City of Culver City, California
Agenda Item Report
RECOMMENDATION
Staff recommends the City Council:
1. Conduct a public hearing to waive certain bid requirements for the Washington
AIP Phases III and Phase IV Project, P-1499 (the “Project”) relative to: (a) the
City Council’s approval of bid specifications and plans subsequent to solicitation
of bids; (b) a shortened period for the review of specifications and plans prior to
bid submittal from 10 days to 9 days; and (c) authorization to the City Manager to
negotiate a contract with the bidders or other potential contractors in the event no
bids are submitted or the City Manager determines the bids submitted to be
insufficient. (Waiver of bid requirements requires a four-fifths vote.)
2. Approve the Bid Documents for the West Washington Area Improvement Plan,
Phase III and Phase IV Project.
PROCEDURE:
1. Mayor seeks motion to receive and file the affidavits of publication and posting of
notices and correspondence received in response to the public hearing notices;
and,
Meeting Date: 1/23/12 Item Number: PH-1
CITY COUNCIL AGENDA ITEM: 1) PUBLIC HEARING – FOUR-FIFTHS VOTE
REQUIREMENT – Waiver of Certain Bid Requirements Relative to the West
Washington AIP Phase III and Phase IV Project, P-1499; and 2) Approval of the Bid
Documents (Plans and Specifications) for the West Washington Area Improvement
Plan, Phases III and IV.
Contact Person/Dept.: Elaine Warner Phone Number: 310.253.5777
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [X] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – City Council (01/19/12)
Department Approval:
Sol Blumenfeld (01/17/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/18/12)
Chief Financial Officer Approval:
Jeff Muir (by N Kimball)(01/19/12)
City Manager Approval:
John M. Nachbar (01/19/12) City of Culver City, California
Agenda Item Report
2. Mayor calls for a staff report and the City Council Members may pose questions
to staff as desired; and,
3. Mayor seeks a motion to open the public hearing; and,
4. Mayor seeks motion to close the public hearing after all public testimony has
been presented; and,
5. City Council discusses the item and arrives at its decision.
BACKGROUND
In 2007, the City Council and the Culver City Redevelopment Agency Board
authorized implementation of an Area Improvement Plan (AIP) to promote
revitalization, encourage reinvestment and eliminate blight along the western
portions of Washington Boulevard. Phase I consists of five landscaped medians
located between Wade Street and Beethoven Street. Phase II consists of three
landscaped medians between Centinela Avenue and Boise Avenue. Phase III is
proposed to consist of replanting five existing medians located near the intersection
of Washington Boulevard and Wade Avenue, and Phase IV proposes to install
landscape medians between Beethoven Street and Glencoe Avenue. If
implemented, the total AIP program will encompass 17 blocks along Washington
Boulevard.
While the City Council and Agency Board approved funding for the capital
improvements for the AIP, it was on the condition that the on-going median
maintenance would be carried out through a property based assessment district.
Given the time constraints due to State legislation, a community meeting to discuss
the design and the proposed assessment district will take place after the
construction contract is considered for approval at the City Council’s January 30
th
meeting. This process may allow the Phase IV project to move forward, however,
construction will not be initiated until the community meeting has been held and an
assessment district has been formed by commercial property owners.
The design of Phase IV will be similar to the Phase I and Phase II landscaped
medians and will feature drought tolerant and low maintenance landscaping to
ensure maintenance costs are kept to a minimum. The anticipated benefits of this
assessment district will include beatification of the commercial corridor, increased
commercial/retail interest in the area, and increased property values.
DISCUSSION:
The design of the AIP Phase III and Phase IV Streetscape Project is consistent with
all previous design direction given by the City Council and Agency Board. City of Culver City, California
Agenda Item Report
As designed, the Phase III project consists of the replanting of seven existing
medians at the intersection of Washington Boulevard, Washington Place, and
Wade Avenue. Conceptual Plans for this design were approved in spring 2011.
The Phase IV project consists of seven new medians located in the center of the
right-of-way on Washington Boulevard between Beethoven Street and Glencoe
Avenue. Bid depending, two additive alternatives have been designed to include a
gateway monument feature in the median at Glencoe (Attachment No. 1) and an
eighth median near the entryway to Costco.
The Bid Documents include all plans, specifications, general conditions, Notice
Inviting Bidders, Instructions to Bidders, and surveys which bidders will utilize to
formulate their bids. All addenda that may be issued during the bid period will also
become part of the Bid Documents. The Bid Documents are on file in the Culver
City Public Works Department/Engineering Division Office and are available for
public inspection.
The Project has been advertised in the Culver City News, construction trade
publications, and directly to contractors with streetscape construction expertise, who
have previously worked with the City and/or have been recommended by Land
Images, the Landscape Architect for this Project.
The proposed schedule for this project is as follows:
January 12
th
Bid Notification in Culver City News
January 24
th
Mandatory Pre-Bid Meeting
January 26
th
Bid submittal deadline and bid opening
January 30
th
City Council to consider award of construction contract
March 2012 Construction begins on Phase III
In order to implement the proposed Project schedule, staff is recommending waiver
of certain bid requirements as described above. This will facilitate the completion of
the last phases of the AIP in an expeditious manner.
FISCAL ANALYSIS:
Approximately $1.2 million is appropriated in the FY 2011-12 Adopted Budget for
construction of Washington Boulevard AIP Phases III and IV (Programs 48792690
and 48892695, respectively) using former Agency tax exempt bond funds. Given
current economic conditions, actual construction costs may be lower than previously
estimated due to the competitive process. Consequently, staff anticipates that there
are sufficient funds currently appropriated to fund the construction if the
maintenance assessment districts are approved.
City of Culver City, California
Agenda Item Report
ATTACHMENTS:
1. Phase IV Bid Additive Alternative – Gateway Monument Concept
MOTION:
That the City Council:
1. Waive certain bid requirements for the Washington AIP Phase III and Phase
IV Project, P-1499 relative to: (a) the City Council’s approval of bid
specifications and plans subsequent to solicitation of bids; (b) a shortened
period for the review of specifications and plans prior to bid submittal from 10
days to 9 days; and (c) authorization to the City Manager to negotiate a
contract with the bidders or other potential contractors in the event no bids
are submitted or the City Manager determines the bids submitted to be
insufficient; and,
WAIVER OF BID REQUIREMENTS REQUIRES A FOUR-FIFTHS VOTE
2. Approve the Bid Documents for the West Washington Area Improvement
Plan, Phase III and Phase IV Project, P-1499.
MEETING DATE: 01.23.12
AGENDA ITEM: Waiver of Bid Requirements Relative to the West
Washington AIP Phase III and Phase IV Project, P-1499 and
Approval of the Bid Documents (Plans, and Specifications)
for the West Washington Area Improvement Plan, Phase III
and IV.
ATTACHMENTS
Page
1. Phase IV Bid Additive Alternative Gateway Monument Concept 1 WASHINGTON BOULEVARD MEDIAN IMPROVEMENTS
PHASE IV GATEWAY SIGNAGE
CULVER CITY, CA
1/12/2012