City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council (1) approve the final plans and specifications
and authorize the advertisement for bids and (2) approve an amendment to the
existing professional services agreement with Willdan for engineering design
services for the Sepulveda Boulevard Widening Project (Playa Street /Jefferson
Boulevard intersection to Green Valley Circle), P-881.
BACKGROUND:
The Sepulveda Boulevard corridor is a principal arterial in the City. Currently, within
the project limits, there are three (3) travel lanes northbound and two (2) travel lanes
southbound between Playa Street/Jefferson Boulevard and Green Valley Circle.
This project will provide for three (3) continuous lanes in the southbound direction.
The proposed work will include street widening and roadway reconstruction,
landscape median modification, traffic signal modification, disability accessibility
improvements, utility relocation and other miscellaneous improvements. As part of
this project, Sepulveda Boulevard southbound from Berryman Avenue to Playa
Street/Jefferson Boulevard will be re-striped and on-street parking eliminated to add
a third southbound lane within the existing street width. In addition, during
construction afternoon period peak hour parking restrictions (between 3pm and 7pm)
will be in effect on southbound Sepulveda Boulevard between Sawtelle Boulevard
and Berryman Avenue. This will allow for the third southbound lane to be extended
north to Sawtelle during the peak afternoon traffic period thus providing additional
Meeting Date: 02/07/2011 Item Number: C-5
CITY COUNCIL AGENDA ITEM: 1) Approval of Final Plans and Specifications
and Authorization to Advertise Bids for the Sepulveda Boulevard Widening
Project (Green Valley Circle to Playa Street /Jefferson Boulevard), P-881; and 2)
Approval of an Amendment to the Existing Professional Services Agreement with
Willdan for Engineering Design Services
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: [X]
Commission Action Required: Yes [] No [X] Date: ________________
Public Notification: (E-Mail) Agenda and Meetings – City Council (02/02/11); Willdan
Engineering (02/02/11)
Department Approval:
Charles D. Herbertson(01/27/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (02/01/11)
Chief Financial Officer Review:
Jeff Muir (by K. Marsden) (02/02/11)
City Manager Approval:
John M. Nachbar (02/02/11) City of Culver City, California
Agenda Item Report
vehicle storage and improved access for vehicles planning to turn right (west) at
Jefferson Boulevard.
In June 2007, the City successfully secured a competitive grant of $3,982,000
through Metro’s 2007 Call for Projects for this widening project.
In June 2008, the City Council approved a professional services agreement with
Willdan Engineering for preparation of final construction plans and specifications for
this project with a not-to-exceed fee amount of $409,985.
DISCUSSION:
Throughout the design process, staff frequently met with Southern California Edison
(SCE) to coordinate the relocation of several transmission power poles along
Sepulveda Boulevard, between Slauson Avenue and Westfield Culver City’s new
driveway, which is where physical street widening is required. In addition to
widening the street section by relocating the curbline, the third southbound through
lane addition will be made possible by median modifications and lane width
adjustments. Several iterations of preliminary design plans were prepared in order
to evaluate all feasible widening alternatives and SCE relocation options. Staff also
explored the cost of undergrounding the transmission power line and found it to be
cost prohibitive (approximately $3,300,000). Therefore, staff chose to widen the
eastside of Sepulveda Boulevard between State Route 90 and Slauson Avenue, and
SCE will relocate four transmission poles, at its cost, in accordance with the utility
franchise agreement with the City. It is anticipated that SCE will be relocating its
power poles concurrently with the street widening and reconstruction project.
Staff has been working with the City of Los Angeles, the County of Los Angeles, and
Caltrans for encroachment permits and is in the final stages of the approval process.
Portions of the project are within these agencies’ jurisdictions.
Willdan’s original scope of services included design services for widening the west
side of Sepulveda Boulevard. Due to the prolonged coordination process and cost of
relocation or undergrounding the existing SCE overhead facilities on the west side of
Sepulveda, as previously stated, staff determined that widening the street on the
east side was a better, more cost effective alternative. This design change, coupled
with an extended period of SCE design coordination, along with other city initiated
extra design services and permitting agencies required studies/changes, resulted in
Willdan providing additional design services, which could not have been foreseen
(see attached letter detailing the extra design work), before the professional services
agreement was executed with them. Staff reviewed Willdan’s request and found it to
be fair and reasonable and is therefore recommending a second contract City of Culver City, California
Agenda Item Report
amendment (in the amount of $93,650) be approved by the City Council. A first
contract amendment in the amount of $39,400 was previously approved
administratively as it fell under City Council pre-authorized contingency amount for
additional services. Willdan has successfully completed the final construction plans
and specifications for bidding.
Stage Construction and Traffic Management: Due to the Portland Cement Concrete
curing time for a durable pavement service life, the project will be constructed in
phases in order to maintain as many open traffic lanes as possible during street
reconstruction. Changeable Message Signs will be placed at strategic locations to
inform the public of the on-going construction activities. Alternate routes will be
designated by signage.
In order to expedite the construction and thus minimize the overall inconvenience to
the public, it is recommended that construction be allowed between 6 am and 10
pm, seven days a week. The contract documents require that the work be
completed in 100 working days, (approximately 5 months). The anticipated start of
construction is May 2011 with completion in October 2011.
A community meeting to discuss construction impact has been scheduled for 7 pm
on February 22, 2011 at City Hall. A meeting notice will be sent to all Sunkist Park
neighborhood residents, residents south of Sawtelle Boulevard between Sepulveda
Boulevard and Overland Avenue, and businesses adjacent to the project.
Construction management services will be procured through a Request for Proposal
process. The recommendation for award of this contract will be provided to the City
Council at the same time the construction contract award recommendation is
presented.
Final construction plans and specifications will be made available for public
inspection at the City Clerk’s Office upon approval by the City Council.
FISCAL ANALYSIS:
The estimated total construction cost is $6,700,000, including construction,
contingency, construction management, inspection, and material testing. The
project is funded with $3,982,000 of LA County Proposition C (0.5% countywide sale
taxes) grants and $2,718,000 of West LA College Mitigation Funds, for a grand total
budget of $6,700,000.
City of Culver City, California
Agenda Item Report
ATTACHMENTS:
1. Location map
2. Willdan’s additional design services request
MOTIONS:
That the City Council:
1. Approve the final plans and specifications and authorize advertising for
construction bids for the Sepulveda Boulevard Widening Project (Green Valley
Circle to Playa Street /Jefferson Boulevard), P-881; and,
2. Approve a second amendment to the existing professional services agreement
with Willdan for engineering and design services for the Sepulveda Boulevard
Widening Project (Green Valley Circle to Playa Street /Jefferson Boulevard ), P-
881 in the amount of $93,650, for a revised not-to exceed fee amount of
$543,035;
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.
MEETING DATE:
AGENDA ITEM:
2/7/11
1)Approval of Final Plans and Specifications and Authorization to
Advertise Bids; and 2) Approval of an Amendment to the Existing
Professional Services Agreement with Willdan for Engineering
Design Services for the Sepulveda Boulevard Widening Project
(Green Valley Circle to Playa Street /Jefferson Boulevard ), P-881
ATTACHMENTS
1 Location map
2 Willdan's additional design services letter dated 1/24/11
Pages
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2-6 SEPULVEDA BLVD WIDENING P-881
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Engineering reach
January 24, 2011
Mr. Hong Wang, PE
Senior Civil Engineer
City of Culver City
Public Works Department
9770 Culver Boulevard
Culver City, CA 90232
Subject: Sepulveda Boulevard Improvements Project
Additional Design Services
Dear Mr. Wang:
Willdan Engineering (VVilldan) is pleased to provide the City of Culver City with a
proposal for an additional scope of services for the Sepulveda Boulevard Improvement
Project. As you know, over the past several months, there have been unforeseen
developments with the project, primarily due to relocation issues involving Southern
California Edison (SCE), but also involving other mailers and various decisions by the
City of Culver City. This letter is our request for additional compensation for the
additional scope of services which arose during development of the project design. The
items of additional work are outlined below:
SEPULVEDA BOULEVARD - EAST SIDE vs. WEST SIDE WIDENING
Our original scope of work included design services for widening the west side of
Sepulveda Boulevard, work which was successfully performed by Willdart However,
due to the proposed relocation/undergrounding of the existing SCE overhead facilities
on Sepulveda Boulevard, the City determined that it needed to perform the street
widening on the east side instead of the west side. This resulted in Willdan providing
additional design services. Following are the major design change items:
1. Civil improvement plan modifications.
2. PCC joint layout redesign.
3. Signing and striping plan modifications.
4. Traffic signal plan modifications.
5. Street lighting plan modifications.
6. Traffic control plan modifications due to FCC pavement joint shifting.
7. Landscape improvement plan modifications.
Engineering I Geotechnical I Environmental Financial I Homeland Security
562.908.6200 I 800.499A484 fax: 562.6952120
I
13191 Crossroads Parkway NGrth, Suite 405, fndustry, CA 91746-3443 I www.wilklan.corn January 24, 2011
Page 2
WESTFIELD MALL RIGHT-OF-WAY DEDICATION and IMPROVEMENTS
The City of Culver City has decided to acquire an additional 4 foot right-of-way, from
Westfield Mall, on the east side of Sepulveda Boulevard between Slauson Avenue and
SR 90, to allow for better ADA. clearance. Winder] was requested by the City to provide
the following additional services:
1. Prepare legal description for the 4 foot right-of-way dedication.
2. Provide design survey along the new right-of-way.
3. Revise project plans and specifications to include proposed street improvements
within and adjacent to the new right-of-way.
MISCELLANEOUS LANDSCAPE ARCHITECTURE SERVICES
The following additional Landscape Architectural services are outside of Willdan's
original scope of services:
1. Include median islands on Jefferson Boulevard west of Sepulveda Boulevard for
landscape and irrigation modifications.
Replace tree grate detail with City preferred model.
3. Replace street tree palette with updated City master plan preference.
4. Include landscape and irrigation modification notes on plan for medians R&R on
Slauson Avenue at Sepulveda Boulevard.
5. Include landscape and irrigation modification notes on plan for medians R&R at
Jefferson Boulevard/Playa Street.
6. Include California AB 1881 water conservation worksheets.
7. Provide street tree R&R notation on plans for trees within Jefferson Boulevard/
Playa Street and Sawtelle Boulevard.
MISCELLANEOUS TRAFFIC ENGINEERING SERVICES
The following additional Traffic Engineering services are outside of Willdan's original
scope of services:
1. Review Red Flex Design plans for relocation of camera equipment
3 January 24, 2011
Page 3
2. Additional work requested by Ca'trans for Permit:
a. Modify and submit to Caltrans street lighting plan (per City) to relocate
street light to on-ramp.
b. Prepare traffic counts for the SR90 on-ramp and Fox Hills Mall, driveway
southbound U-turns.
c. Prepare detour plan for closure of SR90 on-ramp during construction.
ADDITIONAL ITEMS NOT INCLUDED IN ORIGINAL SCOPE OF WORK
1. Revised plans to include the Fox Mall development project improvements in as-
built condition. This included the collection of additional survey after construction
had been completed to obtain the grades of the curbs, flowlines, and new
concrete pavement, in order to properly design the pavement in this area
2. Additional decorative crosswalks at Playa/Jefferson, Slauson, and Green Valley
intersections.
3. Additional project management services for all additional design services.
4. Extended project completion date resulted in VVilldan's loss of production and
loss of efficiency in preparation of the project plans, specifications, and estimates
(PS&E). As you are aware, Willdan started providing design engineering
services on the Sepulveda Boulevard Widening Project in June 23, 2008, with an
anticipated project completion date in March 2009. Wil!den is still in the process
of finalizing the project PS&E, with an anticipated completion date in February
2011. The extension of the project completion date has been primarily due to
relocation issues involving Southern California Edison (SCE), Fox Mall, and other
matters and various decisions by the City of Culver City. The loss of production
and loss of efficiency has arisen in a number of ways from a number of factors:
a. Multiple starts and stops in the project work flow caused extra effort and
time being expended to re-establish the project documentation in an
orderly manner to move forward in the new direction based on changes
since the last stop of work.
b. Extra time was spent for personnel to orientate themselves to the
applicable issues through review of existing plans, documents, estimates,
and get to a complete perspective on the status of the project.
c. Reinitiation of the work often involved lengthy additional communications
and meetings between WiMan staff and City personnel to discuss project
requirements and reach agreement on the precise plan for moving
forward. January 24, 2011
Page 4
FEE
Following is the fee breakdown for the above additional design services for the
Sepulveda Boulevard Improvement Project:
EAST SIDE vs. WEST SIDE WIDENING
Civil Street Improvement Plans $14,200
PCC Joint Layout 2,650
Signing and Striping Plans 2,200
Traffic Signal Plans 3,300
Street Lighting Plans 1,350
Traffic Control Plans 8,800
Landscape Improvement Plans 1,950
Subtotal $34,450
WESTFIELD MALL RIGHT-OF-WAY DEDICATION and IMPROVEMENTS
Legal Description $4,100
Design Survey 2,400
Plans and specifications 5 800
Subtotal $12,300
MISCELLANEOUS LANDSCAPE ARCHITECTURE SERVICES
Items 1 through 7 $5,800
MISCELLANEOUS TRAFFIC ENGINEERING SERVICES
Items 1 through 2 $6,500
OTHER SERVICES
Fox Mall Development 4,600
Decorative Crosswalks 2,300
Project Management 5,700
Loss of Production and Loss of Efficiency 22,000
Subtotal $34,600
Total Additional Fee $93,650 WILLDAN ENGINEERING
trOett -
January 24, 2011
Page 5
In summary, the requested additional fee would increase our contract amount from
$449,385 to $543,035. Please note that the estimated construction cost for the project
is approximately $6.0 million.
It should be noted that traffic control plans will be provided based on the original
proposal scope, which is in areas of widening and median construction on Sepulveda
Boulevard. The remainder of traffic control is fully defined via the PCC pavement cold
joint layout and staging plans that detail the lane requirements, in conjunction with the
specified standard traffic control manual in the interests of efficiency, the contractor will
be required to provide final traffic control plans that best suit operations, based on the
definition in contract documents.
Thank you for this opportunity to be of continuing service to the City of Culver City. We
recognize the importance of this project to the City and are committed to realizing its
timely and successful completion. Should you have any questions, please contact Mr.
Mel Freij at (562) 908-6262.
Very truly yours,
Adel Freij, PE William C. Pagett, PE
Principal Project Manager Senior Vice President
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