City of Culver City, California
Agenda Item Report
Meeting Date: 01/09/2012 Item Number: JC-1
JOINT CITY COUNCIL/REDEVELOPMENT AGENCY BOARDAGENDA ITEM: FOUR-
FIFTHS VOTE REQUIRED - (1) Approval of the Final Construction Contract Amount
and Approval of a Related Budget Amendment, AcceptanceofWork and
Authorization to File the Notice of Completion for the Sepulveda Boulevard
Pedestrian Improvements; (2) Authorization of the Release of Retention Funds after
the Expiration of the 35-Day Lien Period;and (2) Authorization to Initiate Phase III of
the Sepulveda Boulevard Area Improvement Plan
Contact Person/Dept.:
Michael Pasternak, Community
Development
Todd Tipton, Community Development
Phone Number:
(310) 253-5708
(310) 253-5783
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:
(U.S. Post) Property Owners, Occupants and Businesses located in the Project Area
(12/31/11); (Email) Meetings and Agendas – City Council (01/06/12), Meetings and
Agendas - Redevelopment Agency (01/06/12); (Email) Chamber of Commerce (01/06/12)
Department Approval:
Sol Blumenfeld (01/06/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/06/12)
Agency General Counsel Approval:
Murray Kane: (12/28/11)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball)(01/06/12)
City Manager/Executive Director Approval:
John Nachbar (01/06/12)
RECOMMENDATION:
Staff recommends the City Council andRedevelopment Agency Board (Agency
Board)(1) Approve the final construction contract amount of $402,856.43 (including
all change orders), accept the workand authorize filing a Notice of Completion for
the Sepulveda Boulevard Pedestrian Improvements, P-797, Federal Aid Project
No. STPLER-5240(013);and,(2) Authorize the release of the retention funds in the
amount of $20,142.82 after the expiration of the 35-Day lien period; and (3)
Authorize the initiation of improvements for Phase III of the Sepulveda Area
Improvement Plan (“AIP”) and related budget amendment.
(A budget amendment requires a 4/5ths vote)
BACKGROUND:
On February 28, 2011, the Agency Board approved a construction contract with
KASA Construction, Inc. for the construction of the Sepulveda Boulevard Pedestrian City of Culver City, California
Agenda Item Report
Improvements (MTA Grant Project), which include replacement street trees,
pedestrian oriented lighting, new street furniture and crosswalk enhancements. The
MTA Grant Project constitutes Phase I of the Sepulveda AIP.
On January 24, 2011, the Agency Board authorized funding identified in the
Sepulveda Boulevard AIP Program for a Commercial Façade Réhabilitation Grant
Program for properties located along Sepulveda Boulevard between the Culver
Boulevard intersection and the City-limit line south of Franklin Avenue. Additionally,
on October 24, 2011 the City Council awarded a contract to Duncan Solutions, Inc.
for the purchase of 13 Pay-by-Space, Multi-Space Parking Meter Stations to replace
the parking meters removed during the MTA Grant construction. The façade work
and parking meter technology upgrade constitutes Phase II of the Sepulveda AIP.
DISCUSSION:
The project area is self-contained with clear boundaries to the north at Culver
Boulevard and to the south at Franklin Avenue where the area transitions to
residential and larger commercial land uses. These distinct conditions create a
village like atmosphere, which results from reduced vehicle speeds (caused by the
narrow width of the street), neighborhood oriented business composition and access
to bus lines and walking/bicycle paths.
The MTA Grant Project has revitalized the Boulevard’s streetscape with new street
trees, pedestrian amenities and bicycle parking, creating an environment that is
more conducive to walking, shopping and spending time. In doing so, the MTA Grant
Project has also served to implement portions of the Culver City Bicycle and
Pedestrian Master Plan (BPMP), which identifies Sepulveda Boulevard as a
“Pedestrian Improvement Corridor” and a target for bikeway facility upgrades.Staff
recommends the City Council and Agency Board consider the Sepulveda AIP Phase
III improvements outlined below in order to complete the streetscape’s revitalization
and further implement the BPMP.
.Sepulveda AIP Phase I - MTA Grant Project
KASA Construction, Inc. successfully completed the work and fulfilled the
contractual 90-day landscape maintenance period on December2, 2011. The
construction management was performed by The Nickerson Company(through the
City’s on-call engineering and inspection contract) with construction inspection
services provided by staff. Engineering design services were provided by CBM-KOA,
the Agency’s on-call engineering consultant. The project’s initial conceptual design
services were provided Lorcan O’Herlihy Architects through a competitive bidding
process.
The Agency contract included a $35,000 contingency contract amount. Change
orders in the amount of $53,793.93 were necessary due to quantity adjustments, City of Culver City, California
Agenda Item Report
extra work resulting from unforeseen field conditions
i
encountered during construction
and to further enhance the project design
ii
. A summary of the change orders is
provided below.
Change Order Summary
Change Order Item Explanation Amount
Parking Meter Removal Enhance Project Design $ 4,200.00
Newsrack Relocation Unforeseen Field Conditions $ 600.00
Additional Curb & Gutter Unforeseen Field Conditions $11,600.00
Additional Driveway Work Unforeseen Field Conditions $ 2,561.00
Addt’l London Plane Tree Enhance Project Design $ 345.00
Sign Post Replacement Unforeseen Field Conditions $ 300.00
Bike Rack Upgrade Enhance Project Design $ 300.00
Tree Stake Upgrade Enhance Project Design $ 362.76
Remobilization Unforeseen Field Conditions $ 3,457.56
Equipment Downtime Unforeseen Field Conditions $ 3,905.10
Re-layout of Sawcut Lines Enhance Project Design $ 1,546.12
Water Line Repair Unforeseen Field Conditions $ 2,723.79
Monolithic Concrete Demo 1 Unforeseen Field Conditions $ 6,224.45
Monolithic Concrete Demo 2 Unforeseen Field Conditions $ 1,013.58
Additional Truncated Dome Unforeseen Field Conditions $ 900.00
Modify Streetlight Pole Unforeseen Field Conditions $ 240.31
Lighting Upgrade Enhance Project Design $ 6,124.98
Trash Receptacle Upgrade Enhance Project Design $ 8,193.00
Additional Truncated Dome Unforeseen Field Conditions $ 2,511.28
Replace YMCA Driveway Unforeseen Field Conditions $ 4,000.00
Quantity Credit to Agency Credit Adjustments ($7,815.00)
Final Change Order Amount $53,793.93
Due to the unforeseen field conditions, additional Construction Management
Services were necessary. Staff is currently in discussions with the Nickerson
Company and anticipates returning to the Agency Board if additional compensation
is required.
Sepulveda AIP Phase III
Additional work is necessary in order to complete the area improvements. The work
includes (1) relocation of underground utilities and installation of trees in order to
complete the uniformplanting design
iii
; and (2) enhancement of pedestrian and
bicycle amenities
iv
within the project area by honoring a “complete streets” design
v
.
A summary of the Phase III work and associated costs is below:
City of Culver City, California
Agenda Item Report
Due to the uncertainties surrounding the State Supreme Court’s December 29, 2011
decision to uphold ABX1 26, staff intends to purchase and install the benches
immediately and hold off on other items until the situation becomes clearer.
FISCAL ANALYSIS:
A summary of the project is provided below. Funds for Sepulveda AIP Phase II,
façade rehabilitation and pay-by-space parking meters, are provided through a
separate budget program (486902940) and thus not included.
Sepulveda AIP Phase I Project Budget
Funding Source Amount
MTA Grant (42300797) $291,000.00
Former Agency Unrestricted Funds – Matching
funds (48592910)
$135,000.00
Former Agency Tax Exempt Bond Funds –
Matching funds (48692910)
$150,000.00
Former Agency Unrestricted Funds(48592920) $ 35,528.00
Total $611,528.00
Final MTA Grant Project Expenses
Original Construction Contract Amount $349,562.50
Change Orders $ 53,793.52
Final Construction Contract Amount $402,856.43
Construction Management Services $ 25,200.00
Engineering Design Services (PS&E) $37,930.00
Engineering Design Services (Extra Work) $ 2,120.60
Conceptual Design Services $9,099.13
Replace Damaged Pull Boxes $ 1,578.83
Printing of Revised Plan Sets $ 150.00
Total $478,934.99
Future Work Improvement Summary
Improvement Item Explanation Amount
Concrete Paver Crosswalk Enhance Project Design $60,500
Utility Relocation Unforeseen Field Conditions $37,000
Tree Planting Unforeseen Field Conditions $ 1,400
Extra Benches Enhance Project Design $18,000
Bicycle Sharrow Route Implement BPMP $10,000
Newsrack Corrals (Optional) Enhance Project Design $ 7,000
Subtotal of Future Work Amount $133,900
Contingency (10%) $13,390
Total $147,290 City of Culver City, California
Agenda Item Report
Remaining Sepulveda AIP Phase IIIProject Budget for Future Work
Sepulveda AIP Phase I Budget $611,528.00
Final MTA Grant Project Amount ($478,934.99)
Proposed Future Work Amount ($147,290.00)
Total ($ 14,696.99)
Sufficient funds exist in the Sepulveda MTA Grant Program (486902910) to fund the
final contract amount of $402,856.43.
In order to implement all of the Phase III improvements identified in the table above,
approximately $15,000 must be appropriated from available fund balance in fund
485 (former Agency unrestricted tax increment funds).
ATTACHMENTS:
1. Map of Sepulveda AIP Project Area;
2. Photographs of MTA Grant Improvements;
3. MTA Grant Project Executed Change Orders;
4. Photograph of Tree Wells Impacted by Utility Line Conflicts;
5. Culver City Bicycle & Pedestrian Master Plan Excerpt
6. Photograph of Existing Concrete Paver Installation at Sepulveda Blvd./Green
Valley Cr. Intersection; and
7. Photographs of Newsrack Corral Installation, City of West Hollywood, CA
MOTION:
That the City Council and Redevelopment Agency Board:
1. Accept the work performed by KASA Construction, Inc. for the construction
of Sepulveda Boulevard Pedestrian Improvements, P-979, Federal Aid
Project No. STPLER-5240(013);
2. Authorize the Community Development Director to execute the Notice of
Completion and submit it to the Los Angeles County Recorder’s office;
3. Approve the final construction contract amount of $402,856.43 and;
4. Authorize the City Manager to release $20,142.82 in retention to KASA
Construction, Inc. after the expiration of the 35-day lien period.
AND
City of Culver City, California
Agenda Item Report
5. Authorize the initiation of improvements for Phase III of the Sepulveda AIP
(which at this time is the purchase of new benches);
6. Approve a budget amendment to appropriate $15,000 in available fund
balance from former Agency unrestricted tax increment funds (Fund 485) in
the Sepulveda AIP program (48592920); and
7. Authorize the City Attorney/Agency General Counsel to review/prepare the
necessary documents;
8. Authorize the City Manager/Executive Director to execute such documents on
behalf of the City and Agency, respectively.
i
The existing assemblage of telephone and utility poles, water meters, parking meters and other obstacles
along the sidewalk challenged the ability to install tree wells and planters in a regular and attractive pattern
and with common spacing on both sides of the street. Construction was further challenged by unmarked
underground utilities, monolithic concrete pours and the need to address additional sidewalk safety
hazards. These unforeseen conditions resulted in extra work due and the necessity to issue the change
orders.
ii
Staff took the opportunity to enhance the project design by a adding a recycling component to the trash
receptacles as suggested by Councilman Cooper, upgrading the bicycle racks to match the street furniture
and providing a streetlight better suited to the existing lighting infrastructure.
iii
Due to conflicts with unmarked underground utility lines, the contractor was unable to plant five (5) trees
per the construction plan. The utility lines will have to be relocated by a certified utility contractor before
the trees can be planted.
iv
Construction of a bicycle sharrow route along this stretch of Sepulveda Boulevard will link the City’s bicycle
network from the Culver Boulevard Bicycle Path to the Ballona Creek Bicycle Path, and will also link up with
the proposed Braddock Avenue bikeway improvements per the BPMP. Additionally, staff proposes to
construct an inter-locking concrete paver crosswalk at the Lindblade Avenue intersection, which was
identified in the conceptual plan for special treatment because of the high volume of pedestrian activity at this
location. Staff recommends additional benches to allow for two benches per tree well, which will result in a
symmetrical design and more seating in the project area. Lastly, in order to eliminate the blight caused by
newsracks in the project area, staff proposes the option of locating all newsracks in designated corrals (note:
a municipal Code amendment is required before implementation).
v
These improvements were identified in the needs assessment of the City’s Bicycle and Pedestrian Master
Plan and comply with the State of California’s Complete Streets Act (AB 1358), which will ensure that the
needs of all users of the roadway are met -- including pedestrians, bicyclists, users of public transit as well as
motorists.
MEETING DATE: January 9, 2011
AGENDA ITEM: Sepulveda Blvd. Acceptance of Work
ATTACHMENTS
Pages
1. Map of Sepulveda AIP Project Area 1
2. Photographs of MTA Grant Improvements 2
3. MTA Grant Project Executed Change Orders 3-5
4. Photograph of Tree Well Impacted by Utility Line Conflict 6
5. Map of Proposed Bicycle Networks from Culver City
Bicycle & Pedestrian Master Plan
7
6. Photograph of Existing Concrete Paver Installation at
Sepulveda Blvd./Green Valley Cr. Intersection
8
7. Photographs of Newsrack Corral Installation
9
Map of Sepulveda AIP Project Area
Project Limits: Sepulveda Blvd. from the Culver Blvd.
intersection to the city limit line south of Franklin Ave.
ATTACHMENT NO. 1
1Photographs of MTA Grant Improvements
ATTACHMENT NO. 2
<<2>>ATTACHMENT NO. 3
3ATTACHMENT NO. 3
3ATTACHMENT NO. 3
3Photograph of Tree Well Impacted by Utility Line Conflict
Above: Utility line runs directly through the middle of the proposed tree well, which prevents tree planting.
ATTACHMENT NO. 4
<<8>>Map of Proposed Bicycle Networks
(Source: Culver City Bicycle & Pedestrian Master Plan)
Detail: Proposed Bikeways Map
Sepulveda AIP Project Area
ATTACHMENT NO. 5Photograph of Existing Concrete Paver Crosswalk Installation
at Sepulveda Blvd. & Green Valley Cr. Intersection
Detail: Herringbone paver pattern.
Detail: Curb ramp installation. Completed Inter-locking Concrete Paver installation.
ATTACHMENT NO. 6Photographs of Newsrack Corral Installation – City of West Hollywood, CA
ATTACHMENT NO. 7