City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council award a construction contract to FS Construction
as the lowest responsive and responsible bidder to complete the necessary work for
the Curb, Gutter, and Sidewalk Replacement Project, P-428 and Community
Development Block Grant (CDBG) Curb, Gutter, and Sidewalk Replacement Project,
P-886.
BACKGROUND/DISCUSSIONS:
The repair of curb, gutter, and sidewalks is part of an on-going maintenance
program in the Public Works Department Maintenance Operations Division
(Operations). Curb, gutter, and sidewalk repair locations are determined by a
coordinated effort between Maintenance Operations and the Engineering Division.
The list is generated by telephone and written requests from residents and by Public
Works staff. Priority is assigned based upon the facility’s condition and its proximity
to other needed repairs.
In January, 2007, the City Council approved the use of Community Development
Block Grant (CDBG) funds, as recommended by the City’s CDBG Advisory
Committee, to repair curb, gutter, and sidewalks in eligible Culver City Census
Tracts (Block Group 1).
Staff decided to combine the CDBG Curb, Gutter, and Sidewalk Replacement
Project, P-886, and the City’s Annual Curb, Gutter, and Sidewalk Replacement
Project, P-428, in order to obtain a more competitive bid and to gain benefit from
economies of scale.
Meeting Date: 10/22/07 Item Number: A-5
AGENDA ITEM: Award a Construction Contract to FS Construction for the Curb,
Gutter, and Sidewalk Replacement Project, P-428 and Community Development
Block Grant Curb, Gutter, and Sidewalk Replacement Project, P-886
Contact Person: Lee Torres/PW Phone Number: (310) 253-5623
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List on 10/17/06; FS Construction; Three Pac Construction;
Dreambuilder; Sully-Miller Contracting, Co., C.L. Concrete Constructors, Damon
Construction Co., S. Parker Engineering Inc., and Nobest, Inc. were notified by
telephone on October 15, 2007.
Department Approval:
Charles D. Herbertson 10/11/07
City Attorney Approval:
Carol A. Schwab (10/16/07)
Fiscal Impact Review:
Marlee Chang (by N. Kimball)(10/16/07)
City Manager Approval: City of Culver City, California
City Council Agenda Item Report
Bid Results
On September 20, 2007, the Deputy City Clerk publicly opened bids. Eight
Contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1. FS Construction, of Sylmar, CA $ 120,790.75
2. Three Pac Construction, Inc, of Los Angeles, CA $ 121,847.40
3. Dreambuilder, of Placentia, CA $ 122,920.00
4. Sully-Miller Contracting Co., of Anaheim, CA $ 141,278.00
5. C.L. Concrete Constructors, of Sylmar, CA $ 143,298.26
6. Damon Construction Co., of Cypress, CA $ 145,882.50
7. S. Parker Engineering, of Costa Mesa, CA $ 146,269.50
8. Nobest, Inc., of Garden Grove, CA $ 156,386.00
Staff reviewed the lowest bidder’s bid proposal (FS Construction) and found the bid
documents complete. The bonding information was reviewed and determined to
meet City requirements.
FS Construction has worked on the two Curb, Gutter, and Sidewalk Replacement
Projects (FY 04-05 and 05-06) and the two Citywide Curbcut Construction Projects
(FY 02-03 and FY 03-04) with the Engineering Division, and their work was found to
be satisfactory.
In addition, FS Construction has recently completed major construction projects for
both the City of Santa Clarita and City of Pasadena. Representatives from the cities
of Santa Clarita and Pasadena both indicated that FS Construction performed in a
professional manner and strongly recommended them for future projects.
Due to the favorable unit prices that the contractor submitted in its bid, staff
recommends the City Council authorize staff to negotiate for additional curb, gutter,
and sidewalk replacement in order to use the entire available project budget. With
City Council’s approval, staff will negotiate additional work not to exceed the amount
of $40,000 (20% of budget).
Engineering Division staff will perform construction management and inspection.
Construction is expected to commence in November 2007 and be completed within
60 calendar days.
City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS:
Availability of Additional CDBG Funds:
Due to the retirement of the Disability Services Specialist in 2006/07, which was
partially funded with CDBG operating grant funds, staff has been informed by the
CDBG Program Manager that unused CDBG operating funds in the amount of
$13,373 are available and eligible to be applied to this public infrastructure
improvement project. Staff recommends that the City Council approve a budget
transfer of the unused funds from CDBG Operating funds (42734500) to the CDBG
Curb, Gutter, and Sidewalk Replacement Project (42800886) to supplement the
existing project and repair additional areas within the eligible Culver City Census
Tracts (Block Group 1).
Gas Tax and CDBG Capital funds were appropriated in the adopted 2007/08 Capital
Improvement Budget for Curb, Gutter, and Sidewalk Replacement in Projects P-428
(41800428) and P-886 (City: 42800886; CDBG: #600955-07) The adopted
2007/08 CIP budget for P-428 is $60,000 and is entirely funded by Gas Tax funds.
Additionally, $85,000 in funded that was not expended last fiscal year will be carried
over and used for this project.
The adopted CIP budget for P-886 is $40,000, which includes $11,500 of Gas Tax
Funds and $28,500 of CDBG Capital funds. The original adopted amount was
slightly higher than the CDBG approved budget for the project; therefore, the budget
transfer of unused CDBG funds will be $12,773, which will increase the CDBG
funded portion of the project budget to $41,273 as approved in the CDBG activity
budget. Please refer to the table below for additional detail.
Project Budget AMOUNT
Curb, Gutter, and Sidewalk Replacement Project, P-428
FY 2006/07 (Unspent Carryover)
$85,000
Curb, Gutter, and Sidewalk Replacement Project, P-428
FY 2007/08 adopted appropriation (Gas Tax)
$60,000
CDBG Curb, Gutter, and Sidewalk Replacement Project,
P-886 FY 2007/08 adopted appropriation (CDBG Funds)
$28,500
CDBG Curb, Gutter, and Sidewalk Replacement Project,
P-886 FY 2007/08 adopted appropriation (Gas Tax
matching Funds)
$11,500
Transfer in CDBG additional unused funds (requested this
evening)
$12,773
Total Project Budget $197,773
City of Culver City, California
City Council Agenda Item Report
ESTIMATED PROJECT EXPENSES
Curb, Gutter, and Sidewalk Replacement Project,
P-428 and P-886 (CDBG #600955-07) FY 2007/08
$120,790.75
Construction Management/ Inspection (In-house) $0
Extra Work Change Order for additional sidewalk
repair
$40,000
Additional CDBG funds $13,373
Contingency (approximately 14%) $23,609.25
Total Estimated Project Cost (w/ Contingency) $197,773
ATTACHMENT:
1. Inventory of Curb, Gutter, & Sidewalk Repair Locations
MOTIONS:
That the City Council:
1) Award a construction contract to FS Construction for the Curb, Gutter, and
Sidewalk Replacement Project, P-428, based on its bid amount of $120,790.75;
2) Authorize the Public Works Director/City Engineer to negotiate an extra work
change order for additional sidewalk replacement in the amount not to exceed
$40,000;
3) Authorize the Public Works Director/City Engineer to approve change orders, if
necessary, in an amount not to exceed $23,609.25;
4) Authorize a budget carryover and transfer in the amount of $12,773 from
42734500 (CDBG Operating funds) to the 42800886 (Curb, Gutter, and Sidewalk
Replacement Project) and authorize the Public Works Director and City Engineer
to negotiate additional sidewalk repairs in the amount not to exceed $13,373; and
5) Authorize the City Attorney to review/prepare the necessary documents and
authorize the City Manager to execute those documents on behalf of the City.