title
CC - (1) Award of Construction Contract to Ortiz Enterprises, Inc., as the Lowest Responsive and Responsible Bidder, in the Amount of $18,903,351 (Base Bid Amount, $18,323,351 with Bid Alternate, $580,000) for the Construction of the Culver Boulevard Realignment and Stormwater Treatment Project; (2) Authorization for the Public Works Director/City Engineer to Approve Change Orders, in an Amount Not-to-Exceed $1,575,000 (8% Contingency); (3) Approval of Professional Services Agreement with Michael Baker International for Construction Management & Inspection Services in an Amount Not-to-Exceed $1,248,951 ($1,135,410 Base Amount and $113,000 (10%) Contingency); and (4) Approval of Amendment to Existing Professional Services Agreement with Tetra Tech in an Additional Amount Not-to-Exceed $129,014 ($117,285 Base Amount and $11,728 (10%) Contingency).
body
Meeting Date: September 23, 2019
Contact Person/Dept: Mate Gaspar and Lee Torres/PW Department
Phone Number: (310) 253-5602 and 6457
Fiscal Impact: Yes [] No [x] General Fund: Yes [] No [x]
Public Hearing: [] Action Item: [] Attachments: [x]
Commission Action Required: Yes [] No [x] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/17/19); Ortiz Enterprises (09/4/19); Reyes Construction (9/4/19); A Teichert & Sons (09/16/19); Environmental Construction, Inc. (9/16/19); Zusser Company (9/16/19); and Residents and property owners south of Washington Boulevard, east of Sepulveda Boulevard, north of Braddock Drive, and west of Elenda Street were notified by postcard on (9/12/19).
Department Approval: Charles D. Herbertson, Director of Public Works/City Engineer (09/12/19)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) approve the award of construction contract to Ortiz Enterprises, Inc., as the lowest responsive and responsible bidder, in the amount of $18,903,351 (base bid amount, $18,323,351 with bid alternate, $580,000) for the Construction of the Culver Boulevard Realignment Project, PZ-460 (the “Realignment Project”) and the Stormwater Treatment Project, PR-002 (the “Stormwater Treatment Project”) (the Realignment Project and the Stormwater Treatment Project are collectively referred to as “Project”); (2) authorize the Public Works Director/City Engineer to approve change orders in an amount not-to-exceed $1,575,700 (8% contingency); if necessary, for construction; (3) approve a professional services agreement with Michael Baker International, Inc. for construction management and inspection services in an amount not-to-exceed $1,248,951 ($1,135,410 base amount and $113,000 (10%) contingency for unexpected costs); and (4) approve an amendment to the existing professional services agreement with Tetra Tech, Inc. for construction support and preparation of grant reports in the an additional amount not-to-exceed $129,014 ($117,285 base amount and $11,728 (10%) contingency for unexpected costs).
BACKGROUND
On January 28, 2019, City Council approved the final plans and specifications and authorized publication of a notice of inviting bids for the Project.
Culver Boulevard Realignment Project Scope of Work
A complete history of the Realignment Project is described in the December 11, 2017 City Council agenda report (Attachment 1). The purpose of the Realignment Project is to separate the eastbound and westbound lanes of Culver Boulevard with an 8-foot-wide raised median and provide a 5-foot-wide buffer with colored pavers between the travel lane and parking lane. Also new traffic signals and dedicated left turn lanes are proposed at the intersections with Harter Avenue and Huron Avenue. In order to accommodate these improvements, the existing 60-foot-wide median is proposed to be reconstructed and moved to the north by approximately 15 feet. As a result, Little Culver Boulevard street width will be reduced and will become 35 feet wide. New stop signs are proposed at the intersections of Little Culver Boulevard with Harter Avenue and Huron Avenue. Also new streetlights are proposed to replace the existing ones.
In addition, the project proposes several curb extensions and high visibility crosswalks at Harter and Huron Avenues to enhance pedestrian safety.
The new reconstructed 60-foot-wide median will have new landscaping and trees. 35% of the existing trees will be preserved. Separate bicycle and pedestrian pathways with bollard lighting will be included in the reconstructed median. The landscape design includes new ‘Plazas’ and ‘Gateway’ as described in detail in the January 28, 2019, City Council agenda report (Attachment 2).
The Realignment Project is expected to be under construction in late 2020 after the installation of the retention basins and filtration systems as described in the following section of this report.
Stormwater Treatment Project Scope of Work
The Stormwater Treatment Project will consist of a retention basin and filtration system to capture and treat stormwater/urban runoff from approximately 297 acres of drainage area. The Stormwater Treatment Project proposes to utilize this opportunity to construct a retention basin and a filtration system underneath the new landscaped median and bikeway between Sepulveda Boulevard and Harter Avenue which is part of the Realignment Project. A portion of the captured run-off is proposed to be stored in an underground retention basin and will be used to supplement the required irrigation for the proposed landscaping along Culver Boulevard. The excess captured run-off will be filtered and discharged back into the Harter Avenue storm drain downstream of the project as treated water.
In addition, the Stormwater Treatment Project was also designed to send captured runoff to Veteran’s Park for irrigation purposes. A dedicated wet well, pump system, and an irrigation supply line that will terminate at the cul de sac of Culver Blvd (North) will be constructed to convey captured runoff to Veterans Memorial Park for future irrigation use. Thereby supporting the City’s water conservation efforts.
The December 11, 2017 and January 28, 2019 City Council agenda reports contain additional detailed background of the history of both the Realignment Project and the Stormwater Treatment Project and are attached to this report for reference (See Attachments 1 and 2).
DISCUSSION
On August 1, 2019, the City Clerk publicly opened the bids for the Project. Five (5) contractors responded with the following bid amounts:
Bid Alternate
A bid alternative work item is included in the construction award in the amount not-to-exceed $580,000 to construct an irrigation supply line and pump system to send future captured runoff to Veterans Memorial Park for irrigation purposes, as part of the Stormwater Treatment Project. Constructing this future irrigation system during the Project will eliminate any future reconstruction within the limits of work.
Staff has thoroughly reviewed the bid documents provided by Ortiz Enterprises, Inc. (Ortiz), and determined that the bid is responsive and complete. Ortiz’s bid bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. Ortiz has completed similar improvement projects and has extensive experience in construction of public agency facilities. They have completed projects for Caltrans, and Cities of Temecula and Ontario and were recommended by Caltrans and City of Temecula.
The Project is scheduled to begin in January 2020 and is expected to be completed by July 2021.
Construction Management/Inspection
Construction management, inspection, and material testing services were procured through a competitive Request for Proposal (RFP) process. Staff received and reviewed nine proposals for construction management and inspection and selected three firms for interviews.
Staff recommends Michael Baker International, Inc. to provide the construction management and inspection for the Project in the amount not-to-exceed $1,248,951 ($1,135,410 base amount and $113,000 (10%) contingency for unexpected costs). Their services include a fulltime on-site construction inspector throughout the duration of the construction project and construction management. They will be responsible to meet and/or address residents and businesses with any concerns related to construction of the Project such as traffic, street parking, accessibility, and noise. They will set up a dedicated 24-hour monitored telephone hotline, logging all calls and emails, and responding to all calls and email in a timely manner.
Their contract will also include a Cultural Resources Monitoring Consultant which is one of the recommended mitigation measures in the City Council adopted and approved Initial Study/Mitigated Negative Declaration.
Geotechnical Construction Engineering
Geotechnical construction engineering and material testing services were procured through an RFP process. An RFP was sent to all City Council-approved On-Call Geotechnical Firms. Staff received a total of three proposals.
Terracon will perform all geotechnical construction engineering and material testing services in the amount not-to-exceed $65,504.00, in accordance with their on-call contract, previously approved by the City Council. Terracon provided the lowest fee proposal and has provided similar services to the City on past capital projects.
Construction Support
Staff is requesting construction support from Tetra Tech to review all material submittals, respond to all request for information received by the contractor, review technical shop drawings, field observation and inspections of all structural systems, and preparation of required documents by the State Proposition 84 Grant (Project Assessment and Evaluation Plan, Monitoring and Reporting Plan, and Quality Assurance Project Plan). Staff recommends the City Council amend Tetra Tech’s existing professional services agreement with the City to include this additional work for the Project in an amount not-to-exceed $129,014 ($117,285 base amount and $11,728 (10%) contingency for unexpected costs).
Project Partner - Beverly Hills
On January 10, 2019, Beverly Hills’ Public Works Staff presented the Project to their Public Works Commission (PWC) for support of the trade concept and the Commission recommended approval to the Beverly Hills City Council. The PWC voted 4-1 in support of the partnership and cost-sharing. Beverly Hills’ Public Works Staff presented the Project to their City Council in February 2019. Beverly Hills is currently reviewing the MOU and anticipate its execution by October 2019. Beverly Hills will contribute $3.5 million to the Project. This will allow them to take credit for a portion of the drainage area of the Project which is located in the City of Los Angeles.
State Water Board Grant
On August 30, 2018, the State Water Board officially approved the grant award in the amount of $3,300,000. On September 24, 2018, the State Board notified the City of the Prop 1 grant award in the amount of $4,478,796.
At the January 28, 2019 City Council meeting, the City Council approved a budget amendment to appropriate Santa Monica Bay Restoration Commission Prop 84 and State of California Prop 1 Grant Funding in the Amount of $3,300,000 and $4,478,796, respectively, for the Project. State Water Board is finalizing the Grant Agreement and anticipate execution in October, 2019.
Construction, Parking, Traffic, and Citizens Advisory Committee
Staff will resume meeting with the Project’s citizens advisory committee to discuss parking and other construction related issues. The Contractor is required to provide pedestrian access across the 60-foot wide median during most of the construction. The Contractor is required to park all their construction equipment and personal vehicles on the 60-foot wide median.
Parking on the southside of little Culver Boulevard from Sepulveda Boulevard to Harter Avenue will not be available during construction of the underground storage chambers impacting approximately 42 parking spaces.
The proposed construction of the Diversion Structure is located on the southbound left- turn lane on the north leg of the Sepulveda Boulevard and Culver Boulevard intersection. This will require the southbound left-turn lane to be closed. The southbound traffic movements will be adjusted to maintain all traffic movements with traffic signal operations adjusted accordingly at this intersection. This work will also affect the northbound travel lanes of the north leg of the intersection and will require adjustments to the lane lines to maintain two northbound travel lanes. The traffic lane lines will be shifted to maintain the two northbound travel lanes which will cause the temporary loss of two to three street parking spaces on the eastside of Sepulveda Boulevard about 250 feet north of the intersection.
During the development of the Traffic Controls Plans, Staff will ensure alternative bicycle routes are safely provided for both directions of travel and that they connect to the existing bicycle path east and west of the Project limits.
Staff will take traffic counts along Braddock Drive and other surrounding streets before and during the construction of the realignment portion of the project. Staff will study the data and if necessary implement measures to minimize traffic impacts to surrounding streets.
FISCAL ANALYSIS
The project expense of $21.9M has a $318K shortfall from the project budget of $21.6M. This shortfall will be met with projected budget savings of from a Stormwater Treatment Project (PR002) that will be funded in FY 2020/2021. This stormwater project (PR002) was listed in the City’s Five-Year Capital Improvement Plan and the construction bid came in lower than projected.
ATTACHMENTS
1. 2019-09-23_ATT_December 11, 2017, City Council Reports
2. 2019-09-23_ATT_January 28, 2019, City Council Report
MOTION
That the City Council:
1. Award a contract to Ortiz Enterprises, Inc., as the lowest responsive and responsible bidder, for the Culver Boulevard Realignment, PZ-460 and Stormwater Treatment Project, PR-002 in the amount of, $18,903,351;
2. Authorize the Public Works Director/City Engineer to approve Change Orders, for an amount not-to-exceed $1,575,000 (8% contingency), if necessary, for construction;
3. Approve a professional services agreement with Michael Baker International for the construction management and inspection for the Culver Boulevard Realignment, PZ-460 and Stormwater Treatment Project, PR-002 in an amount not-to-exceed $1,135,410;
4. Authorize the Public Works Director/City Engineer to approve amendments to the agreement with Michael Baker International, Inc. in an amount not-to-exceed $113,000 (10% of base amount) for unexpected costs;
5. Approve an amendment to the existing professional design services agreement with Tetra Tech for construction engineering support services for the Culver Boulevard Realignment, PZ-460 and Stormwater Treatment Project, PR-002 in an additional amount not-to-exceed $117,285;
6. Authorize the Public Works Director/City Engineer to approve amendments to the agreement with Tetra Tech in an amount not-to-exceed $11,728 (10% of base amount) for unexpected costs;
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.