Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of June 22, 2021
Title
AWARD OF CONSTRUCTION CONTRACT FOR CIP 186 & CIP 190 STREET IMPROVEMENTS VARIOUS LOCATIONS
(Interim Public Works Director Angela Crespi)
Body
Recommended Action:
Recommendation
Staff recommends City Council:
1. Award the construction contract for CIP 186 and CIP 190 Street Improvements Various Locations to Hardy & Harper, Inc. in the amount of $815,000;
2. Authorize the Interim Director of Public Works to establish a 65 percent project contingency for a total contingency amount of $529,750;
3. Adopt the attached resolution entitled “A Resolution of The City Council of the City of Hermosa Beach Approving the Construction of CIP NO. 186 & CIP NO. 190 Street Improvements Various Locations Pursuant to Government Code Section 830.6 and Establishing A Project Payment Account;”
4. Authorize the Mayor to execute the construction contract and the City Clerk to attest, subject to approval by the City Attorney; and
5. Authorize the Interim Director of Public Works to file a Notice of Completion following final completion of the project.
Body
Executive Summary:
Capital Improvement Project CIP 186 Street Improvements Various Locations and CIP 190 Annual Street Improvements provide for pavement rehabilitation of streets including: milling existing pavement; paving; striping; and adjusting utilities and survey monument covers to the finished grade. The projects also repair or replace deteriorated portions of sidewalk, curb and gutter, ADA curb ramps.
Staff has received construction bids for CIP 186 and CIP 190 Street Improvements Various Locations and recommends City Council approval to award a construction contract to the lowest responsible bidder, Hardy & Harper, Inc.
Background:
The FY 2020-21 Capital Improvement Program includes CIP 186 Street Improvements Various Locations and CIP 190 Annual Street Improvements, which were planned to be combined and bid as one construction project. Combined, the project would rehabilitate 17 streets for a total of 2.2 miles. The scope of work includes, but is not limited to, milling existing pavement, paving, striping, adjusting utilities and survey monument covers to grade, removing and replacing sidewalk, curb and gutter repairs, ADA accessible curb ramps, and installing traffic loops. The design for this project was prepared in house by City staff thereby saving over $300,000 and allowing those funds to be repurposed to complete additional streets. Streets for this project were selected based on low Pavement Condition Index (PCI) rating and following sewer and storm drain repairs completed under the CIP 416 Sewer Improvements at Various Locations Phase 2 project.
On April 8, 2021 and April 15, 2021, the project was advertised in the Easy Reader, via the City’s website, and with bid advertising agencies.
Analysis:
On April 29, 2021, seven bids were received and opened. The apparent low bidder was Hardy & Harper, Inc. with a construction cost estimate of $815,000. The engineer’s cost estimate, prepared by staff, was $1,200,000. The bid results are summarized below:
Staff reviewed the bids received and found the apparent low bidder, Hardy & Harper, Inc., to be a responsible and responsive bidder. Hardy & Harper, Inc.’s contractor’s license is active and in good standing with the Contractor's State License Board, and the reference checks confirmed competency through projects similar in magnitude and character over the last five years.
Due to the savings created by in-house design and competitive bid pricing, staff requests a project contingency of 65 percent. While a typical contingency is around 15 percent and is used to cover unforeseen costs, the additional 50 percent contingency is requested to expand the scope of work to resurface additional streets. Staff will identify streets in the project vicinity and prioritize selection based on low Pavement Condition Index (PCI) rating. The additional streets would be authorized through the Contract Change Order process and would be approved by the Assistant City Engineer and the Public Works Director.
Construction management and inspection services will be handled by the City’s current on-call firms. Construction is anticipated to begin in early August and would take approximately 60 working days to complete.
Notifications of commencement of construction would be sent to directly impacted residents prior to the beginning of construction, alerting them of construction dates, expected type of work, and phone numbers of key personnel involved with the construction of the project through distribution of door hangers. Updates of the project will be posted on the City’s website on a regular basis.
General Plan Consistency:
This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:
Mobility Element
Goal 1. Complete Streets (Living Streets) that serve the diverse functions of mobility, commerce, recreation, and community engagement for all users whether they travel by walking, bicycling, transit, or driving.
Policies:
• 1.1 Consider all modes. Require the planning, design, and construction of all new and existing transportation projects to consider the needs of all modes of travel to create safe, livable, and inviting environments for all users of the system.
Goal 2. A public realm that is safe, comfortable, and convenient for travel via foot, bicycle, public transit, and automobile and creates vibrant, people oriented public spaces that encourage active living.
Policies:
• 2.1 Prioritize public right-of-ways. Prioritize improvements of public right-of-ways that provide heightened levels of safe, comfortable, and attractive public spaces for all non-motorized travelers while balancing the needs of efficient vehicular circulation.
Goal 7. A transportation system that results in zero transportation-related fatalities and which minimizes injuries.
Policies:
• 7.1 Safe public right-of-ways. Encourage that all public right-of-ways are safe for all users at all times of day where users of all ages and ability feel comfortable participating in both motorized and non-motorized travel.
Infrastructure Element
Goal 1. Infrastructure systems are functional, safe, and well maintained.
Policies:
• 1.1 Infrastructure systems plan. Establish and adopt an integrated, holistic systems approach to guide infrastructure development, improvement, maintenance, and resilience.
Fiscal Impact:
The City has sufficient funds appropriated in the Capital Improvement Project (CIP) 186 and 190 to cover construction of the project. Construction costs for the project are shown below.
The requested 65 percent construction contingency is included to allow staff to complete repairs to additional streets with the additional appropriated funds. It will also be used for any unknown or unforeseen conditions associated with the construction of the project.
Attachments:
1. Bid Opening Log
2. Hardy & Harper, Inc., Bid Documents
3. Draft Resolution
4. Hardy & Harper, Inc. Draft Agreement
5. Map of selected streets
6. List of selected streets
Respectfully Submitted by: Romany Basilyous, Associate Engineer
Concur: Lucho Rodriguez, Deputy City Engineer
Concur: Angela Crespi, Interim Public Works Director
Noted for Fiscal Impact: Viki Copeland, Finance Director
Legal Review: Mike Jenkins, City Attorney
Approved: Suja Lowenthal, City Manager