City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council: 1) award a contract to Sancon Engineering
Inc. as the lowest responsive and responsible bidder for the construction of Sewer
Rehabilitation (Lining) Projects, P-872, P-893, P-894 and P-904 in the amount of
$988,842; and 2) approve an amendment to the existing professional services
agreement with Dudek for construction management and inspection services in the
amount of $106,800 for this project.
BACKGROUND:
Most of the existing sewer mains in this group of projects are identified as high
priority repairs in the City’s Sewer Video and Condition Assessment Report dated
June 29, 2004. These sewer mains exhibited root intrusion, cracks, sags,
protruding laterals, and offset joints. The Director of Public Works/City Engineer has
selected trenchless lining technology to rehabilitate the sewer mains to minimize
construction impacts to existing improvements and the associated inconvenience to
the public, especially for those sewer mains located in rear property line easements.
On July 28, 2008, the City Council approved a professional services agreement with
Dudek to design the project. As designed, segments of sewer lines may be
excavated and replaced as part of this project if the trenchless construction option is
Meeting Date: 07/13/09 Item Number: C-5
CITY COUNCIL AGENDA ITEM: 1) Award of a Contract with Sancon Engineering
Inc for the Construction of Sewer Rehabilitation (Lining) Projects, P-872, P-893,
P-894 and P-904; and 2) Approval of an Amendment to the Existing Professional
Services Agreement with Dudek for Construction Management and Inspection
Services Related Thereto.
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) Agendas and Meetings – City Council (07/08/09);
(Telephone) Sancon Engineering Inc., (Telephone) Southwest Pipeline, (Telephone)
Dudek, (Telephone) KOA (CBM), and (Telephone) Norris-Repke (07/08/08)
Department Approval:
Charles D. Herbertson (07/02/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/07/09)
Chief Financial Officer Review:
Jeff Muir (by N. Kimball) (07/08/09)
City Manager Approval:
Mark Scott (07/08/09) City of Culver City, California
Agenda Item Report
determined to not be feasible. The work includes the rehabilitation of the sewer
main, manholes and damaged sewer laterals at following locations:
1. Sewer Main in Farragut Drive (Jasmine Avenue to Overland Avenue) and
Elenda Street (Washington Boulevard to Culver Boulevard), P-872;
2. Sewer Main in Easement between Madison Avenue and Lincoln Avenue
(Culver Boulevard to Ballona Creek), P-893;
3. Sewer Main in Easement between Baldwin Avenue and La Salle Avenue
(Jackson Avenue to Ballona Creek), P-894; and,
4. Sewer Main in Tellefson Road (Cranks Road to Ranch Road) and Ranch
Road (Tellefson Road to Eveward Road), P-904.
On March 23, 2009, the City Council approved the final plans and specifications and
authorized the advertising of construction bids.
DISCUSSION:
Construction Bids:
The combined project was advertized for construction bids in the local newspaper,
on the City’s website, and in trade journals. Seven general contractors purchased
the plans and specifications. On June 25, 2009, the Deputy City Clerk publicly
opened bids. Two Contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1. Sancon Engineering Inc. $988,842
2. Southwest Pipeline $1,004,938
Staff reviewed the bid of the apparent lowest bidder, Sancon Engineering Inc. and
found the bid documents responsive and complete. In evaluating the bidder’s
responsibility, staff reviewed Sancon Engineering Inc.’s bid bond, contractor’s
license, qualifications and prior sewer lining project experience, and worker’s
compensation insurance, which were determined to meet City requirements.
Sancon Engineering Inc. has completed numerous similar projects for other
municipal agencies in southern California and is considered one of the best pipe
lining contractors in the region by its peers. Representatives from the City of
Huntington Beach and City of La Habra indicated that Sancon Engineering Inc. City of Culver City, California
Agenda Item Report
performed in an excellent manner on their sewer lining projects. In addition, Sancon
is currently working on another contract for Culver City to rehabilitate deteriorated
manholes, and staff is satisfied with their products and performance.
Staff recommends a 20% ($197,000) change order authority be granted to the Public
Works Director/City Engineer for unforeseen conditions as most of the work will
occur in the rear property line easements and unknown conditions may be present.
Should the City Council award this contract, construction is expected to commence
in September 2009 and be completed by the end of 2009. All adjacent property
owners will be notified of the dates of construction.
Construction Management and Inspection Services:
Per Culver City Municipal Code §3.07.070.A, a contract for professional services
may be awarded without following the formal bidding process, provided that the
contract is based upon competitive quotations, whenever practical, from not less
than three vendors. The Request for Proposals for engineering services was
mailed to the City’s pre-approved on-call general civil engineering firms and
several reputable engineering firms that specialize in trenchless technologies.
Three (3) engineering firms responded to the proposal:
Firms Proposed Fee
1. Dudek $113,200
2. KOA (CBM) $ 80,229
3. Norris-Repke $ 59,490
The Public Works Director/City Engineer, Engineering Services Manager, and the
Senior Civil Engineer conducted a review of the proposals, and it was unanimously
determined that Dudek’s proposal is the most responsive. Further Dudek is the
most qualified firm to provide construction management and inspection services on
this project.
Staff contacted Dudek’s references for similar municipal sewer rehabilitation
projects. These references rated both the firm and the designated construction
manager and inspector from Dudek as excellent. Also, being that Dudek was the
designer of this project, it is most desirable that the construction management and
inspection be done by the same firm that has already developed extensive
knowledge of the project and existing conditions that will likely be faced in the field
After the tentative selection, Staff negotiated the fee amount with Dudek. The
original fee of $113,200 was negotiated to $106,800. Although this fee is still higher City of Culver City, California
Agenda Item Report
than the other consultants’ proposed fees, due to the fact this is the first time the City
is using trenchless technology to rehabilitate sewer lines, staff believes it is in the
best interest of the City to select a firm with superior qualifications and experience.
This will help to ensure that construction problems and change orders are
minimized. In addition, staff believes that Dudek is offering a reasonable fee
(approximately 10.7% of the construction cost) that is in line with industry standards
for this type of work.
FISCAL ANALYSIS:
Currently, funds for these projects are appropriated in separate projects (P-872, P-
893, P-894 & P-904). The Engineering Division has developed a capital plan to
replace/repair a number of sewer mains throughout the City over the next few years.
For operational efficiency, one capital project was created in FY 2008-09, P-906
Priority Sewer Main Rehabilitation. All future sewer main rehabilitation projects will
be funded from P-906.
In order to maintain consistency and fund all sewer main rehab projects from P-906,
staff proposes transferring the available funds from P-872, P-893, P894, and P-904
to P-906. Per the adopted budget resolution, this transfer can be done
administratively with the approval of the City Manager. The following table identifies
the available funding and estimated project expenses:
Current Project Budget
Available Funding Amount
Beginning budget (P-872,P-893, P-894 &P-904) $ 1,460,000
Expenditures (as of June 30, 2009): ( $110,000)
Total = $ 1,350,000
Estimated Project Expenses
Construction $988,842
Contingency (20%), if necessary $ 197,000
Construction Management and Inspection $106,800
Contingency (20%), if necessary $20,000
Total = $1,312,642
Any unused funds will be returned to the Sewer Fund balance to be appropriated
towards future projects.
City of Culver City, California
Agenda Item Report
ATTACHMENTS:
1. Location maps
MOTIONS:
That the City Council:
1) Award a Contract to Sancon Engineering Inc. for the construction of Sewer
Rehabilitation (Lining) Projects, P-872, P-893, P-894 &P-904 in the amount of
$988,842; and,
2) Authorize the Public Works Director/City Engineer to approve Change Orders
to Sancon Engineering Inc., if necessary, for an amount not-to-exceed
$197,000 (20% of $988,842); and,
3) Approve an Amendment to the Existing Professional Services Agreement with
Dudek for construction management and inspection services for the
construction of Sewer Rehabilitation (Lining) Projects, P-872, P-893, P-894 &P-
904 in the amount of not to exceed $106,800; and,
4) Authorize the Public Works Director/City Engineer to approve Change Orders
to Dudek, if necessary, for an amount not-to-exceed $20,000 (approximately
20% of $106,800); and,
5) Authorize the City Attorney to review/prepare the necessary documents; and,
6) Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 7/13109
AGENDA ITEM: 1) Approval of a Contract with Sancon Engineering
Inc for the Construction of Sewer Rehabilitation
(Lining) Projects, P-872, P-893, P-894 and P-904;
and 2) Approve a Contract with Dudek for
Construction Management and Inspection Services
ATTACHMENTS
Pages|109| Location Maps 1-3Sewer Main in Easement between Madison Avenue and Lincoln Avenue
(Culver Boulevard to Ballona Creek), P-893
Sewer Main in Easement between Baldwin Avenue and La Salle Avenue
(Jackson Avenue to Ballona Creek), P-894
LOCATION MAPST: JAM. -S=1)
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SiEVERST-
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SAWTELLE BL %
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Sewer Main in Tellefson Road
(Cranks Road to Ranch Road)
and
Ranch Road
(Tellefson Road to Eveward Road)
P-904
LOCATION MAP
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