City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council award a construction contract to Atlas Allied,
Inc.,as the lowest responsive and responsible bidder, in an amount not to exceed
$290,640.00 for the construction of the Bristol Sewer Pump Station Improvements
and Jasmine, Mesmer, and Overland Sewer Pump Stations Emergency Bypass
Improvements Project, P-521 and authorize staff to approve change orders in an
amount not to exceed $72,674.00 (25% of the bid amount).
BACKGROUND:
On March 7 and 28, 2011, the City Council approved the final plans and
specifications and authorized staff to publish a notice inviting bids for the Jasmine,
Mesmer and Overland Sewer Pump Stations Emergency Bypass Improvements and
Bristol Sewer Pump Station Improvements, respectively.
Jasmine, Mesmer, and Overland pump stations emergency bypass improvements
include the installation of a new bypass piping intended to prevent spillage/overflow
and provide continuous sewage flow through a mobile sewer pump in the event the
permanent sewer pump at the pump station fails. The Bristol Pump Station is
proposed to be improved with new concrete pavement, a storm drainage system, a
seven feet high perimeter block wall, a new steel sliding gate and a new sewer
bypass line.
Because of the similarity of the work at all pump stations, staff combined the two
projects and, on May 16, 2011, jointly advertised for bids as one project. The non-
Meeting Date: 06/27/2011 Item Number: C-8
AGENDA ITEM: Award of a Construction Contract to Atlas Allied, Inc., as the
Lowest Responsive and Responsible Bidder, for the Construction of the Bristol
Sewer Pump Station Improvements and Jasmine, Mesmer, and Overland Sewer
Pump Stations Emergency Bypass Improvements Project P-521
Contact Person/Dept.: Elaine Jeng/PW,
Andy O’Connell/PW
Phone Number: 310-253-5621/310-253-
5606
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Public Notification: (E-Mail) Agenda and Meetings – City Council (06/22/11); (Email)
[Atlas Allied, Inc.] (6/20/2011)
Department Approval:
Charles D. Herbertson(06/16/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/22/11)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (06/22/11)
City Manager Approval:
John M. Nachbar (06/22/11) City of Culver City, California
Agenda Item Report
mandatory pre-bid meeting/job walk was held on June 6, 2011 during which potential
bidders had the opportunity to visit the project sites.
DISCUSSION:
On June 9, 2011, the City Clerk’s Office publicly opened the bids. Five Contractors
responded with the following bid amounts:
Contractor Bid Amounts
1 Advanced Building & Electronic Control
Systems, Inc. (ABECS, Inc.)
$255,527.00
2 Atlas Allied, Inc. $290,694.00
3 Excel Paving Company $305,396.00
4 4-Con Engineering, Inc. $337,695.00
5 Garcia Juarez Construction, Inc. $395,620.00
Staff reviewed the bid proposals and determined the apparent lowest bidder,
ABECS, Inc., did not acknowledge all four addenda that were issued prior to the bid
opening as required by Section C-2 of the project specifications. Also, the prior work
experience of ABECS, Inc. did not include work on sewer pump stations. It is
staff’s opinion that the bid submitted by ABECS, Inc. should be rejected, but the
errors in the bid do not rise to the level that the City should enforce the bid guaranty.
Staff reviewed the bid proposal of the second lowest bidder, Atlas Allied, Inc., and
found their bid documents responsive and complete. The bid bond, license,
qualifications, and worker’s compensation insurance submitted by Atlas Allied, Inc.
meet City requirements. The listed references were checked, and staff determined
that other agencies found their work to be satisfactory.
Construction inspection and testing services are being solicited from the City Council
approved list of on-call general civil engineering firms. The project will be managed
by in-house Engineering Division staff.
Staff recommends a 25% change order authority for unforeseen conditions that may
arise during the contract.
FISCAL ANALYSIS:
There are sufficient funds available in account number 20400521 (P521), Sewer
pump station improvements, for the construction of this project. City of Culver City, California
Agenda Item Report
Proposed Project Budget
Funding Source Amount
Sewer Pump Station Improvements, P521 $510,000
Total $510,000
Estimated Project Expenses
Construction Contract $290,694.00
25% Contingency $72,674.00
Construction Inspection and Testing Services $43,604.00 – 15% of
contract
Total Estimated Project Expenses $406,972.00
MOTIONS:
That the City Council:
1) Reject the bid submitted by Advanced Building & Electrical Control Systems,
Inc. (ABECS, Inc.) as being non-responsive; and,
2) Award a construction contract to Atlas Allied, Inc., as the lowest responsive and
responsible bidder, in the amount of $290,694.00 for the Bristol Sewer Pump
Station Improvements and Jasmine, Mesmer and Overland Sewer Pump
Station Emergency Bypass Improvements Project, P-521; and,
3) Authorize the Public Works Director/City Engineer to approve change orders, if
necessary, for a total not-to-exceed amount of $72,674.00; and,
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.
6)