City of Culver City, California
Agenda Item Report
Meeting Date: 08/23/2010 Item Number: C-4
CITY COUNCIL AGENDA ITEM: Award of a Contract to FS Construction, as the
Lowest Responsive and Responsible Bidder, for the Construction of the Culver
City Park Field Leveling Project, P-639, and Approve Related Budget Amendment.
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) Meetings and Agendas – City Council (08/18/10); (telephone)
All bidders (8/18/10)
Department Approval:
Charles D. Herbertson(08/12/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/18/10)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (08/18/10)
City Manager Approval:
John M. Nachbar (08/18/10)
RECOMMENDATION:
Staff recommends the City Council award a contract to FS Construction as the
lowest responsive and responsible bidder for construction of the Culver City Park
Field Leveling Project, P-639 and approve a budget amendment to appropriate
$17,922 in Proposition 40 funds to P-639.
A budget amendment requires a 4/5ths vote.
BACKGROUND:
The upper ball fields in Culver City Park were last graded in 1999. Due to continuing
settlement of the former Hetzler Landfill (a solid waste landfill that was in operation from
1930 to 1960) in Culver City Park, the surfaces at several of the playing fields have
become largely uneven. These fields are primarily used by the Culver City Little
League and the American Youth Soccer Organization. These sports organizations
have told the City that it has becoming increasingly challenging to play on the uneven
field surfaces
The subject project includes the grading of the fields to provide an even surface. The
project also includes adjusting the existing irrigation as well as installing new irrigation
lines.
City of Culver City, California
Agenda Item Report
DISCUSSION:
On August 12, 2010, the City Clerk’s Office staff publicly opened the bids. Six
contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNTS
1 FS Construction* $93,767.00
2 Simgel Co. Inc. $98,550.00
3 Tropical Creations $104,751.00
4 Excel Paving Company $150,984.00
5 America West Landscape, Inc. $154,284.70
6 Rafael 26 Construction Inc.** $329,632.00
* FS Construction’s submitted a total base bid of $95,567. After correcting a
mathematical error by using the unit prices, as required by the contract document,
the correct total is $93,767.00.
** Rafael 26 Construction Inc. submitted a total base bid of $68,675. After correcting
a mathematical error by using the unit prices, as required by the contract document,
the corrected total amount is $329,632.00.
Staff reviewed the six sets of contractor bid documents and determined FS
Construction submitted the lowest total base bid. Staff reviewed the bid proposal
from FS Construction and found its bid responsive and complete. Its bid bond,
contractor’s license, and worker’s compensation insurance were reviewed and
determined to meet City requirements. FS Construction has completed several
projects for the City of Culver City with excellent performance.
The construction management and inspection of the project will be conducted by
City staff.
Should the City Council award the contract as recommended, the proposed
construction project will begin in September 2010 and is expected to be substantially
completed by late November 2010, weather permitting.
FISCAL ANALYSIS:
The funding sources are as follows:
Proposed Project Budget
Funding Source Amount
P-639 Proposition A (42300639) $82,003
P-639 Proposition 40 (42300639) $17,922
Total = $99,925 City of Culver City, California
Agenda Item Report
Estimated Project Expenses
CCLL Field Leveling Project, P-639
Construction Contract
$93,767
Contingency $6,158
Total Estimated Project Expenses $99,925
Due to the State’s budget crisis, Prop 40 funds have been frozen for well over one
year. Consequently, the grant funds have not been appropriated. Staff recently
received a Notice to Proceed from the State; therefore, a budget amendment is now
necessary to appropriate the funds.
MOTIONS:
That the City Council:
1) Approve a budget amendment to appropriate $17,922 in Prop 40 revenues and
expenditures to the Culver City Park Field Leveling Project (42300639); and,
2) Award a contract to FS Construction, as the lowest responsive and responsible
bidder, for the Culver City Park Field Leveling Project, P-639, in the amount of
$93,767, based on its base bid; and,
3) Authorize the Public Works Director/City Engineer to approve change orders in
an amount not-to-exceed $6,158, if necessary; and,
4) Authorize the City Attorney to review/prepare the necessary documents; and,
5) Authorize the City Manager to execute such documents on behalf of the City.