To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
title
ACCEPT AS COMPLETE THE BICYCLE TRANSPORTATION PLAN IMPLEMENTATION PHASE 1 PROJECT, JOB NO. 40510, FEDERAL AID PROJECT NO. CML-5093(022), AND AUTHORIZE THE CITY ENGINEER TO FILE A NOTICE OF COMPLETION FOR THE PROJECT WITH THE LOS ANGELES COUNTY RECORDER AND RELEASE THE FINAL RETENTION PAYMENT OF $116,322.36 TO TORO ENTERPRISES, INC., UPON EXPIRATION OF THE 35-DAY LIEN PERIOD AFTER SAID RECORDATION AND NO CLAIMS BEING FILED UPON THE PROJECT
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EXECUTIVE SUMMARY
On March 19, 2024, the City Council awarded Toro Enterprises, Inc. (Toro) a public works contract for $2,352,631 for the construction of the Bicycle Transportation Plan Implementation Phase 1 Project (Project). Toro’s work on the Project is now complete. During construction, staff issued three (3) change orders totaling a decrease of $26,183 (-1.1%), bringing the final contract amount to $2,326,447.28. The change orders included the addition of slurry sealing for two street corridors, adjustments to utility lines to avoid conflicts due to current field conditions, and modifications to the project scope to remove markings and signage for certain corridors to comply with recent changes to state law. The total amount of the change order falls within the City Engineer’s authorization limit as established in the City’s Administrative Policies and Procedures (APP 14.1).
The project is ready for City Council acceptance as complete and authorization to release the final retention amount of $116,322.36 to the contractor upon expiration of the 35-day lien period and there being no claims filed.
BACKGROUND
The Bicycle Transportation Plan Implementation Phase 1 Project Job No.40510 was funded through the Los Angeles County Metropolitan Transportation Authority (Metro) 2009 Call for Projects, and supplemented with City discretionary funds. The Metro Board awarded a grant from the Federal Congestion Mitigation Air Quality (CMAQ) funding program. The project consisted of the installation of signs, street markings, and video detection cameras to support new bicycle facilities on various streets throughout the City.
On January 19, 2021, the City Council approved the Project Plans and Specifications and authorized the City Clerk to advertise the project for competitive bidding. The Plans and Specifications were then submitted to Caltrans for E-76 approval and Authorization to Proceed, which was required for the use of federal funding. After a two-and-a-half-year review process, Caltrans issued the E-76 approval on August 31, 2023, allowing the project to be publicly advertised.
On December 14, 2023, the City Clerk’s Office received and publicly opened three bids for the project. However, the apparent low bid exceeded the appropriated funding. The City Council rejected all bids and directed staff to revise the project to allow some items to be optional.
The project was re-advertised with a bid opening scheduled for February 29, 2024. The City Clerk's Office received and publicly opened three bids. The bid from Toro Enterprises, Inc. was determined to be the lowest responsive bid from a responsible bidder, in the amount of $2,352,631.
On March 19, 2024, the City awarded the project contract to Toro in the amount of $2,352,631. Due to federal funding requirements, Caltrans required an additional E-76 approval, which took several months to process. In the interim, construction began on July 8, 2024, for portions of the project that were not federally funded. Following the receipt of the additional E-76 approval, construction for the remaining federal funding scope of work started on October 24, 2024.
During construction, staff issued three change orders, which addressed current field conditions that required paving, excavation, and removal of striping and signing on several corridors. On September 3, 2024, the City Council approved the first change order to slurry seal on segments of Beryl Street and Catalina Avenue, using available funding from the Citywide Slurry Seal Projects budget. On December 3, 2024, the City Council approved a design modification to remove the installation of Class III bike route markings on the affected streets with a posted speed limit of more than 30 miles per hour (mph). This change was made in response to Senate Bill 1216, which prohibited the installation of new bicycle sharrows (shared lane markings) on streets with posted speed limits above 30 mph. As a result, about 3.9 miles of project streets were removed from the project’s striping scope (see attached map for final improvement locations).
The total amount of these change orders reduced the overall project cost, bringing the final contract amount to $2,326,447.28, a 1.1% decrease from the original contract amount of $2,352,631. On June 3, 2025, staff reviewed the project and determined it to be substantially complete.
COORDINATION
The project scope and design were developed by the Engineering Services Division of the Public Works Department, in coordination with the Public Works and Sustainability Commission, bicycle advocacy organizations, and direction from the City Council.
FISCAL IMPACT
The estimated project cost at the time of the CMAQ grant application was $1,558.860. However, per CMAQ program requirements, only 88% of the awarded project's estimated cost of $1,371,797 is eligible for reimbursement. The remaining project costs, including added scope and cost escalations beyond the original estimate, were covered by other restricted funds, as allocated by the City, as shown in the table below.
|
Funding: |
|
Expenditures: |
|
|
Metro Call for Project Grants |
$1,371,797 |
Contract |
$2,352,631 |
|
Local Prop C Funds |
$ 100,064 |
Change Orders |
$ (26,183) |
|
Gas Tax |
$ 350,000 |
|
|
|
Local Measure R |
$ 304,587 |
|
|
|
Storm Drain Funds |
$ 200,000 |
|
|
|
Total |
$2,326,448 |
Total |
$2,326,448 |
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Project Location Map