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CC - CONSENT ITEM: (1) Waiver of Minor Irregularity in Bid and Award of Construction Contract to Concept Consultant Inc as the Lowest Responsive and Responsible Bidder, in the amount of $167,355.40 for the Blair Hills Park Basketball Court Replacement Project, PZ-640; and (2) Authorization to the Public Works Director/City Engineer to Approve Change Orders to the Contract in an Amount Not-to-Exceed $25,103.31 to Cover Contingency Costs (15%).
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Meeting Date: December 11, 2023
Contact Person/Dept.: David Nauta/Public Works Department/Engineering Division
Phone Number: (310) 253-5606
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/05/2023)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (11/27/2023)
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RECOMMENDATION
Staff recommends the City Council (1) waive minor irregularity in bid and award a construction contract to Concept Consultant Inc., as the lowest responsive and responsible bidder, in the amount of $167,355.40 for the Blair Hills Park Basketball Court Replacement Project, PZ-640; and (2) authorize the Public Works Director/City Engineer to approve change orders to the contract in an amount not-to-exceed $25,103.31 to cover contingency costs (15%).
BACKGROUND
In July 2022, a Request for Proposal (RFP) was sent to the City Council-approved list of on-call civil engineering firms for engineering design services for basketball court replacement at Blair Hills Park and Culver West Alexander Park to include topographic survey, demolition, drainage, grading, and new Portland Cement Concrete (PCC) basketball court plans. After receiving and reviewing the proposals, Kreuzer Consulting Group (KCG) was issued a Notice to Proceed on October 6, 2022, for engineering design services.
The new basketball courts are proposed to replace the existing asphalt pavement courts with colored PCC concrete material, allowing for a longer life span. Additionally, the Blair Hills Court will be reconstructed to provide positive drainage from the adjacent slope during rain events. Both courts are proposed to use colored concrete to beautify public amenities.
The project specifications were structured such that the Blair Hills Park basketball court replacement is the primary scope of work. The Culver West Alexander Park basketball court replacement was shown in the bid schedule as a deletable item. This allowed staff to receive bids, then evaluate whether funding sources would be sufficient to construct one or both courts.
DISCUSSION
The notice inviting construction bids was posted on PlanetBids on September 14, 2023. The deadline for submission of bids was October 12, 2023. Four [4] bids were received by the City’s Finance Department/Purchasing Division. A summary of the bids received is shown in the table below:
*Minor Irregularity
Staff reviewed the contractors’ bid documents and determined Concept Consultant Inc. submitted the lowest responsive bid. Staff found one minor calculation irregularity in the contractor’s bid schedule, which staff is recommending be waived since it does not impact the ranking of the proposals. Concept Consultant Inc. excluded the fixed price item for court striping ($1,932) from the subtotal cost for Blair Hills Park Basketball Court Replacement. The contractor has been made aware of this and has acknowledged the correction. Concept Consultant Inc.’s bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. Concept Consultant Inc. is an established general contractor who has satisfactorily completed similar projects in Culver City and cities throughout southern California.
Based on the available budget, staff recommends only awarding the Blair Hills Park Basketball Court Replacement Project at this time. This contract will not include the Culver West Alexander Park Basketball Court replacement project.
Construction inspection will be performed by City staff. Materials testing will be conducted by one of the City’s on-call geotechnical engineering consultants.
Construction is scheduled to begin in January 2024 and is expected to be substantially completed by Spring 2024.
FISCAL ANALYSIS
The contract with Concept Consultants would cost $167,355.40, with an additional contingency not exceeding $25,103.31 (15%). A task order for materials testing with Geo-Advantec Inc. would cost about $9,120. Funds in the amount of $224,014 are available in the Adopted Budget for Fiscal Year 2023-2024 in Capital Improvement Program project PZ-640.
Contract Amount: $167,355.40
Contingency (15%): $ 25,103.31
Materials testing: $ 9,120.00
Project total: $201,578.71
Available funds 419.CP.80000.730100.PZ640: $214,525.02
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Waive minor irregularity in the bid and award a construction contract to Concept Consultant Inc. as the lowest responsive and responsible bidder, in the amount of $167,355.40 for the Blair Hills Park Basketball Court Replacement Project, PZ-640;
2. Authorize the Public Works Director/City Engineer to approve change orders to the contract in an amount not-to-exceed $25,103.31 to cover contingency costs (15%);
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.