To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
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ACCEPT AS COMPLETE THE NORTH REDONDO BEACH BIKEWAY IMPROVEMENTS PROJECT, JOB NO. 30640, 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 $36,514.50 TO MARINA LANDSCAPE, 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 May 21, 2019 the City Council awarded a contract to Marina Landscape, Inc. in the amount of $699.564.80 for construction of the North Redondo Beach Bikeway Improvements Project (Project), Job. No. 30640. During construction, staff issued six (6) change orders for a total of $30,725.28, bringing the final contract amount to $730,290.08, a 4.4% increase over the original contract amount. The change orders allowed for providing six months of gopher control services during construction, installation of 4 additional new solar lights, field verification of Chevron’s petroleum pipeline locations, installation of two cistern systems to minimize standing water problems along the existing bikeway during the rainy season, and unexpected costs related to irrigation system connections to the water mains.
Construction is now complete and the Project is ready for City Council acceptance.
BACKGROUND
On February 7, 2017 the City Council approved a renewed 5-year license agreement with Southern California Edison (SCE) for use of the Right of Way (ROW). At that time, the City expressed an interest in enhancing the improvements on two parcels, one just north of and the other just south of Artesia Blvd. The agreement included a mechanism to amend the agreement for these anticipated improvements. According to the agreement, the design of the improvements required the approval of SCE.
Staff worked with District 4 and 5 Council Members Gran and Emdee, respectively, and SCE representatives to develop a conceptual plan for improvements on the Artesia parcels. These included widening of the pathway by installing five-foot strips of decomposed granite (DG) on each side of the concrete path, enhanced landscaping and the addition of solar lighting, car and bike parking and an exercise station. Car parking was included in the design for the parcel on the north side of Artesia based on observed parking demand in the area. This plan was also presented to the Recreation and Parks Commission on May 10, 2017 and received full support.
During discussions with SCE, the City was made aware of several constraints that limited the project design. These constraints included a required offset of 50 feet from any power pole or tower, a limitation on tree height to 15 feet, and the need for all structural improvements to be immediately removable to allow SCE to access and maintain their facilities.
The conceptual plan was refined and presented to the City Council on September 5, 2017. Council approved the plan in concept and on November 21, 2017 awarded an outreach and design contract to Hirsch and Associates (HAI). After further developing the approved conceptual design, HAI presented a revised conceptual design for public input at a community meeting on March 3, 2018. After incorporating public comments, a further refined version of the concept was presented to the Recreation and Parks Commission on April 11, 2018. Final design development began using comments from that meeting. Several meetings were held with SCE to clarify the constraints on the property, which are meant to protect the land’s primary use as an electrical transmission corridor. These constraints ultimately limited some of the improvement ideas that were considered earlier, most notably the infeasibility of adding exercise equipment due to SCE requirements that it be easily removable. SCE received the formal submission of plans on October 1, 2018 and provided comments back in January of 2019. Those comments were incorporated into the plans and specifications.
SCE also required an Amendment to the March 1, 2017 license agreement allowing public parking as an additional use in the right of way. The Amendment to the SCE license agreement was approved by the City Council on May 21, 2019.
On February 19, 2019, the City Council approved the project plans and specifications, and authorized the City Clerk to advertise for competitive bids. The project scope of work included construction of a 25-space permeable concrete paver parking lot, decomposed granite walkways, solar powered LED lights, a bike rack, landscaping, irrigation systems, signage, reconstruction of the existing ADA non-compliant portion of the bikeway/ pedestrian path, and other tasks as required by the plans and specifications.
On April 18, 2019, the City received and publicly opened eight (8) bids for the North Redondo Beach Bikeway Improvements Project, Job No. 30640. After reviewing the bids, Marina Landscape, Inc. was found to be the lowest responsible bidder with a bid in the amount of $699,564.80.
On May 21, 2019, the City Council appropriated an additional $100,000 from the Subdivision Park Trust (Quimby) Fund to the Project, and awarded Marina Landscape, Inc. a public works contract in the amount of $699,564.80 for construction of the North Redondo Beach Bikeway Improvements Project, Job No. 30640.
On July 24, 2019, the City held a pre-construction meeting with the Marina Landscape, Inc. (Contractor) and issued the Notice to Proceed starting the Project on August 5, 2019.
On August 23, 2019, the City issued Change Order No. 1 in the not-to-exceed amount of $24,420 providing for six months of gopher control services for the Project sites (two parcels) and the two SCE parcels adjacent to the Project sites (one to the north, other to the south) during construction, until the Project is formally accepted by the City.
On August 28, 2019, the City issued Change Order No. 2 in the amount of $14,000, providing for the installation of 4 new lights at new locations per plans, and also for excluding the post-installation planting maintenance time from the Project contract time.
On November 13, 2019, the City issued Change Order No. 3, a credit in the amount of $4,693.80 to the City for approval of Belgard’s Aqua Dublin pavers as a substitute product for the specified paver due to the specified product’s lack of availability.
On May 4, 2020, the City issued Change Order No. 4 in the amount of $2,624.85 for field locating Chevron’s petroleum pipeline and relocating the bike rack subbase and related irrigation lateral due to the unforeseen pipeline locations.
On June 9, 2020, the City issued Change Order No. 5 in the amount of $15,934.22 for providing and constructing two cistern systems on the west side of the bikeway, in the north SCE parcel, between Artesia Blvd. and Mathews Ave. to minimize standing water problems along the bikeway during the rainy season.
On August 17, 2020, the City issued Change Order No. 6, a credit in the amount of $21,559.99 to the City reconciling final quantity adjustments for Bid Items No. 8, 9, 13, 15, 17, 18, 19, 20, 22, 23, 27, 28, 36, and 37, additional costs related to required modifications to two backflow preventer assembly connections to CalWater’s meters, and a Contractor’s credit to the City in lieu of correcting Items 6, 10, 18, 24, 28, 30, 31, and 36 of the Punch List dated 6/23/2020.
The six (6) change orders issued total $30,725.28, bringing the final contract amount to $730,290.08, a 4.4% increase over the original contract amount. Construction is now complete and the Project is ready for City Council acceptance.
COORDINATION
This project has been coordinated between the City Attorney Office and the Community Development, Community Services, and Public Works Departments.
FISCAL IMPACT
Capital Project Funds and Subdivision Park Trust (Quimby) Funds were originally appropriated for North Redondo Beach Bikeway ROW improvements in the adopted Fiscal Years 16-17 CIP Budget. Additional Quimby Funds were appropriated when the project was awarded with the understanding that any unused funds from the appropriation would be returned to the Quimby Fund. A summary of project expenses is shown below.
Funding Expenditures
Subdivision Park Fund $ 400,000 HAI design contract $ 64,350.00
City CIP Funds $ 500,000 Marina Landscape, Inc. $ 730,290.08
Project Management $ 55,703.12
Electrical Engineering $ 3,240.00
KOA Inspection Services $ 20,000.00
To Quimby Fund Balance $ 26,416.80
Total $ 900,000 Total $ 900,000.00
APPROVED BY:
Joe Hoefgen, City Manager