City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council reject the bid received for the Eveward Road,
Drakewood Avenue, Whitburn Street, and Flaxton Street Sewer Improvement
Projects, P-839, 840, 841, and 842.
BACKGROUND:
On August 22, 2005, City Council approved the plans and specifications and
authorized the advertising for bids for the Eveward Road, Drakewood Avenue,
Whitburn Street, and Flaxton Street Sewer Improvement Projects (Sewer
Improvement Project), P-839, 840, 841, and 842.
The project was bid in early 2006 in order to avoid construction during the winter
season.
DISCUSSION:
On March 23, 2006, the Deputy City Clerk publicly opened bids. There were a total of
nine bid holders, however, only one contractor responded with the following bid
amount:
CONTRACTOR BID AMOUNT
Clarke Construction, of Lawndale, CA $1,827,810.20
Meeting Date: 5/22/05 Item Number: A-9
AGENDA ITEM: Consideration to Reject the Bid for the Eveward Road, Drakewood
Avenue, Whitburn Street, and Flaxton Street - Sewer Improvement Projects
Contact Person/Dept.: Lee Torres/PW Phone Number: 310.253.5623
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List via email on May 17
th
. All immediately affected residents of project
site (113 total) and Clarke Construction via First Class Postcard on May 11
th
.
Department Approval:
Charles D. Herbertson (05/11/06)
CAO Approval: Martin R. Cole for Jerry B.
Fulwood (05/18/06)
City Controller Approval:City of Culver City, California
City Council Agenda Item Report
Staff reviewed the bidder’s bid documents and found the bid documents to be
responsive and complete. However, only one bid for the Sewer Improvement Project
was received and it was substantially higher than the Engineer’s estimate.
Five of eight bid holders were contacted regarding their reason for not submitting a
bid. All five contractors indicated that they did not submit bids due to their inability to
take on additional workload and in their opinion the project specification’s short
construction schedule requirement. Also, some of the contractors indicated the
escalating construction material cost is not only affecting asphalt and concrete
materials but also aggregate base and any work related to hauling and disposal.
Lastly, significantly higher fuel prices have affected construction bids, as mentioned by
the contractors.
Staff evaluated the Sewer Improvement Project to determine where potential cost
savings can be achieved without compromising construction standards, undermining
the quality of the sewer improvement project, and reduction of the scope of the
project. Two changes are the use of alternative backfill material as approved by the
City’s geotechnical engineering consultant. Another change is to replace sewer
laterals only to the curb and gutter. For the portion of sewer lateral between the curb
and gutter and back of sidewalk/private property line, the contractor will be required to
videotape this sewer lateral portion and City’s Senior Civil Engineer will determine if it
needs to be replaced. Also a potential cost saving measure is increasing the
construction duration from 75 to 100 calendar days, as suggested by the contractors.
Staff will advertise the Sewer Improvement Projects in June 2006 and construction
contract award is anticipated in July 2006.
Public Notification
All Eveward Road, Drakewood Avenue, Whitburn Street, and Flaxton Street residents
directly affected by the project were mailed a postcard on May 11, 2006, also one was
mailed to the contractor Clarke Construction amounting to a total of 114 at a cost of $
27.36. The postcard is attached for your reference.
FISCAL ANALYSIS:
Based on the only bid received, the total available funds in the Sewer
Improvement Project budget are inadequate to award a construction contract.City of Culver City, California
City Council Agenda Item Report
ATTACHMENTS:
Location Map
Postcard Notification
MOTIONS:
That the City Council:
1) Reject the bid received for the Eveward Road, Drakewood Avenue, Whitburn
Street, and Flaxton Street Sewer improvement Projects, P-839, 840, 841, and 842
and
2) Authorize re-advertising the Eveward Road, Drakewood Avenue, Whitburn Street,
and Flaxton Street Sewer improvement Projects, P-839, 840, 841, & 842 .
MEETING DATE 05/22/06
AGENDA ITEM Consideration to Reject the Bid for the Eveward Road
Drakewood Avenue, Whitburn Street, and Flaxton Street - Sewer
Improvement Projects
ATTACHMENTS
Pages |109| Location Map 1|109| Postcard Notification 2 - 3CaiveL CITY
PUBLIC WORKS DEPARTMENT
NOTIFICATION OF IMPORTANT
AGENDA ITEM AT A FUTURE
COUNCIL MEETING
The City Council will consider the follow
ing agenda item at their meeting of
May 22, 2006
Time 7 00 pm
Consideration to
Reject the Bid for the
Eveward Rd, Drakewood Ave,
Whitburn St, and Flaxton St
Sewer Improvement Projects
For more information contact
Lee Torres
Associate Engineer
310 253 5623
Location
Mike Balkman Council Chambers
9770 Culver Boulevard
Culver City CA 90232
City Council/Agency meetings can be
viewed live on Channel 35 by most
Comcast subscribers
Visit the Culver City Website at
www culvercity org or send your ques
Pons or comments to the City at
chief administration@culvercity org
To view the Council meetings on line
please visit http //www culvercity org/
webcast
To add your name to the City s email
list to receive agenda reports and news
of City issues please call (310) 253
6000 or complete an online request at
http //vi ww culvercity org/citygov/
public notification html
CafAtelt CITY
PUBLIC WORKS DEPARTMENT
NOTIFICATION OF IMPORTANT
AGENDA ITEM AT A FUTURE
COUNCIL MEETING
The City Council will consider the follow
ing agenda item at their meeting of
May 22, 2006
Time 7 00 pm
Consideration to
Reject the Bid for the
Eveward Rd, Drakewood Ave,
Whitburn St, and Flaxton St
Sewer Improvement Projects
For more information contact
Lee Torres
Associate Engineer
310-253 5623
Location
Mike Balkman Council Chambers
9770 Culver Boulevard
Culver City CA 90232
City Council/Agency meetings can be
viewed live on Channel 35 by most
Comcast subscribers
Visit the Culver City Website at
www culvercity org or send your ques
Pons or comments to the City at
chief administration@culvercity org
To view the Council meetings on line
please visit http //www culvercity org/
webcast
To add your name to the City s email
list to receive agenda reports and news
of City issues please call (310) 253
6000 or complete an online request at
http //www culvercity org/citygoy/
public notification html
Outwit CITY
PUBLIC WORKS DEPARTMENT
NOTIFICATION OF IMPORTANT
AGENDA ITEM AT A FUTURE
COUNCIL MEETING
The City Council will consider the follow
ing agenda item at their meeting of
May 22, 2006
Time 7 00 pm
Consideration to
Reject the Bid for the
Eveward Rd, Drakewood Ave,
Whitburn St, and Flaxton St
Sewer Improvement Projects
For more information contact
Lee Torres
Associate Engineer
310-253-5623
Location
Mike Balkman Council Chambers
9770 Culver Boulevard
Culver City CA 90232
City Council/Agency meetings can be
viewed live on Channel 35 by most
Comcast subscribers
Visit the Culver City Website at
www culvercity org or send your ques
Pons or comments to the City at
chief administration(culvercity org
To view the Council meetings on line
please visit http //wvvw culvercity ore!
webcast
To add your name to the City s email
list to receive agenda reports and news
of City issues please call (310) 253
6000 or complete an online request at
http //www culvercitv org/citygov/
public notification html
Calvet CITY
PUBLIC WORKS DEPARTMENT
NOTIFICATION OF IMPORTANT
AGENDA ITEM AT A FUTURE
COUNCIL MEETING
The City Council will consider the follow
ing agenda item at their meeting of
May 22, 2006
Time 7 00 pm
Consideration to
Reject the Bid for the
Eveward Rd, Drakewood Ave,
Whitburn St, and Flaxton St
Sewer Improvement Projects
For more information contact
Lee Tones
Associate Engineer
310-253-5623
Location
Mike Balkman Council Chambers
9770 Culver Boulevard
Culver City CA 90232
City Council/Agency meetings can be
viewed live on Channel 35 by most
Comcast subscnbers
Visit the Culver City Website at
www culvercity org or send your ques
Pons or comments to the City at
chief administration(i4culvercity org
To view the Council meetings on line
please visit http //www culvercity org/
webcast
To add your name to the City s email
list to receive agenda reports and news
of City issues please call (310) 253
6000 or complete an online request at
htt_p //www culvercity org/citygov/
public notification htmlPUBLIC WORKS DEPARTMENT
CITY OF CULVER CITY
PO Box 507
9770 CULVER BOULEVARD
CULVER CITY CA 90232 0507
NOTIFICATION OF IMPORTANT CITY COUNCIL AGENDA ITEM
Consideration to Reject the Bid for the
Eveward Rd, Drakewood Ave, Whitburn St, and Flaxton St
Sewer Improvement Projects
PUBLIC WORKS DEPARTMENT
CITY OF CULVER CITY
PO Box 507
9770 CULVER BOULEVARD
CULVER CITY CA 90232 0507
NOTIFICATION OF IMPORTANT CITY COUNCIL AGENDA ITEM
Consideration to Reject the Bid for the
Eveward Rd, Drakewood Ave, Whitburn St, and Flaxton St
Sewer Improvement Projects
PUBLIC WORKS DEPARTMENT
PUBLIC WORKS DEPARTMENT
CITY OF CULVER CITY
CITY OF CULVER CITY
PO Box 507
PO Box 507
9770 CULVER BOULEVARD
9770 CULVER BOULEVARD
CULVER CITY CA 90232 0507
CULVER CITY CA 90232 0507
NOTIFICATION OF IMPORTANT CITY COUNCIL AGENDA ITEM
Consideration to Reject the Bid for the
Eveward Rd, Drakewood Ave, Whitburn St, and Flaxton St
Sewer Improvement Projects
NOTIFICATION OF IMPORTANT CITY COUNCIL AGENDA ITEM
Consideration to Reject the Bid for the
Eveward Rd, Drakewood Ave, Whitburn St, and Flaxton St
Sewer Improvement Projects