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CC - CONSENT ITEM: (1) Award of Contract in the Amount of $468,000 to West Valley Investment Group, Inc., as the Lowest Responsive and Responsible Bidder, for the Transfer Station West Push Wall Project, PZ-948; and (2) Authorization to the Public Works Director/City Engineer to Approve Change Orders in an Amount Not-to-Exceed $70,000.
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Meeting Date: January 13, 2025
Contact.: Javier De La Cruz, Public Works Department/EPO Division
Phone Number: (310) 253-5621
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (01/08/2025)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (12/09/2024)
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RECOMMENDATION
Staff recommends the City Council (1) award a contract in the amount of $468,00 to West Valley Investment Group, Inc. as the lowest responsive and responsible bidder, for the Transfer Station West Push Wall Project, PZ-948; and (2) authorize the Public Works Director/City Engineer to approve change orders in an amount not-to-exceed $70,000.
BACKGROUND
The City owns and operates a 500-ton per day solid waste Transfer Station at 9255 Jefferson Boulevard operating six (6) days a week between the hours of 4:00 am to 4:00 pm. Solid waste, recyclable materials, and organics waste collected by City Environmental Programs and Operations Division (EPO) staff is tipped at the transfer station and transferred to tractor/trailer transfer trucks for transit to area landfills, materials recovery facilities, and compost sites. In addition, the City provides roll-off service for the collection of construction and demolition debris. All processing of materials functions are performed at this facility.
The Transfer Station is a two-story reinforced concrete structure. EPO collection trucks dump recyclable, organics waste and solid waste loads on the upper-level tipping floor for sorting, and tractor loaders push the material, through two openings (pits) in the tipping floor, into transfer trucks parked in the tunnel on the lower level. The construction and demolition debris is placed along the south and west side of the tipping floor and stockpiled up against the south and west walls. To haul out construction and demolition debris to the recovery facility a large tractor loader pushes the material against these walls to assist picking up the material. This daily loading activity has caused sections of pre-cast concrete walls to be displaced/damaged.
In 2022, a permanent structural push wall on the south side was constructed to prevent structural damage and to meet the increasing volumes at the Transfer Station facility. The city is proceeding with the construction of a similar push wall on the west wall to prevent further structural damage and to meet the continued increasing volumes.
On February 12, 2024, the City selected J.R. Miller and Associates (JRMA) to develop the design plans and specifications for Transfer Station West Push Wall Project, PZ-948. The design plans and specifications have been reviewed and approved by Culver City Building and Safety Department. On September 9, 2024, the City Council approved the project plans and specifications and authorized staff to publish a Notice Inviting Bids.
DISCUSSION
A Notice Inviting Bids was published on Culver City PlanetBids website (Bid #2530) on September 19, 2024. Two addenda were released on October 22, 2024, and October 31, 2024. The bid’s opening date was on November 7, 2024. Two contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1. West Valley Investment Group, Inc. $ 468,000
2. Metro Builders & Engineers Group $ 594,476
Staff reviewed the bid documents and determined that West Valley Investment Group, Inc. submitted the lowest responsive total base bid. Staff reviewed the bid proposal from West Valley Investment Group, Inc. and found the bid documents responsive and complete. Its bid bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. West Valley Investment Group, Inc. has completed similar projects for the City of Santa Monica and other southern California cities with satisfactory performance.
A proposed construction contingency amount of $70,000 (15%) is requested for unforeseen expenses. Since there are no residents adjacent to the facility and there is a need to maintain the transfer stations’ operation, the proposed construction hours are from 4pm to 12 am. Construction inspection and testing services will be provided by the City’s approved on-call engineering firms. This project is anticipated to begin in March 2025 and is expected to be completed by May 2025.
FISCAL ANALYSIS
The project is funded with Transfer Station Improvements Funds. The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funds to complete the project in Account 202.80000.730100.PZ948 (Transfer Station Improvements) which can be found in the Capital Improvements Summary by Fund and Project section of the budget in Fund 202 (Refuse Disposal Fund) on page 477 of the budget book.
Estimated Project Expenses
Transfer Station West Push Wall Project, PZ-948 $ 468,000
Contingency (15%) $ 70,000
Construction Management and Inspection Services $ 40,000
Total Estimated Expenditure: $ 578,000
ATTACHMENTS
None.
MOTIONS
That the City Council:
1) Award a contract to West Valley Investment Group, Inc., as the lowest responsive and responsible bidder, for the Transfer Station West Push Wall Project, PZ-948, in the amount of $468,000;
2) Authorize the Public Works Director/City Engineer to approve change orders in the amount not-to-exceed $70,000;
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.