City of Culver City, California
Agenda Item Report
Meeting Date: 03/24/14 Item Number: C-2
CITY COUNCIL AGENDA ITEM: (1) Rejection of a Bid Submitted by SOPAC General
Engineering and (2) Award of a Construction Contract to FS Construction in an
Amount Not-to-Exceed $59,225 ($52,225 Base Bid Plus $7,000 in Change Order
Authority) for the CDBG Sidewalk & Curb Repair Project, P-428, CDBG Project No.
601542-13.
Contact Person/Dept.:
J. Christopher Evans/PW
Phone Number:
(310) 253-5621
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 (03/19/2014).
Department Approval:
Charles D. Herbertson (03/13/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/18/14)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (03/19/14)
City Manager Approval:
John M. Nachbar (03/19/14)
RECOMMENDATION:
Staff recommends the City Council:
1) Reject the bid submitted by SOPAC General Engineering as non-responsive;
and,
2) Award a construction contract to FS Construction, as the lowest responsive and
responsible bidder, to complete the necessary work for the CDBG Sidewalk &
Curb Repair Project, P-428.
BACKGROUND:
On January 14, 2013, the City Council approved the use of Fiscal Year 2013/2014
Community Development Block Grant (CDBG) funds, as recommended by the City’s
CDBG Advisory Committee, for sidewalk and curb repairs.
This project includes sidewalk replacement at multiple locations on Van Burn Place
and Grand View Avenue, and a curb reconstruction on the south side of Washington
Boulevard between Kenyon Avenue and Chase Avenue. Sidewalk repair locations
are determined by a coordinated effort between Public Works Maintenance
Operations and Engineering Divisions. Priority is assigned based upon eligibility for
CDBG funding, the sidewalk’s condition, and its proximity to other needed sidewalk
repairs to gain benefit from the economy of scale. City of Culver City, California
Agenda Item Report
The project scope of work consisted of removing the existing sidewalk and curb, root
trimming as necessary, and constructing a new 4” thick sidewalk over 4” crushed
miscellaneous base and reconstructing a new curb and gutter over 6’ crushed
miscellaneous base.
DISCUSSION:
On February 27, 2014, the City Clerk’s Office staff publicly opened the bids. Six
contractors responded with the following bid amounts:
BID Results
Bidders BID Amount
1 SOPAC General Eng. $42,500.00
2 FS Construction $52,225.00
3 Ruiz Concrete & Paving, Inc. $67,167.60
4 PTM $74,047.00
5 Hardy & Harper, Inc. $87,000.00
6 JDC, Inc. $123,370.00
Staff and the City Attorney’s office reviewed the bid proposal of the apparent lowest
bidder, SOPAC General Engineering (SOPAC), and found the bid documents non-
responsive and incomplete. The contractor had not provided proof of worker’s
compensation insurance, a notarized non-collusion affidavit, nor did it complete the
required Federal wage decision information (HUD Form 4230A). In addition,
SOPAC did not provide references for a minimum of three similar projects completed
in the last five years.
Staff reviewed the bid proposal of the second lowest bidder, FS Construction, and
found the bid documents responsive and complete. Its bid bond, contractor’s license,
and worker’s compensation insurance were reviewed and determined to meet City
requirements. FS Construction has completed similar sidewalk and curb repair
improvement projects for Culver City and for other municipal agencies in the local
region, including the cities of Santa Clarita and Norwalk, and L.A. County, with
favorable comments.
Staff recommends that the City Council authorize the Public Works Director/City
Engineer to approve change orders in the amount not-to-exceed $7,000 (14%), if
necessary to address unforeseen conditions or project enhancements.
Should the City Council award the contract, the construction project will begin in
April 2014 and is expected to be completed by end of May 2014.
Engineering Division staff will perform construction management and inspection. City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
CDBG funds in the amount of $16,654.20 have been programmed for this project.
Adequate Gas Tax funding has been appropriated to fund the remaining project
costs in Fiscal Year 2013/2014 within the Capital Improvement Program Budget in
the Sidewalk Reconstruction Project, P-428.
Project Funds Available
P-955 CDBG Funds (42880000.PZ955) $ 16,654.20
P-428 Gas Tax Funds (41880000.PZ428) $ 42,570.80
Available Funds $ 59,225.00
Estimated Project Expenses
Construction Contract (CT&T) $ 52,225.00
Contingency $ 7,000.00
Total Estimated Project Expenses $ 59,225.00
ATTACHMENT:
1. Location Maps
MOTIONS:
That the City Council:
1) Reject the bid submitted by SOPAC General Engineering as non-responsive;
and,
2) Award a construction contract to FS Construction for the CDBG Sidewalk & Curb
Repair Project, P-428, CDBG Project No. 601542-13, in the amount of $59,225
($52,225 Base Bid Plus $7,000 in Change Order Authority); and,
3) Authorize the Public Works Director/City Engineer to approve change orders in
an amount not-to-exceed $7,000, if necessary; and,
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.