City of Culver City, California
Agenda Item Report
Meeting Date: 09/12/2011 Item Number: C-6
CITY COUNCIL AGENDA ITEM: FOUR-FIFTHS VOTE REQUIREMENT - (1) Approval
of a Budget Amendment and (2) Approval of an Amendment to the Existing
Professional Services Agreement with Willdan Engineering for Construction
Management and Inspection Services for the Sepulveda Boulevard Widening
Project (Green Valley Circle to Playa Street /Jefferson Boulevard), P-881
Contact Person/Dept.: Hong Wang/PW Phone Number: 310-253-5604
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (09/08/2011)
Department Approval:
Charles D. Herbertson (09/02/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (09/06/11)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (09/07/11)
City Manager Approval:
John M. Nachbar (09/08/11)
RECOMMENDATION:
Staff recommends that the City Council: (1) approve a budget amendment and (2)
approve an amendment to the existing professional services agreement with Willdan
Engineering for construction management and inspection services for the Sepulveda
Boulevard Widening Project (Playa Street /Jefferson Boulevard intersection to Green
Valley Circle), P-881
A budget amendment requires a four-fifths vote.
BACKGROUND:
On April 11 2011, the City Council approved a professional services agreement with
Willdan Engineering for construction management and inspection services for this
project with a not-to-exceed fee amount of $222,870, and the Public Works
Director/City Engineer was authorized to approve change orders in an amount not to
exceed $68,860.
DISCUSSION:
The Metro Proposition C grant for this project was allocated in two stages. The
initial grant allotment of $2,361,000 was appropriated as part of the City Council
Adopted Budget for Fiscal Year 2010/2011. A budget amendment is required to
appropriate the remaining $1,621,000.
The Request for Proposal for construction engineering services stated that the
consultant should base their proposal on providing part-time construction City of Culver City, California
Agenda Item Report
management and full-time inspection services for an estimated period of 70 full-time
working days (one 8 hour shift per day), 50 full-time working days (two 8 hour shifts
per day), and 40 part-time working days (one 4 hour shift per day). However, after
the contractor started the construction in early May 2011, the City authorized the
contractor to utilize two full-time shifts per day, as allowed by the contract, since the
beginning of the project. As a result of the contractor’s work schedule, substantial
additional inspection services hours are required to provide full time construction
management and inspection coverage. It is estimated by Willdan that a budget
increase in the amount of $137,348 will be needed to cover the additional services
for the remainder of the project. This increase, coupled with other additional
construction technical assistance, as requested by the City, will result in a total
increase of $161,339 to Willdan’s original contract amount.
It should also be noted that staff recently authorized the contractor to work two 12-
hour shifts to expedite the construction. This acceleration is having minimal impact
to Willdan’s inspection hours since the contractor’s two 12-hour shifts are
overlapping in hours.
Staff reviewed Willdan’s request and found it to be fair and reasonable, and is
therefore recommending the approval of a contract amendment in the amount of
$161,339.
As of this date, the project is on schedule and is expected to be completed by mid
November 2011.
FISCAL ANALYSIS:
As referenced above, a budget amendment is required to appropriate the remaining
$1,621,000 of the Proposition C grant for this project. A budget amendment requires
a four-fifths vote.
Sufficient funding for the Willdan contract amendment is available in the Capital
Improvement Budget for Project 881.
ATTACHMENTS:
1. Willdan’s additional services request
MOTIONS:
1) Approve a budget amendment to (1) accept the grant funds in the amount of
$1,621,000 and (2) appropriate $1,621,000 into 42300881 (a budget
amendment requires a four-fifths vote); and
City of Culver City, California
Agenda Item Report
2) Approve an amendment to the existing professional services agreement with
Willdan in the amount of $161,339 for additional construction management and
inspection services for the construction of the Sepulveda Boulevard Widening
Project (Green Valley Circle to Playa Street /Jefferson Boulevard), P-881; 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.
MEETING DATE: 09/12/11
AGENDA ITEM: Approve an Amendment to the Existing Professional
Services Agreement with Willdan Engineering for the
Construction Management and Inspections Service for the
Sepulveda Boulevard Widening Project (Green Valley Circle
to Playa Street /Jefferson Boulevard), P-881
ATTACHMENTS
Pages
1 Willdan's additional services request letter 1-2 vt(
WILLDAN I
extending
Engineering I
reach
August 23, 2011
Mr. Hong Wang, PE
Senior Civil Engineer
Culver City Public Works Department
Engineering Division
9770 Culver Boulevard
Culver City, CA 90232-0507
Subject: Revised Change Order Request #1 Proposal to Provide Additional Construction
Management, Construction Inspection Services for the Sepulveda Boulevard
Widening Project (Playa Street/Jefferson Boulevard to Green Valley Circle), P-881
Dear Mr. Wang:
Pursuant to our recent discussions, I am submitting Wilidan Engineering's (Willdan) cost
estimate to provide additional construction management, public works inspection, scheduling
review, Design, and, Geotechnical services for the Sepulveda Boulevard Widening Project.
Construction Management and Inspection
As you know, WilIdan's original construction engineering proposal was based on the City's RFP
and was intended to provide part-time construction management and full-time inspection
services for a period of 50 full-time working days (two 8 hour shifts per day), 70 full-time working
days (one 8 hour shift per day), and 40 part-time working days (one 4 hour shift per day):
however, the Contractor is proposing to construct the project utilizing two full-time shifts per day.
We have completed our review of the Contractor's current schedule and have come up with an
estimate to provide "As-Needed" Construction Management and Inspection for the remaining
portions of the project. I have included one spreadsheet for the City's review. The spreadsheet
(Exhibit A) provides for full time inspection through November 18 th, the date we believe the
Contractor will ultimately complete the project. The additional cost for the aforementioned work
will be included in the fee section of this letter.
Design Services — RCB & Crosswalks
During the construction of the pavement section in Sepulveda Blvd a reinforced concrete box
was found to be interfering with the construction of the PCC roadway surface. The City
requested additional design services to rectify the situation. The design services included
design work for several possible alternatives ranging from the installation of RCP to the
reconfiguration of the existing box. Ultimately the Agency choose to reconfigure the RCB. In
addition to the ROB box, the project required additional design work for the new cast-in-place
crosswalks. Additional design was performed and detail drawings have been provided to the
Contractor. The additional cost for the aforementioned services will be included in the fee
section of this letter.
Import Material Sampling — Contaminated Soil
Pursuant to the City's request, Willdan has contacted Converse Consultants and has requested
a proposal to sample approximately 1,000 CY of soil that is to be imported to the Playa Vista
Development. We have attached Converse Consultants proposal and fee estimate for the City's
review and approval. The additional cost for the aforementioned work will be included in the fee
section of this letter.
Engineering I Geotechnical I Environmental I Sustainobiiity I Financial I Homeland Security
562.908.6200 I 562.695.2120 I 13191 Crossroads Parkway North. Suite 405, City of Industry, CA 91746-3443 I www,wiildan.com
1 August 23, 2011
Page 2
Scheduling Review
Pursuant to the City's request, WiWan has retained the services of the scheduling expert to
review the Contractors base-line schedule and subsequent scheduled revisions. Willi:Ian has
attached our subconsultants City approved proposal and cost estimate. The additional cost for
the aforementioned work will be included in the fee section of this letter.
Cost Estimate
The following is our breakdown for the proposed additional work:
Original Amt Revised Amt
• Construction Management (See 222,870.00 $ 360,218.00
attached Exhibit A)
• Design RCE & Crosswalks (See $ 0 $ 9,670.00
attached Exhibit B)
• Contaminated Soil (See attached $ 0 $ 4,886.00
Exhibit C)
• Scheduling Review (See attached $ 0 $ 9,435.00
Exhibit D)
Total Estimated Increase: $ 384,209.00
In conclusion, Willdan is requesting a budget increase to cover the additional Construction
Management and inspection that will be needed to cover the two full-time shifts shown in the
Contractor's latest approved schedule. In addition, our proposed budget increase also provides
for the previously approved additional scheduling review services, RCE design, crosswalk
design, and import soil sampling. As you know, the amount of funds left in our current budget
will be exhausted by September 2, 2011. We would appreciate the City's direction as to how
you would like for us to proceed beyond September 2, 2011.
If you have any questions or need additional information, please contact me at (562) 908-6296.
Respectfully submitted,
WILLDAN ENGINEERING
Chris Baca
Deputy, Construction Management Services
Enclosures
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