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CC - CONSENT ITEM: (1) Award of Construction Contract to Concept Consultant Inc as the Lowest Responsive and Responsible Bidder, in the Amount of $108,004.51 for the Galvin Street Parkway Expansion Project, PS-022; (2) Authorization for the Public Works Director to Approve Change Orders to the Contract in an Amount Not-to-Exceed $10,800.40 to Cover Contingency Costs (10%); and (3) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Related Budget Amendment Appropriating $34,144.91 from the General Fund Unassigned Fund Balance to CIP PS-022 for Construction Costs.
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Meeting Date: November 13, 2023
Contact Person/Dept.: David Nauta/Public Works/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 via GovDelivery (11/07/2023): Meetings and Agendas - City Council, E-mail (11/07/2023) Concept Consultant, Inc., Hardy and Harper, Inc. and R Brothers, Inc.
Department Approval: Yanni Demitri, Public Works Director/City Engineer (11/07/2023)
RECOMMENDATION
Staff recommends the City Council (1) award a construction contract to Concept Consultant, Inc as the lowest responsive and responsible bidder, in the amount of $108,004.51 for the Galvin Street Parkway Expansion Project, PS-022; (2) authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed $10,800.40 to cover contingency costs (10%); and (3) approve a related budget amendment appropriating $34,144.91 from the General Fund Unassigned Fund Balance to CIP PS-022 for construction costs (requires a four-fifths vote).
BACKGROUND
Galvin Street, north of Northgate Street, has two existing mature City-owned ficus trees in the eastern parkway. On October 19, 2019, the property owner at 10729-31 Northgate Street requested the removal of the trees, asserting that the roots of these two trees uplifted the asphalt pavement, curb, gutter, and sidewalk, causing City crews to repair the impacted areas to prevent safety hazards from developing. Neighbors and other opposed the request to remove the trees, the City Council in 2021 denied the request to remove the trees, and the property owner who requested the removal of the trees initiated litigation against the City. After a ruling by the Court in early 2023 directing the City to set aside and reconsider its decision, the City Council did so in a public hearing on May 8 and May 22, 2023. On May 22, 2023, the City Council again denied the request to remove the trees and adopted written findings explaining its decision, as ordered by the Court (Resolution No. 2023-R033).
In its May 22, 2023 decision and Resolution, the City Council reaffirmed its commitment to a project it had approved in 2022, knows as the Galvin Street Parkway Expansion capital project PS-022 (Project). The Project was created and then approved in the budget in response to the neighborhood and City Council’s desire to preserve the two existing ficus trees by providing additional room for their tree roots to grow.
In July 2022, the City issued an RFP for design services to the City’s on-call general services consultants to design the parkway expansion along Galvin Street. Staff selected Kreuzer Consulting Group (KCG) to design the engineering plans for $15,340.
The Project is designed to accommodate the two mature ficus trees by removing the existing uplifted AC pavement of the parking lane and doubling the width of the parkway. The City Arborist agrees that the Project’s substantial widening and lengthening of the parkway and permanently removing the sidewalk adjacent to both trees will substantially reduce possible future uplift caused by tree root growth to the new curb, gutter, and adjacent roadway. The former sidewalk will not be rebuilt and, instead, will be replaced with mulch.
DISCUSSION
The notice inviting construction bids was posted on PlanetBids on October 5, 2023. The Bid Proposal deadline was October 19, 2023. The City’s Purchasing Division received three [3] bids. A summary of the bids received is below:
Staff reviewed the contractors’ bid documents and determined Concept Consultant, Inc. submitted the lowest responsive bid. Staff reviewed the bid proposal and found the bid documents responsive and complete. Its bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. Concept Consultant, Inc. is a well-established general contractor who has completed similar projects in cities throughout southern California and Culver City with satisfactory performance.
Construction inspection will be performed by City staff. Construction is scheduled to begin in January 2024 and is expected to be substantially completed by Spring 2024. Typical Monday-Friday workdays are anticipated for this Project’s construction activities.
Approximately two weeks prior to the commencement of construction activity, the adjacent residents will be provided with written information on the Project’s schedule and contact information for questions or concerns regarding the Project.
FISCAL ANALYSIS
The contract with Concept Consultant, Inc. is $108,004.51, with an additional contingency not-to-exceed amount of $10,800.40 (10%). There is $84,660.00 remaining in the budget in PS-022 (Galvin Street Parkway Expansion). Staff recommends that the City Council approve a budget amendment appropriating an additional $34,144.91 from the General Fund Unassigned Fund Balance to CIP #PS-022 to complete the work (requires a four-fifths vote).
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Award a construction contract to Concept Consultant, Inc. as the lowest responsive and responsible bidder, in the amount of $108,004.51 for the Galvin Street Parkway Expansion Project, PS-022;
2. Authorize the Public Works Director/City Engineer to approve change orders, if necessary, in an amount not to exceed $10,800.40 to cover contingency costs (10%);
3. Approve a budget amendment to appropriate $34,144.91 from the General Fund Unassigned Fund Balance to CIP PS-022 (requires a four-fifths vote);
4. Authorize the City Attorney to review/prepare the necessary documents; and
5. Authorize the City Manager to execute such documents on behalf of the City.