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CC - 1) Rejection of Environmental Construction, Inc.'s Bid Proposal as Non-Responsive; 2) Award of Construction Contract in the Amount of $4,832,000 to Pacific Hydrotech Corp as the Lowest Responsive and Responsible Bidder, for the Construction of Bankfield Sewage Pump Station Project PZ-874; and 3) Approval of a Professional Services Agreement in an Amount Not-to-Exceed $249,574 to NV5 for Construction Management and Inspection Services; and 4) Approval of a Professional Services Agreement in an Amount Not-to-Exceed $106,000 to PRP Engineering, Inc. for Office Engineering Construction Support Services
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Meeting Date: July 9, 2018
Contact Person/Dept: Mate Gaspar & Hong Wang Public Works Department
Phone Number: 310.253.5602 & 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 (07/03/18) (E-mail) Pacific Hydrotech - (07/03/18); (E-mail) Environmental Construction, Inc - (07/03/18)
Department Approval: Charles D. Herbertson (06/27/18)
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RECOMMENDATION
Staff recommends the City Council 1) reject Environmental Construction, Inc.'s bid as non-responsive; 2) award a construction contract in the amount of $4,832,000 to Pacific Hydrotech Corp as the lowest responsive and responsible bidder, for the Construction of Bankfield Sewage Pump Station Project PZ-874; 3) approve a professional services agreement in an amount not-to-exceed $249,574 to NV5 for construction management and inspection services; and 4) approve a professional services agreement in an amount not-to-exceed $106,000 to PRP Engineering, Inc. for office engineering construction support services.
BACKGROUND
Sewage pump stations are necessary in order to pump sewage from low lying areas to gravity systems at higher elevations that ultimately flow to the City of Los Angeles Hyperion Sewage Treatment Plant. The City of Culver City owns and maintains seven (7) sewage pump stations:
1. Braddock Station - 11285 Braddock Drive Reconstructed in 2011
2. Fox Hills Station - 5900 Sepulveda Boulevard Constructed in 1976
3. Bristol Station - 6399 Bristol Parkway Constructed in 1968
4. Jasmine Station - 4496 Jasmine Avenue Reconstructed in 1996
5. Hayden Station - 8620 Hayden Place Constructed in 1976
6. Mesmer Station - 5586 Mesmer Avenue Reconstructed in 1993
7. Overland Station -5300 Overland Avenue Constructed in 1972
In 2008, an engineering study was conducted for the feasibility of consolidation of the pump stations and determined that it is possible to divert flows from four sewer pump stations to a new sewage pump station, Bankfield Station, to be located immediately southeast of the 405 and 90 freeways. The consolidation of flows into a single pump station has several benefits, including (1) reducing energy and maintenance costs; (2) reducing the potential of sewer overflows by removing several older pump stations from operation. For this proposed project, only the Mesmer Station and Overland Station will be diverted to the proposed Bankfield Station. The other two stations, Bristol and Fox Hills, will be diverted to the proposed Bankfield Station at a later date when sufficient funding becomes available. Also, the Mesmer Station is proposed to be repurposed to a low flow diversion project. The low flow diversion system will capture dry weather run-off from Centinela Creek into Mesmer Station where the run-off will be pumped into an existing sewer main for conveyance to City of Los Angeles’ Hyperion Treatment Plant for treatment.
In 2012, the City Council approved the purchase of a property at 5718-5722 Bankfield Avenue, immediately southeast of the 405 and 90 freeways, as the location of the new proposed Bankfield pump station. The property, which is larger than needed for the pump station alone, also provides valuable storage space for public works equipment including empty bin storage for the City’s Solid Waste and Recycling operations.
In October 2014, the City Council approved a contract with Psomas for the final design of construction plans for the new Bankfield Sewer Pump Station.
On January 22, 2018, the City Council approved the final plans and specifications and authorized the publication of a notice inviting bids for the project.
DISCUSSION
Construction Contract:
The Notice Inviting Bids was published in the Culver City News, on the City’s website and on trade journals. Two bid addenda were issued. On May 10, 2018, the City Clerk’s staff publicly opened the bids. Three contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNT
1. Environmental Construction, Inc. $ 4,125,433*
2. Pacific Hydrotech Corp. $ 4,832,000
3. LA Engineering Inc. $ 5,024,900
4. GRFCO, Inc. $ 5,350,000
5. Metro Builders & Engineering $ 5,997,573
6. Blois Construction $ 7,003,580
*: Environmental Construction, Inc.'s bid proposal: Staff reviewed the construction experience submittals contained in the bid proposal and determined that Environmental Construction, Inc. does not possess the necessary construction experience as required in bid form Section 5, "Declaration Of Bidder's Qualifications," Subsection 5.6.1, "Construction Experience, that the bidder shall "Furnish a list of at least three (3) similar (scope of work and cost) projects completed in the past five (5) years, two (2) of which must have been built in the State of California." In fact, none of the project experiences provided in its bid proposal were for a sewage pump station. Staff has determined that Environmental Construction, Inc.'s bid proposal is non-responsive to the bidding requirements and therefore is recommending that its bid be rejected. (Subsequent to the bid opening, on May 16, 2018, Environmental Construction, Inc. sent the City a letter to request withdrawing its bid, claiming a clerical error when transferring a bid amount from its worksheet to the bid form. Staff cannot verify if this claim is accurate. However, since the recommendation is to reject the bid as non-responsive, it is unnecessary to make a determination on whether to allow the bid to be withdrawn.)
Staff reviewed the remaining five sets of contractor bid documents and determined Pacific Hydrotech Corp submitted the lowest responsive and responsible total base 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. Pacific Hydrotech Corp is a well-established utility contractor since 1987 and has completed many similar sewer pump station projects throughout the cities and sanitation districts in southern California, and the Braddock Pump Station Rehabilitation project in Culver City in 2011 with satisfactory results.
Construction Management and Inspection Contract:
During the construction bidding period staff released a request for proposal (RFP) for construction management and construction inspection services for the construction of the Bankfield Sewer Pump Station. The RFP was published on City's website and a list of selected firms were notified of the RFP via e-mail.
On May 31, 2018, three proposals were received by the City Clerk's office from the following firms:
1. NV5
2. PRP Engineering Inc.
3. Dudek
Upon review of the proposals received, staff identified desirable services from both NV5 and from PRP Engineering, Inc. The RFP allows the City to award a contract to one or more proposers and to contract with any of the firms responding to this RFP based solely upon its judgment of the qualifications and capabilities of that firm. Upon further negotiations of the scope of work with both engineering firms, staff recommends City Council approve a professional services agreement with NV5 for construction management and construction inspection services in an amount not-to-exceed $249,574, and a professional services agreement with PRP Engineering, Inc. for construction support office engineering services in an amount not-to-exceed $106,000. NV5 has provided construction management and inspection services for similar sewage pump station project for other agencies. PRP Engineering Inc. proposed team includes the Bankfield Pump Station design team and is familiar with the design intent and parameters; and PRP was designer and construction manager of the Braddock Pump Station rehabilitation in 2011, with successful results.
Construction material testing services will be selected from City's on-call geotechnical engineering firms.
The anticipated construction schedule is from September 2018 to September 2019.
FISCAL ANALYSIS
Project Budget Amount
PZ-874 Sewer Enterprise Funds (Fund 204) $5,650,000
Estimated Project Expenses Amount
Construction contract $ 4,832,000
Construction contingency (7.8%) $ 375,000
Construction management and inspection $ 249,574
Construction support office engineering services $ 106,000
Construction engineering contingency
(10%, aggregate amount) $ 35,000
Construction material testing services (estimated) $ 45,000
Total Estimated Project Expense $ 5,597,574
ATTACHMENTS
None
MOTION
That the City Council:
1. Reject Environmental Construction, Inc.'s bid proposal as non-responsive; and
2. Award a construction contract to Pacific Hydrotech Corp. in the amount of $4,832,000 as the lowest responsive and responsible bidder, for the Construction of Bankfield Sewage Pump Station Project PZ-874; and,
3. Authorize the Public Works Directory/City Engineer to approve change orders to Pacific Hydrotech Corp.'s contract in the amount up to $375,000; and,
4. Approve a professional services agreement in an amount not-to-exceed $249,574 to NV5 for construction management and inspection services; and
5. Approve a professional services agreement in an amount not-to-exceed $106,000 to PRP Engineering Inc. for office engineering construction support services; and
6. Authorize the Public Works Directory/City Engineer to approve contract amendments up to an additional aggregate amount not-to-exceed $35,000 for NV5 and PRP combined; and,
7. Authorize the City Attorney to review/prepare the necessary documents; and,
8. Authorize the City Manager to execute such documents on behalf of the City.