City of Culver City, California
Agenda Item Report
Meeting Date: 04/11/2011 Item Number: C-6
CITY COUNCIL AGENDA ITEM: (1) Award of a Construction Contract to Sialic
Contractors Corporation dba Shawnan (Shawnan), as the Lowest Responsive and
Responsible Bidder; and (2) Approval of a Professional Services Agreement with
Willdan Engineering for the Construction Management and Inspections Services,
for the Construction of 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: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (04/06/11); (Email) Al
Shawnan and all bidders (03/30/11)
Department Approval:
Charles D. Herbertson(03/28/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (04/05/11)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (04/06/11)
City Manager Approval:
John M. Nachbar (04/08/11)
RECOMMENDATION:
Staff recommends that the City Council award a construction contract to Sialic
Contractors Corporation dba Shawnan (Shawnan), as the lowest responsive and
responsible bidder, in an amount not to exceed $4,083,535 (with staff authorized to
approve change orders in an aggregate amount not to exceed $816,000 for a total
not to exceed amount of $4,899,535)for the construction of the Sepulveda Boulevard
Widening Project (Green Valley Circle to Playa Street /Jefferson Boulevard), P-881
and approve a professional services agreement with Willdan Engineering for the
construction management and inspections services in an amount not to exceed
$222,870 (with staff authorized to approve change orders in an aggregate amount
not to exceed $66,860 for a total not to exceed amount of $289,730.
BACKGROUND:
This project will provide for three (3) continuous lanes on Sepulveda Boulevard in
the southbound direction from Jefferson Boulevard and Playa Street intersection to
Green Valley Circle.The proposed work will include street widening and roadway
reconstruction,landscape median modification, traffic signal modification, disability
accessibilityimprovements and enhancements, utility relocation, and other related
improvements. Crosswalks at Green Valley Circle and at Jefferson/Playa
intersections will be constructed with interlocking concrete pavers. New vehicle
detection video system technology will be installed at traffic signals in lieu of loops
cut in pavement.
City of Culver City, California
Agenda Item Report
As part of this project, Sepulveda Boulevard southbound from Berryman Avenue to
PlayaStreet/Jefferson Boulevard will be re-striped and on-street parking eliminated
to add a third southbound lane within the existing street width. In addition,
duringconstruction, afternoon period peak hour parking restrictions (between 3pm
and 7pm) will be in effect on southbound Sepulveda Boulevard between Sawtelle
Boulevard and Berryman Avenue.
Environmental Determination
Pursuant to the California Environmental Quality Act (CEQA) guidelines, initial
review of the project by staff established that there are no potentially significant
adverse impacts on the environment and the project has been determined to be
Categorically Exempt pursuant to Section 15301 1(c)(Existing Facilities)and 15304
(Minor Alterations to Land) of CEQA, because the proposed project is
improvements to an existing public street The project is consistent with applicable
policies of the Circulation Element of the General Plan and Zoning regulations.
Furthermore, the project site is substantially surrounded by urbanized and
commercially developed uses and so it has minimal potential as a habitat for
endangered, rare, or threatened species. Also, the approval of the project would
not result in any significant impacts relating to traffic, noise, air quality, or water
quality.
DISCUSSION:
On February 7, 2011, the City Council approved the final plans and specifications
for this project and authorized advertizing for construction bids. On March 17,
2011, the City Clerk’s Office publicly opened the bids. Four (4) contractors
responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 Shawnan, Downey $4,083,535.00
2 Excel Paving Company, Long Beach $4,393,100.85
3 Griffith Company, Santa Fe Springs $4,540,863.50
4 Sully-Miller Contracting, Co., Brea $4,748,046.60
Staff reviewed the bid proposal of the apparent lowest bidder, Shawnan,and found
the bid documents responsive and complete. Its bid bond, contractor’s license,
qualifications, and worker’s compensation insurance were reviewed and determined
to meet City requirements. Shawnan has completed numerous similar projects for
other municipal agencies throughout southern California. Representatives from the
City of La Mirada and City of Long Beach indicated that Shawnan performed in an
excellent manner on their construction projects. In addition, Shawnan has
successfully completed several street paving projects for the City of Culver City and
the City’s Redevelopment Agency, and staff is satisfied with their performance. City of Culver City, California
Agenda Item Report
Due to the favorable bid received, staff recommends a 20% change order authority
granted to the Public Works Director/City Engineer for unforeseen conditions that
may be present and for addressing pending Caltrans additional permit requirements
for work under the State Route 90 overpass.
Construction Management and Inspection
The Request for Proposals for engineering services was sent to the City’s pre-
approved on-call general civil engineering firms and several regional construction
management engineering firms.
Five (5) engineering firms responded to their proposals:
Firms Proposed Fee*
1. APD Consultants Inc $ 206,340
2. KOA Corporation/CBM $ 231,870
3. The Nickerson Company $ 390,725
4. Psomas $ 367,000
5. Willdan Engineering $ 222,870
* Notwithstanding City’s RFP guidelines, the proposed level of services and total
staff hours varies with each consultant based its understanding of effort required.
The Public Works Director/City Engineer, Engineering Services Manager, and the
Senior Civil Engineer conducted a review of the proposals and as the result
interviewed two top ranked firms, Psomas and Willdan Engineering. It was
unanimously determined that Willdan Engineering is the most qualified firm to
provide construction management and inspection services on this project. Staff
contacted Willdan Engineering’s references for similar major municipal street
widening projects. These references (City of South Gate, City of Santa Monica, City
of La Mirada, County of Los Angeles, and City of Long Beach) rated both the firm
and the designated construction manager and inspector as excellent and
responsive. The firm has proven experience in handling public and business
construction concerns.
It should be noted that when evaluating proposals related to professional services
(such as construction management and inspection), price is one of many factors
considered. The City is not required to approve the contact with the lowest bidder.
In this case, based on a totality of facts, staff is recommending approval of a
professional services agreement with Willdan Engineering,
Because of the fast track nature of this project, staff recommends a 30%
construction management contingency amount to allow tailored and timely response
to project inspection needs and any unforeseen conditions.
City of Culver City, California
Agenda Item Report
Traffic Managementand PublicOutreach
In order to expedite the construction and thus minimize the overall inconvenience
to the public, the contract documents allow construction between 6 am and 10 pm,
seven days a week. From Jefferson/Playa to Green Valley Circle, the entire
pavement will be reconstructed with Portland Cement Concrete. The fast track
(early strength) concrete pavement will be constructed in phases to allow a portion
of the street to be open during construction. However, it should be noted that, as
necessitated by construction activity, there will be through lane and turning
movement restrictions that occur throughout the term of the project. At times there
will be only one lane of traffic in each direction. At other times there will be two
lanes of traffic in one direction and one lane in the other. This will likely result in
unavoidable, severe traffic congestion throughout the project area. Within a few
weeks of onset of construction, traffic problems are expected to lessen as
commuters learn to take alternative routes around the construction area.
A community meeting to discuss construction impactswas held on February 22,
2011 at City Hall. The meeting noticeswere sent to all Sunkist Park neighborhood
residents, residents south of Sawtelle Boulevard between Sepulveda Boulevard
and Overland Avenue, and businesses adjacent to the project. The scope of the
project and its construction impact were discussed and the attendees were
generally in support of the project.
Staff will post project updates and traffic advisory information on the City’s website.
In addition, staff will work closely with the construction management company to set
up a centralized call center to receive and respond to construction complaints. One
week prior to beginning of construction, changeable message signs will be placed at
strategic locations to inform the public of the up-coming construction activities.
Alternate routes will be designated by signage.
The project is scheduled to begin in May 2011 and expected to be substantially
completed in October 2011. All lanes will be open to traffic for the Thanksgiving and
Christmas holiday season.
FISCAL ANALYSIS:
Proposed Project Budget
Funding Source Amount
Metro LA County Proposition C 3,982,000
West LA College Mitigation Funds (35%
required local match)
$2,145,000
Total = $6,127,000
Estimated Project Expenses City of Culver City, California
Agenda Item Report
Construction Contract $4,083,535
20% contingency $816,000
Subtotal $4,899,535
Construction Inspection Services w/
contingency
$289,730
Geotechnical Construction Services $70,000
Project management and
administration (charged to the funding
sources instead of City’s general fund)
$300,000
Total Estimated Project Expenses $5,559,265
The red light cameras at the intersections of Sepulveda Boulevard and Green Valley
Circle and Sepulveda Boulevard and Slauson Avenue, will have to be disconnected
during the course of construction. It is estimated that the loss in revenue to the City
for red light violators is about $125,000.
MOTIONS:
1) Award a construction contract to Sialic Contractors Corporation dba Shawnan, as
the lowest responsive and responsible bidder, in the amount of $4,083,535 for
the Sepulveda Boulevard Widening Project (Green Valley Circle to Playa Street
/Jefferson Boulevard), P-881;
2) Authorize the Public Works Director/City Engineer to approve change orders to
Shawnan’s construction contract for a totaling not-to-exceed amount of
$816,000;
3) Approve a professional services agreement with Willdan Engineering in the
amount of $222,870, to provide construction management and inspection
services for the construction of the Sepulveda Boulevard Widening Project
(Green Valley Circle to Playa Street /Jefferson Boulevard), P-881;
4) Authorize the Public Works Director/City Engineer to approve change orders to
Willdan Engineering’ construction manage contract for a total not-to-exceed
amount of $66,860; 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.