title
CC - CONSENT ITEM: (1) Award of Construction Contract to Concept Consultant Inc., as the Lowest Responsive and Responsible Bidder, in the Amount of $312,025 for the Main Street Bollards Project, PS-023; and (2) Authorize the Public Works Director to Approve Change Orders to the Contract in an Amount Not-to-Exceed $31,200 to Cover Contingency Costs (10%).
body
Meeting Date: May 22, 2023
Contact Person/Dept.: Andrew Maximous/Public Works
Phone Number: (310) 253-5628
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (05/18/2023)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (05/16/2023)
______________________________________________________________________
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 $312,025 for the Main Street Bollards Project, PS-023; and (2) authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed $31,200 to cover contingency costs (10%).
BACKGROUND
On March 28, 2022, the City Council directed Public Works staff to reopen Main Street between Culver Boulevard and the City Limit, except for continued closure on Tuesdays for Farmers Market. Main Street had been previously closed to vehicular traffic seven days a week during the pandemic. The City Council provided additional direction to allow for the intermittent closure of Main Street on the weekends, in addition to Tuesdays.
On May 23, 2022, the City Council adopted a resolution determining the closure of Main Street between Culver Boulevard and the City limit every Tuesday for Farmer’s Market and every weekend is categorically exempt under the California Environmental Quality Act (CEQA).
In June 2022, weekend closures on Main Street began.
The Temporary Use Permits which allowed for expanded outdoor dining and retailing in the public right of way expired on December 31, 2022.
On February 27, 2023, the City Council approved a purchase order with Gibraltar Perimeter Security for the purchase of 18 traffic bollards to be installed on Main Street.
On April 24, 2023, the City Council adopted a resolution determining the re-opening of Main Street between Culver Boulevard and the City limit every weekend is categorically exempt under the California Environmental Quality Act (CEQA).
DISCUSSION
The notice inviting bids was posted on PlanetBids on January 23, 2023. On May 4, 2023, two bids were received by the City’s Purchasing Division. A summary of the bids received is below:
Staff reviewed the two 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 and has completed many similar projects in cities throughout southern California with satisfactory performance.
Construction inspection will be performed by City staff. Construction is scheduled to begin in Summer 2023 and is expected to be substantially completed by Fall 2023. Typical Monday-Friday workdays are anticipated for this project’s construction activities.
PUBLIC NOTIFICATION
Approximately two weeks prior to construction activity, the adjacent businesses will be provided with written information on the project schedule and contact information for questions and/or concerns regarding the project. The City will also use social media to inform residents and nearby businesses of the work and to provide on-going status reports.
FISCAL ANALYSIS
The contract with Concept Consultant Inc. would be for $312,025 with a contingency not to exceed $31,200 (10%). The total project cost is $343,225. Funds in the amount of $97,983 remain in the Revised Budget for Fiscal Year 2022-2023 in CIP PS023 (Main Street Bollards). An additional amount of $90,242 is available in the Revised Budget for Fiscal Year 2022-2023 in Account 10160170.619800 (Public Works Mobility & Traffic Engineering - Other Contractual Services). The balance of $155,000 is included in the Proposed Budget for Fiscal Year 2023-2024 in CIP PS023. Council’s approval of the contract is conditioned on the additional funds being approved in the Budget for Fiscal Year 2023-2024 on June 12, 2023.
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 $312,025 for the Main Street Bollards Project, PS-023; and
2. Authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed $31,200 to cover contingency costs (10%); and
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.