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CC - CONSENT ITEM: (1) Award of Construction Contract to Sterndahl Enterprises LLC, as the Lowest Responsive and Responsible Bidder, in the amount of $1,465,075.00 for the Modified MOVE Culver City - Downtown Corridor Pilot Project Western Segment, PS017; (2) Authorization to the Public Works Director to Approve Change Orders to the Contract in an Amount Not-to-Exceed $219,761.25 to Cover Contingency Costs (15%).
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Meeting Date: January 22, 2024
Contact Person/Dept: Diana Chang/Transportation Department
Yanni Demitri/Public Works Department
Phone Number: (310) 253-6566
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/17/2024)
Department Approval: Diana Chang, Chief Transportation Officer (01/09/2024)
Yanni Demitri, Public Works Director (01/10/2024)
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RECOMMENDATION
Staff recommends the City Council (1) award a construction contract to Sterndahl Enterprises LLC, as the lowest responsive and responsible bidder, in the amount of $1,465,075.00 for the Modified MOVE Culver City - Downtown Corridor Pilot Project Western Segment, PS017; (2) authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed $219,761.25 to cover contingency costs (15%).
BACKGROUND
On May 18, 2020, the City Council directed the Transportation Department to capitalize on reduced traffic as a result of the pandemic by transforming space on the street and installing dedicated bus lanes to improve mobility throughout the City. Subsequently, staff conducted preliminary planning work and returned to the Council on July 13, 2020, with a recommendation to implement mobility lanes on three major arterial corridors (Culver Blvd./Washington Blvd., Sepulveda Blvd., and Jefferson Blvd.) to bring positive and impactful changes to mobility throughout the City. The City Council directed staff to implement a bus and bike lane pilot using the quick-build model. Quick-build projects use low-cost, temporary materials that allow cities to test and implement changes to roadway design in advance of making more costly, permanent improvements.
The main goal of the MOVE Culver City Pilot Project (MCC Project, also referred to as the MOVE Culver City - Tactical Mobility Lane Pilot Project) is to improve the infrastructure and services for the alternative modes and to offer the community equitable, convenient, and sustainable mobility options (walking, riding, and taking transit). This goal aligns with the City’s draft General Plan 2045, Short Range Mobility Plan, City Council’s Strategic Plan, and the Transit-Oriented Development Visioning Report in developing an integrated multi- modal transportation system to provide transportation options and access to all residents and visitors and leveraging mass transit and other alternative modes to accommodate the growth of and maintain the long-term vitality of the Culver City community. The MCC Project strives to prioritize efficient, safe, and sustainable modes of travel while minimizing the impact to vehicular traffic.
Project design took place from October 22, 2020, to January 1, 2021. On November 20, 2021, the MCC Project opened to the public following a six-week construction period. After minor adjustments based on public feedback, the Project’s yearlong pilot data collection period began in January 2022.
On April 24, 2023, the City Council received a presentation from staff on the results of the MCC Project. Following the presentation, the Council directed staff to prepare a modified design for the MCC Project for a maximum evaluation period of two years. This modified design will create shared bus and bike lanes throughout the project corridor and reinstate a second general-purpose lane where it is feasible and needed. The Project’s boundary was also extended eastward by 0.6 miles along Washington Blvd. from La Cienega Blvd. to Fairfax Ave. The Council also directed staff to design a protected bike lane on Adams Blvd. between Washington Blvd. and Fairfax Ave. to close the gap between existing bike lanes on Adams Blvd. in the City of Los Angeles and the Project.
During the design process, staff evaluated the roadway conditions on the project corridor and determined that certain segments of the corridor need resurfacing. As such, staff decided to split the design and construction of the Project into two segments:
1. Western Segment (Culver Blvd. between Duquesne Ave. and Canfield Ave. and Washington Blvd. between Culver Blvd. and La Cienega Blvd.) - this segment will include some repaving work, which is the subject of another item on the January 22, 2024 agenda, and will be implemented first.
2. Eastern Segment (Washington Blvd. between La Cienega Blvd. and Fairfax Ave. and Adams Blvd. between Washington Blvd. and Fairfax Ave.) - the timeline of this segment is coordinated with City’s roadway repaving program schedule. Implementation is anticipated to be completed in 2024 after the construction of the Western Segment is completed.
On September 11, 2023, the City Council found that the modified pilot project was categorically exempt from CEQA and ratified the approval of final plans and specifications for the modified pilot project and authorized staff to publish a Notice Inviting Bids for the construction of the Western Segment. Only one bid was received at more than double the engineer’s estimate, and on November 13, 2023, the City Council voted to reject the bid and re-bid the project with some procedural changes to increase the likelihood of receiving a competitive bid.
The changes included splitting the bid package into two separate bids: one for signing, striping, and signal modifications; and a second for repaving work on Washington Blvd. between Ince Ave. and Higuera St. No substantive changes were made to the project design.
DISCUSSION
Both Notices Inviting Bids were published on PlanetBids on December 4, 2023. The scope of work for the first project, MOVE Culver City 2023 Signing & Striping and Traffic Signal Modifications (PS017), includes signing and striping removal and installation as well as traffic signal modifications. Questions on the Notice Inviting Bids were received by December 14, 2023. Responses to all questions were posted to PlanetBids by December 27, 2023.
Three (3) bids were received on the January 5, 2024 deadline. Bid results are as follows:
Staff reviewed the three contractors’ bid documents and determined Sterndahl Enterprises LLC submitted the lowest responsive bid. Staff reviewed the bid proposal and found the bid documents responsive and complete. Its bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. Sterndahl Enterprises LLC is a well-established general contractor and has completed many similar projects in cities throughout Southern California with satisfactory performance.
Construction inspection will be performed by City staff. Construction is scheduled to begin in Winter/Spring 2024 and is expected to be substantially completed in Spring 2024. It is possible that there may be some work performed during evening hours.
PUBLIC NOTIFICATION
Approximately two weeks prior to construction activity, residents in the area will be provided with written information on the project schedule and contact information for questions and/or concerns regarding the project. The City will also use social media to inform residents and nearby businesses of the work and to provide on-going status reports.
In addition, staff plans to provide construction management support using the Public Works’ on-call list for effective timeline monitoring, construction phasing, and stakeholder coordination.
FISCAL ANALYSIS
The contract with Sterndahl Enterprises LLC would be for $1,465,075.00 with a contingency not to exceed $219,761.25 (15%). The Adopted Budget for Fiscal Year 2023-2024 includes sufficient funding for the contract in CIP PS017 (Tactical Mobility Lane).
ATTACHMENTS
None.
MOTION
That the City Council:
1. Award a construction contract to Sterndahl Enterprises LLC, as the lowest responsive and responsible bidder, in the amount of $1,465,075.00 for the Modified MOVE Culver City - Downtown Corridor Pilot Project Western Segment, PS017; and
2. Authorize the Public Works Director to approve change orders to the contract in an amount not-to-exceed $219,761.25 to cover contingency costs (15%); 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.