowest responsive and responsible bidder for the for a base bid of $158,620.00 for the Culver City Interpretive Nature Trail Repair, a Proposition A Maintenance and Servicing Fund Project; and (5) approve $15,862.00 (10%) in change order authority for the Parks Manager, for a total not-to-exceed amount of $174,482.00.
BACKGROUND
Culver City Park to Playa - Ballona Creek Connection ADA Accessible Extension Project, PZ-551 (the Ballona Creek Connection Project)
The Ballona Creek Connection Project is a collaboration between the Public Works and Parks, Recreation and Community Services (PRCS) Departments, which proposes to complete Park to Playa Segment 7, a crucial trail segment that links the Baldwin Hills Overlook/Culver City Gateway with Ballona Creek. The development of Segment 7 includes:
1. Trail improvements: Improving the existing trail and removing barriers along the section of the trail which connects the Culver City Gateway to the upper ball fields within Culver City Park (included in the Ballona Creek Connection Project).
2. ADA accessible/pedestrian passageway: The construction of two new ADA accessible paths, including (a) a switchback path from the upper ball fields to the lower ball field and, (b) an improved path at the lower end of the existing Interpretive Nature Trail (Boardwalk). Improvements to the landings at each end of the Boardwalk will also be made in order to better integrate it as the mid-section of the trail (included in the Ballona Creek Connection Project).
3. Bicycle Path: Bicycle lanes on Duquesne Avenue into Culver City Park (previously installed by the Public Works Department).
4. Final creek connection: Joining the Path at the Duquesne Avenue entrance to Culver City Park to the Ballona Creek Bike Path via the recently installed bicycle sharrows and new left turn bicycle lane (funded by a separate capital improvement project).
Culver City Interpretive Nature Trail Repair, a Proposition A Maintenance and Servicing Fund Project (the Boardwalk Repair Project)
Although the Ballona Creek Connection Project and the Boardwalk Repair Project were combined in the bid document’s project specifications, they are two separate types of projects with different funding sources. The Ballona Creek Connection Project is a capital improvement project funded by the City and a Baldwin Hills Conservancy Proposition 84 Grant. The Boardwalk was constructed using Proposition A Funds in 1997. Therefore, costs incurred for the maintenance of, and repairs to, the wooden structures of the Boardwalk are eligible for reimbursement from the City’s Proposition A Maintenance and Servicing (M&S) Fund. The M&S Fund is administered by the Los Angeles County Regional Park and Open Space District. As noted in previous staff reports, PRCS Department staff will not be able to obtain reimbursement for the Boardwalk Repair costs until after the Veterans Memorial Park Age 5 - 12 Playground Equipment Repairs have been done and administrative close-out for that project is completed.
DISCUSSION
The Baldwin Hills Conservancy’s Budget and Invoicing Requirements
Before publishing the Notice Inviting Bids for the Ballona Creek Connection Project, City staff contacted Baldwin Hills Conservancy (Conservancy) administrators and requested permission to include a simplified project budget template in the bid documents for potential bidders. Staff felt that the detailed budget itemization required by the Conservancy might severely limit the number of companies who were willing to submit a bid for the Project. The Conservancy granted the City’s request with the stipulation that a more detailed budget template must be filled out by the chosen contractor and added as an exhibit to both the Construction Contract between the City and the Contractor and to the Proposition 84 Grant Agreement between the City and the Baldwin Hills Conservancy. In addition, the Conservancy requires that the same itemized budget incorporated in the Agreements must be replicated by the chosen contractor for the purpose of invoicing Project construction tasks.
Attachment 1 is the simplified project budget template approved by the Conservancy and included with the documents for Bid Number 1816. Attachment 1 includes items 2.B.(b) and 2.B.(d) which are actually project elements of the Boardwalk Repair Project. Attachment 2 is the detailed project budget template approved by the Conservancy which must be completed by the chosen contractor for the Ballona Creek Connection Project. Attachment 2 does not include items 2.B.(b) and 2.B.(d), since these tasks will be invoiced separately as the Boardwalk Repair Project. In addition, one of the of the original budget tasks, item number 2.B.(c) “Rework irrigation piping to provide clearance from the existing boardwalk support posts” [page C-4] has been deemed as unnecessary since there is no active irrigation in this area. This item is not included on Attachment 2.
The stipulation that the chosen contractor for the Ballona Creek Connection Project must comply with the Baldwin Hills Conservancy’s budget and invoicing requirements was not included in the project specifications. However, since Grant reimbursement for this Project is predicated on these requirements, staff is recommending that it be included in the City Council’s award of contract.
The Bids
On January 23, 2017, the City Council approved the final plans and specifications and authorized the publication of a Notice Inviting Bids for the Culver City Park to Playa - Ballona Creek Connection ADA Accessible Extension Project, PZ-551. The first bid opening occurred May 4, 2017 with one contractor responding, who was significantly over the Project budget. For this reason, the City Council rejected the first bid on August 14, 2017. Subsequently, City staff worked with the design team to clarify and adjust the design. A second Notice Inviting Bids, Number 1816, was published in Culver City News, on the City’s website and in trade journals. On September 28, 2017, the City Clerk’s Office staff publicly opened the bids. Seven contractors responded with the following bid amounts:
$577,290.00** CEM Construction Corporation
$579,550.00 ABC Builders, Inc.
$841,500.00 Minako America Corporation
$1,292,995.00 M.C.E.C. Inc.
$1,331,000.00 Fast-Track Construction Corporation
$1,427,600.00 Los Angeles Engineering Inc.
$1,476,800.00 Zusser Company Inc.
*Note: These figures include the bid amounts for both the BCC and the Boardwalk Repair project elements, as listed on the simplified project budget template (Attachment 1). Only the lowest bidder, CEM, was asked to separate the tasks so that the Project amounts could be listed separately.
**Note: CEM’s base bid includes:
$413,670.00 Ballona Creek Connection Project, PZ551
$158,620.00 Boardwalk Repair Project
$5,000.00 Omitted item number 2.B.(c)
$577,290.00 TOTAL
CEM’s $5,000.00 estimated cost for omitted item number 2.B.(c) is not included in the base bid amounts for the purpose of awarding the contract.
Staff reviewed the seven sets of contractor bid documents and determined CEM Construction Corporation submitted the lowest responsive total base bid. Staff reviewed the bid proposal and found the bid documents responsive and complete. The bid bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. City Staff researched company references and with similar projects throughout cities in Southern California, and has confirmed satisfactory performance.
The construction management, inspection and material testing service providers will be selected from the City’s pre-approved on-call consulting list.
The construction is anticipated to commence in early 2018 and is expected to last approximately four months, weather permitting.
Public Notification of Construction
Approximately two weeks prior to construction activity, signage throughout the park will be posted notifying park users of the construction. The City will also provide project notification on the City’s website and on other social media.
FISCAL ANALYSIS
There are currently sufficient funds for the CEM construction contract, including contingency, for the Culver City Park to Playa - Ballona Creek Connection ADA Accessible Extension Project, PZ-551, in the City Council Adopted Fiscal Year 2017/2018 Budget, in 423.80000.730100.PZ551 (Capital Grants / BHC Prop 84 / Improvements other than Buildings); 420.80000.730100.PZ551 (Capital Improvements and Acquisitions / Improvements other than Buildings); and, 419.80000.730100.PZ551 (Park Facilities Funds / Improvements other than Buildings).
The construction management will be conducted by RTI Consulting, based on the City Council approved on-call general civil engineering consulting list. There is $29,570 in 420.80000.619800.PZ551 (Capital Improvements and Acquisitions / Other Contractual Services) for the remainder of their Agreement with the City for this Project. If needed, there is a limited amount of additional funding in 419.80000.730100.PZ551 (Park Facilities Funds / Improvements other than Buildings) which could be used toward additional construction management costs, inspections and materials testing.
There are currently sufficient funds for the Culver City Interpretive Nature Trail Repair in 41430907.600100 (Operating Grants / Prop A M&S / Repair & Maintenance).
ATTACHMENTS
1. 2017-11-13 - ATT 1 Simplified Project Budget Template Approved by the Baldwin Hills Conservancy for Use in the Bid Documents
2. 2017-11-13 - ATT 2 Detailed Project Budget Template Approved by the Baldwin Hills Conservancy for Use in Agreements and for Invoicing
MOTIONS
That the City Council:
1. Award a contract to CEM Construction Corporation (CEM) as the lowest responsive and responsible bidder for a base bid of $413,670.00 for the Culver City Park to Playa - Ballona Creek Connection ADA Accessible Extension Project, PZ-551; and,
2. Approve $41,367.00 (10%) in change order authority for the Public Works Director/City Engineer, for a total not-to-exceed amount of $455,037.00; and,
3. Stipulate in the contract that the CEM must comply with the Baldwin Hills Conservancy’s budget and invoicing requirements; and,
4. Award a contract to CEM Construction Corporation (CEM) as the lowest responsive and responsible bidder for the for a base bid of $158,620.00 for the Culver City Interpretive Nature Trail Repair, a Proposition A Maintenance and Servicing Fund Project; and
5. Approve $15,862.00 (10%) in change order authority for the Parks Manager, for a total not-to-exceed amount of $174,482.00.
6. Authorize the City Attorney to review/prepare the necessary documents; and,
7. Authorize the City Manager to execute such documents on behalf of the City.