To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
title
ADOPT BY TITLE ONLY RESOLUTION NO. CC-2403-019, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA, AWARDING A CONTRACT TO TORO ENTERPRISES, INC., A CALIFORNIA CORPORATION, IN THE AMOUNT OF $2,352,631 FOR THE CONSTRUCTION OF THE BICYCLE TRANSPORTATION PLAN IMPLEMENTATION PHASE 1 PROJECT, JOB NO. 40510
APPROVE A NO COST TEMPORARY CONSTRUCTION AND ACCESS AGREEMENT WITH THE CHURCH OF JESUS CHRIST AND LATTER-DAY SAINTS FOR THE BICYCLE TRANSPORTATION PLAN IMPLEMENTATION PHASE 1 PROJECT, JOB NO. 40510
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EXECUTIVE SUMMARY
On January 19, 2021, the City Council approved plans and specifications for the Bicycle Transportation Plan Implementation Project, Job No. 40510 (Project). They were sent to Caltrans for Authorization to Proceed (Caltrans E-76). After a lengthy review period by Caltrans, E-76 approval of the project for advertising was received on August 31, 2023. On December 14, 2023, 3 bids were received and publicly opened. The apparent low bid for the Project contained errors that led to a withdrawal, and the second apparent low bid exceeded the appropriated funding. The Council rejected all bids and authorized re-advertising with modifications to scope to address potential budget overrun.
The project scope was adjusted and the project was readvertised with a bid opening scheduled for February 29, 2024. The City Clerk's office received and publicly opened 3 bids for the Project. Toro Enterprises, Inc. was found to be the lowest responsible bidder, with a bid in the amount of $2,352,631. The attached Resolution if approved would award the Project contract to Toro Enterprises, Inc. for the stated bid amount.
The project requires street widening within a section of the Knob Hill Avenue right of way. The property adjacent to this stretch of the right of way is owned by the Church of Jesus Christ and Latter-Day Saints. The City Attorney’s Office and the Public Works Department prepared a project specific Temporary Construction and Access Agreement to allow contractor access to private property along the Knob Hill Avenue portion of the project. The updated Agreement is based on a template previously approved by the City Council on December 5, 2017, with minor modifications included at the request of the church.
BACKGROUND
On September 24, 2009, the Los Angeles County Metropolitan Transportation Authority (Metro) Board approved the Metro 2009 Call for Projects, allocating $1,558,860 in Federal Congestion Mitigation Air Quality (CMAQ) Funds to the Redondo Beach Bicycle Transportation Plan Implementation Project due to start in Fiscal Year (FY) 2010-11. However, CMAQ charges a 12% administrative fee and the available CMAQ funds are therefore reduced to $1,371,797. The City programmed $388,634 in City Proposition C Local Return Funds as the local match, for a total project budget at the time of $1,760,431. To receive the funds, the City approved a funding Agreement with Metro on May 21, 2013. Due to a shortfall in regional Metro funds, Metro required the City to apply for State Active Transportation Grant funding prior to releasing any previously approved funds to the City. That effort was unsuccessful and delayed the project for over two years until Metro released the original CMAQ Funds. Metro amended the original funding Agreement several times to extend the completion date.
The Redondo Beach Bicycle Transportation Plan Implementation Project, Call for Projects No. F3502, includes the installation of signs, street markings, and video detection cameras for new bicycle facilities on streets throughout the City. The City Council approved plans and specifications for the project on January 19, 2021. They were sent to Caltrans for E-76 approval and the Authorization to Proceed. Two and a half years later, Caltrans provided E-76 approval on August 31, 2023, and the project was publicly advertised with a bid opening scheduled for December 14, 2023. Three bids were received for the Project. The apparent low bid for the Project contained clerical errors and was allowed to be withdrawn per the Public Contract Code, and the second apparent low bid exceeded the appropriated funding. All bids were rejected by the City Council and the project scope was adjusted.
The project was publicly advertised again with a bid opening scheduled for February 29, 2024. On February 29, 2024, the City Clerk's Office received and publicly opened 3 bids for the Project. The lowest apparent bid was from Toro Enterprises Inc., with a bid in the amount of $2,352,631, and is recommended for contract award.
The Project will implement six designated bike facility projects from the City’s CIP list of projects using durable thermoplastic pavement markings and add green paint to further help cyclists and motorists appropriately use the roadway. The list of roadway segments being addressed, (see attached), represents the addition of bike facilities to roughly eleven centerline miles of roadway. Due to the limited budget for the project, the scope was modified from the last solicitation. However, this was done without sacrificing completion of the original most critical bike facility elements. Specifically, the scope was modified to identify slurry work on Beryl St., between Catalina Ave and PCH, and on Catalina Ave., between Avenue I and Knob Hill, as optional items. This work was not part of the original bicycle transportation plan project scope and was included in the project as a potential economy of scale. To allow the project to move forward, these work options cannot be awarded at this time. However, staff recognizes the importance of the slurry work along Beryl Street and Catalina Avenue and will be monitoring the use of Project contingency funds closely with the hopes of preserving them to install as much slurry seal along Beryl and Catalina as can be afforded. Also, if supplemental funds become available at a later date, a change order can be considered to complete the work.
Staff does not anticipate a large number of construction-related issues on the striping and street improvement work, but may encounter unknown field conditions on the Knob Hill Avenue widening and storm drain improvement. The Knob Hill widening will be scheduled for construction first, and if there is enough contingency money left over, an evaluation will be made to determine if the slurry improvements can be afforded.
The project includes the installation of a Class II bike lane along Knob Hill Avenue between Esplanade and Julia Avenue. The segment between Sapphire Ave and Julia Ave requires street widening on the north side of Knob Hill Avenue. A portion of this segment is adjacent to the property owned by the Church of Jesus Christ of Latter-Day Saints, which sits on the northside of the Avenue. It will be necessary for City staff, or their contracted agents (i.e. contractors), to access and do ancillary work on the church’s private property. This work may include items such as matching the new driveways to the existing paving.
Staff from the Engineering Services Division and the City Attorney’s Office prepared a project specific Temporary Construction and Access Agreement for a 5-foot wide construction access area along the south property line of the church-owned parcel. There are no additional costs associated with the Agreement, and it will ensure that construction can be completed in an orderly fashion.
Staff has prepared an award Resolution and the project specific Temporary Construction and Access Agreement, which are attached, for consideration of approval by the City Council. The Resolution of award assigns the project to Toro Enterprises, Inc., and allows for the execution of all related contract documents. If approved by the City Council, Project construction is expected to begin in May 2024 and be completed within ninety working days.
COORDINATION
Public Works Department staff coordinated the Agreement with the City Attorney’s Office.
FISCAL IMPACT
|
Funding: |
|
Estimated Expenditures: |
|
|
Metro Call for Project Grants |
$ 1,371,797 |
Construction |
$ 2,352,631 |
|
Local Prop C Funds |
$ 388,634 |
Contingency |
$ 121,595 |
|
Gas Tax |
$ 350,000 |
|
|
|
Local Measure R |
$ 163,795 |
|
|
|
Storm Drain Funds |
$ 200,000 |
|
|
|
Total |
$ 2,474,226 |
Total |
$ 2,474,226 |
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Reso - No. CC-2403-019 Resolution of Award to Toro Enterprises, Inc.
• Preliminary Bid Results - Bicycle Transportation Plan Implementation Project, Job No. 40510
• Agmt - Temporary Construction and Access Agreement
• Agmt - Council-Approved Temporary Construction and Access Agreement, December 5, 2027
• List of Bike Facility Improvements/Streets Included in the Project