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CC - (1) Award of Construction Contract in the Amount of $315,000.00 to Onyx Paving Company Inc., as the Lowest Responsive and Responsible Bidder for the Construction of the Rancho Higuera Neighborhood Traffic Management Program (NTMP); (2) Authorization to the Public Works Director/City Engineer to Approve Change Orders in a Total Amount Not-to-Exceed $47,250.00 (15%); (3) Authorization of Material Testing from an On-Call Consultant in an Amount Not-to-Exceed $10,000; and (4) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Budget Amendment to Allocate the Unused Remaining Amount from PO-008 to PF-025, Bicycle/Pedestrian Action Plan Implementation.
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Meeting Date: March 22, 2021
Contact Person/Dept: Javier De La Cruz/Public Works Department
Phone Number: (310) 253-5606
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (3/18/2021);
Department Approval: Charles D. Herbertson, PW Director/City Engineer (3/11/2021)
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RECOMMENDATION
Staff recommends the City Council (1) award a contract in the amount of $315,000.00 to Onyx Paving Company, Inc., as the lowest responsive and responsible bidder for the construction of Rancho Higuera Neighborhood Traffic Management Program (NTMP), PO-008; (2) authorize the Public Works Director/City Engineer to approve change orders in a total amount not-to-exceed $47,250.00 (15%); (3) authorize material testing from an on-call consultant in an amount not-to-exceed $10,000; and (4) approve a budget amendment to allocate the unused remaining amount from PO-008 to PF-025, Bicycle and Pedestrian Action Plan Implementation (budget amendment requires four-fifths vote).
BACKGROUND/DISCUSSION
The Neighborhood Traffic Management Program (NTMP) is the City Council’s adopted policy to address traffic concerns in residential neighborhoods. The process contained in the NTMP was followed with the Rancho Higuera residential neighborhood, which is situated in the northeastern part of Culver City, directly to the east of Downtown. The neighborhood is bounded by Washington Boulevard on the west, National Boulevard on the north, Hayden Avenue on the east and Ince Boulevard and Higuera Street on the south.
Findings of the NTMP review along with a traffic calming plan supported by the residents of the Rancho Higuera Neighborhood was considered by the City Council at their regular noticed meeting of November 18, 2019. During this meeting, the City Council approved the design plans for a one-year trial (in conformance with the adopted NTMP policy) and authorized the publication of a notice inviting bids.
The design plan approved by the City Council was developed following an inclusive process, with the participation of Residents’ NTMP Committee, City Staff, and consultants, with extensive consultation at community meetings, and door-to-door surveying of the residents of Rancho Higuera. The NTMP traffic calming measures contained in the design plan approved by the City Council, include area installations of temporary devices such as curb extensions and traffic circles to allow for fine tuning of their final design, as well as permanent measures including high-visibility crosswalks, other signage and striping enhancements, and speed cushions. Streets with NTMP measures include Higuera Street, Lucerne Avenue, National Boulevard, and Ince Boulevard.
As part of The Culver Studios CP7 development, the adopted EIR requires the installation of two new gates (2A and 3) on Ince Boulevard, and designated right-turn lanes into these gates. Because of the requirement imposed by the EIR, the installation of bike lanes on Ince Boulevard (Phase II of the NTMP plan), is not occurring as part of the construction contract being considered under this staff report. However, all pedestrian improvements on Ince Boulevard including three new curb ramps, high-visibility crosswalks, and related signage are contained in the Phase I scope. The Phase II improvements proposed for Ince Boulevard will be evaluated after the EIR-required improvements for The Culver Studios have been in place for at least six months. At that time, staff will determine if the Phase II improvements can be accommodated, and potential effects on traffic turning onto The Culver Studios using the designated right turn lanes.
If the City Council approves the award of this construction contract, after the temporary improvements have been in place for at least one year, staff will return to the City Council to report on the outcome of the temporary improvements and to receive further direction.
Construction Bids:
On November 18, 2019 the City Council approved the design plans, specifications, and authorized staff to publish a notice inviting bids for project construction. The Notice Inviting Bids was published on Culver City PlanetBids on February 11, 2021. It should be noted that the delay in seeking bids was due to limited staff resources and added priority projects in response to the pandemic. Bid opening date was on February 25, 2021. Onyx Paving Company, Inc., was the only contractor that responded to the call for bids.
Upon reviewing Onyx Paving Company, Inc. bid schedule costs, it was determined that bid item #14 had a mathematical error of multiplication. The correction of the mathematical error has revised the total bid cost from $355,000.00 to $315,000.00. Onyx Paving Company, Inc. has acknowledged the mathematical error and has agreed to a revised total bid cost of $315,000.00.
Staff reviewed Onyx Paving Company, Inc. bid documents and determined the bid documents responsive and complete. Its bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. Onyx Paving Company, Inc. has completed similar projects throughout southern California and references were checked.
A typical construction contingency of 15% ($47,250.00) is requested to cover unforeseen conditions during construction. This in addition to $10,000 for material testing.
Public Works Department’s Engineering Division and Mobility & Traffic Engineering Division staff will perform the construction management of the project. The construction material testing service provider will be selected from the City Council’s approved on-call list.
FISCAL ANALYSIS
This project is funded in the City’s FY20/21 CIP budget, under PO-008. However, as part of Condition 24, Active Transportation Improvements, Section (a), contained in Exhibit A to Ordinance 2018-002 and 2018-003, and Resolution 2018-004, approved on January 22, 2018, and related to The Culver Studios, 9336 Washington Boulevard, Comprehensive Plan Amendment 7 (CP7), an earmark fund of $339,862.50 is set aside for this Rancho Higuera NTMP project. The referenced development fund has been received by the City. Therefore, staff recommends funding most of the project construction costs from the earmarked Culver Studios fund, and funding the remainder project costs with the Project’s fund from CIP PO-008, as follows:
After the allocation of $32,387.50, PO-008 would have a balance of $367,612.50. Staff recommends that the remaining funds in PO-008 be allocated to PF-025, Bicycle and Pedestrian Action Plan Implementation.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Award a contract to Onyx Paving Company, Inc., as the lowest responsive and responsible bidder for the Rancho Higuera Neighborhood Traffic Management Program (NTMP) in the amount of $315,000.00; and
2. Authorize the Public Works Director/City Engineer to approve change orders in a total amount not-to-exceed $47,250 (15% of bid); and
3. Authorize materials testing by an on-call consultant in an amount not-to exceed $10,000; 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; and
6. Approve a budget amendment to allocate the unused balance of $367,612.50 from PO-008 Rancho Higuera NTMP to PF-025, Bicycle and Pedestrian Action Plan Implementation (four-fifths vote required).