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(1) Approval of Revised Design Plans and Specifications of the La Ballona Safe Routes to School Project, PL-006, Federal Project No. ATPL 5240(034); (2) Award of Construction Contract in the Amount of $2,811,100.60 to Toro Engineering, as the Lowest Responsive and Responsible Bidder, Bid #2021; (3) Authorize the Public Works Director/City Engineer to Approve Change Orders in an Amount Not-to-Exceed $281,110.06; and (4) (FOUR-FIFTHS VOTE REQUIREMENT): Approve a Budget Amendment in the Amount of $674,282.66 from the SB1 Gas Tax Funds to Bridge the Gap in Grant Funding.
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Meeting Date: April 13, 2020
Contact Person/Dept: Gabe Garcia/Public Works
Phone Number: 310-253-5633
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (04/07/2020);
Department Approval: Charles D. Herbertson, PW Director/City Engineer (04/06/2020)
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RECOMMENDATION
Staff recommends the City Council (1) approve revised design plans and specifications of the La Ballona Safe Routes to School Project, PL-006, Federal Project No. ATPL 5240(034); (2) award a construction contract in the amount of $2,811,100.60 to Toro Engineering, as the lowest responsive and responsible bidder, Bid #2021; (3) authorize the Public Works Director/City Engineer to approve change orders in an amount not-to-exceed $281,110.06; and (4) approve a budget amendment in the amount of $674,282.66 from the SB1 gas tax funds to bridge the gap in grant funding (requires a four-fifths vote).
BACKGROUND/DISCUSSION
In May 2015, the City submitted a grant application under the California Active Transportation Program (ATP) Cycle 2 - Safe Routes to School (SRTS) category, for pedestrian and bicycle safety improvements focused in the vicinity of the La Ballona Elementary School. In October of 2015, the City was awarded the ATP grant fund in the amount of $2,772,000 for this project.
The project includes improvements along Matteson Avenue, Bentley Avenue, Tilden Avenue, Huron Avenue, Prospect Avenue, College Avenue, Girard Avenue, Elenda Street, Culver Boulevard, Washington Boulevard, Washington Place, and Venice Boulevard.
Example improvements at these locations include:
• Corner curb extensions with directional curb ramps at various locations;
• High-visibility crosswalks and advance stop bars;
• Two High-Intensity Activated CrossWalK Beacons (HAWK) for safer pedestrian crossing including median refuge islands at intersections on Washington Place and Washington Boulevard;
• Approximately 100 new street trees at identified locations, consistent with the City’s Urban Forestry Master Plan;
• A new all-way STOP Control at the intersection of Elenda Street/Marietta Avenue;
• A two-way separated bikeway on Elenda Street, from Culver Boulevard to Washington Boulevard, and pedestrian level lighting;
• Connection to the Culver Boulevard Bike Path from Elenda Street;
• Signal modifications and redesign of corners and curb lines at the intersections of Culver Boulevard/Elenda Street and Elenda Street/Washington Boulevard; and
• Narrower travel lanes.
Revisions to Plans and Specifications
Subsequent to the City Council’s approval of the design plans and specifications on February 3, 2020, staff made minor revisions for adjustment and clarification purposes. Staff recommends that the City Council approve the plans and specifications once again to encompass these revisions. For a review of the revised design plans and specifications, please refer to the following link: www.culvercity.org/saferoutes <http://www.culvercity.org/saferoutes>
Bid Proposals
On February 3, 2020, the City Council approved the project plans and authorized the solicitation of construction bids. Subsequently, on March 5, 2020, a Notice Inviting Bids was published on the City’s website and in trade journals. Three bid addenda were issued, and similarly, published in the City’s website and communicated to registered plan holders.
On April 2, 2020, bids were due to the Office of the City Clerk at or before 3:00 PM. Because of the recommendations by public health officials to postpone or cancel certain gatherings due to safety concerns over COVID-19, bids were accepted only by mail via any of the common services, such as USPS, UPS, Fedex, and others.
Similarly, due to the safety concerns, the method of bid opening was adjusted to comply with health authorities’ recommendations. The Purchasing Division staff opened the bids. No bidders or other members of the public were physically present. However, the bid opening occurred during a live Webex meeting to which all registered plan holders were provided access. It was also possible to attend the bid opening via MS Lync, MS Skype for Business, or other applications. Instructions were provided on the bid webpage so that all interested could join the bid opening. Bid results were posted on the City’s BID/RFP webpage on Monday, April 6, 2020. All bidders were provided preliminary bid results.
Three contractors responded with the following bid amounts:
TOTAL BASE
CONTRACTOR BID AMOUNT
1. Excel Paving $3,038,780.00
2. L.A. Engineering, Inc $3,175,886.00
3. Toro Engineering $2,811,100.60
Staff reviewed the contractor bid documents and determined Toro Engineering submitted the lowest responsive 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. Staff also sought input from references. Toro Engineering is a well-established contractor and has completed many similar projects in cities throughout southern California with satisfactory performance.
Staff recommends that the City Council award a construction contract to Toro Engineering based on the base bid price of $2,811,100.60 as the award amount.
Construction:
The project has some new traffic signal poles being installed at the intersection of Culver Boulevard/Elenda Street. There’s an industrywide lead time of approximately seven months to manufacture traffic signal poles. Because of this lead time, and to account for this manufacturer’s delay, the contractor would be granted additional working days to complete the project. Therefore, the projected completion date for the project is anticipated to be in early 2021.
It should also be noted that a separate Request For Proposals was published to seek Construction Management and Inspection Services for this project with a similar due date of April 2, 2020. The review process of the received proposals is different relative to the construction bids and the staff panel will make a determination within the next couple of weeks. Four firms namely KOA, SafeworkCM, TRANSTECH, and dSantana Arquitectura, submitted proposals for the construction management and inspection services. Staff has scheduled this follow-up item for City Council consideration on May 11, 2020.
FISCAL ANALYSIS
After accounting for costs of the project design, the remaining grant funds available for project construction amounts to a total of $2,417,928.00.
Available grant funds:
PL-006: Fund #420* (Capital Improvement fund): $ 99,625.00
PL-006: Fund #423 (Capital Improvement Fund): $2,318,303.00
Total Available Grant Fund: $2,417,928.00
*Note: Fund #420 was originally funded by the General Fund; however, that funding will be replaced with Gas Tax funding.
Anticipated project costs:
1) Toro Engineering construction costs plus 10% contingency result in a total construction costs of $3,092,210.66.
Toro Engineering Construction Costs: $2,811,100.60
Construction Contingency (10%): $281,110.06
Total Construction Costs: $3,092,210.66
2) Costs associated with construction management, inspection, materials testing, and monument restoration are currently under staff review and will be brought for City Council consideration on May 11, 2020.
Shortfall Funding Recommendation:
The total anticipated construction costs of $3,092,210.66 relative to the available grant fund of $2,417,928.00 results in a funding shortfall of $674,282.66.
Staff recommends funding the aforementioned funding shortfall of $674,282.66 using SB1 gas tax funds. The annual amount of SB-1 gas tax funds, that the City anticipates to receive, amounts to $758,741.00, which is sufficient to bridge the gap in funding for construction of the project.
ATTACHMENT
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MOTION
That the City Council:
1. Approve revised design plans and specifications of the La Ballona Safe Routes to School Project, PL-006, Federal Project No. ATPL 5240(034), and
2. Award a construction contract in the amount of $2,811,100.60 to Toro Engineering as the lowest responsive and responsible bidder, bid #2021; and,
3. Authorize the Public Works Directory/City Engineer to approve change orders in an amount not-to-exceed $281,110.06; and,
4. Authorize a budget amendment in the amount of $674,282.66 to bridge the funding gap in project construction using SB-1 gas tax funds (requires a four-fifths vote); and,
5. Authorize the City Attorney to review/prepare the necessary documents; and,
6. Authorize the City Manager to execute such documents on behalf of the City.