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CC - CONSENT ITEM: (1) Waiver of Minor Irregularity in Bid and Award of Construction Contract to FS Contractors, Inc. as the Lowest Responsive and Responsible Bidder, in the Amount of $102,200 for the Sawtelle Sidewalk Improvement Project, PS-011 (CDBG Project No. 602687-24); and (2) Authorization for the Public Works Director to Approve Change Orders to the Contract in an Amount Not-to-Exceed $25,550 to Cover Contingency Costs (25%).
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Meeting Date: April 14, 2025
Contact.: David Nauta/Public Works, Engineering
Phone Number: (310) 253-5606
Fiscal Impact: Yes [X] No [] General Fund: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (04/10/2025)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (03/24/2025)
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RECOMMENDATION
Staff recommends the City Council (1) waive minor irregularity in bid and award a construction contract to FS Contractors, Inc. as the lowest responsive and responsible bidder, in the Amount of $102,200 for the Sawtelle Sidewalk Improvement Project, PS-011 (CDBG Project No. 602687-24); and (2) authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed $25,550 to cover contingency costs (25%).
BACKGROUND
On November 13, 2023, the City Council approved Community Development Block Grant (CDBG) fund allocation for Fiscal Year 2024-2025 which includes the repair and replacement of existing uplifted sidewalks to ADA compliant sidewalks at various locations across the City based on previously submitted resident reports and site visits by City staff. The CDBG project number associated with this fund allocation is 602687-24.
This project will focus on two areas:
1. Sawtelle Boulevard Improvements: This project involves the removal of architectural and material barriers by repairing or replacing damaged and uplifted sidewalks to provide clear paths of travel for individuals in wheelchairs. The proposed sidewalk locations are as follows:
a. 3977 Sawtelle Boulevard
b. Along Sawtelle Boulevard between Washington Boulevard and Culver Boulevard
c. Along Sawtelle Boulevard between Ballona Creek and Sepulveda Boulevard.
About 90% of the project is focused in this area.
2. Grinding and AC Ramping of Uplifted Sidewalks: This project repairs numerous uplifted sidewalk panels Citywide for pedestrian safety and provides ADA access via grinding and AC ramping in areas of parkway tree root uplifting.
The remaining 10% of the project is focused on these areas.
Since the sidewalk uplift is primarily attributed to parkway tree root intrusion, the scope also includes existing parkway tree well expansion, parkway tree removal and replacement, curb and gutter reconstruction, and driveway approach reconstruction at select locations.
Construction Bids
On January 13, 2025, the City Council approved the project specifications and authorized staff to publish a notice inviting bids for the project. The Notice Inviting Bids was published on the Culver City PlanetBids website on January 16, 2025. The bid opening date was on February 13, 2025. Thirteen contractors responded. The four lowest bid amounts are:
Staff reviewed the contractors’ bid documents, and FS Contractors, Inc. submitted the lowest responsive bid. Staff reviewed the bid proposal and found one minor calculation irregularity in the contractor’s bid schedule, which staff is recommending be waived by the City Council. FS Contractors, Inc. entered a total bid amount that was inconsistent with the sum of individual line items on the bid schedule. The project specifications state, “In the event of a discrepancy between words and figures, the figures shall prevail; and in the event of a discrepancy between unit prices and totals, the unit prices shall prevail.” In the bid review process, when engineering staff calculated the sum of the bid schedule in FS Contractors, Inc.’s bid, the total was $102,200, making it the lowest submitted bid.
FS Contractors, Inc., has been made aware of this error and has acknowledged the corrected Bid Amount. FS Contractors, Inc.’s bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. FS Contractors, Inc. is a well-established general contractor that has completed numerous similar projects in cities throughout southern California, including Culver City, consistently delivering satisfactory performance.
A proposed construction contingency amount of $25,550 (25%) is requested for unforeseen conditions during construction and to allow additional sidewalk replacement as identified by the City. The Public Works Department's Engineering Division staff will perform construction management and construction inspections.
FISCAL ANALYSIS
The project is funded in the City’s Fiscal Year 2024-2025 with CDBG funds.
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding for the project in CIP Project PS011 (CDBG Sidewalk Repairs) which can be found in the Capital Improvements Section of the budget book in Fund 428 (CDBG Capital Fund) on page 481.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Waive minor irregularity in the bid and award a construction contract to FS Contractors, Inc. as the lowest responsive and responsible bidder, in the amount of $102,200 for the Sawtelle Sidewalk Improvement Project, PS-011 (CDBG Project No. 602687-24);
2. Authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed $25,550 to cover contingency costs (25%);
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.