AGENDA REPORT
Meeting Date: November 1, 2022
Item Number:
To: Honorable Mayor and City Council
From: Daren Grilley, Assistant Director of Public Works/City Engineer Samer Elayyan, Engineering Services Manager
Subject: AWARD OF A CONTRACT TO THE LOWEST RESPONSIBLE
BIDDER, WILLIAMS PIPELINE CONTRACTORS, INC., FOR THE
CONSTRUCTION OF THE WATER MAIN REPLACEMENT
PROJECT IN COLDWATER CAÑON DRIVE WITHIN THE CITY OF
BEVERLY HILLS, CALIFORNIA, IN THE AMOUNT OF $7,461,230; AND
APPROVAL OF THE PLANS AND SPECIFICATIONS THEREFOR
WITH RESPECT TO DESIGN CRITERIA; AND
APPROVAL OF A PURCHASE ORDER IN THE AMOUNT OF
$8,207,353 (INCLUDING A 10% CONTINGENCY) TO WILLIAMS
PIPELINE CONTRACTORS, INC., FOR THE PROJECT; AND
PURSUANT TO THE PROVISIONS OF THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT (CEQA), THE CITY COUNCIL
WILL ALSO CONSIDER FINDING THE PROJECT EXEMPT FROM
FURTHER REVIEW UNDER CEQA
Attachments: 1. Agreement
2. Categorical Exemption
RECOMMENDATION
Staff recommends City Council move to approve the award of a contract to the lowest responsible bidder, Williams Pipeline Contractors, Inc., for the Water Main Replacement Project in Coldwater Cañon Drive in the amount of $7,461,230; approve the plans and specifications for the project with respect to design criteria; approve a construction contingency of 10% (for a total not to exceed amount of $8,207,353); and approve the issuance of a purchase order to Williams Pipeline Contractors, Inc., in the amount of
BEVERLY
HILLS
.�
E-6
Meeting Date: November 1, 2022
$8,207,353, and pursuant to the provisions of the California Environmental Quality Act (CEQA), City Council will also consider finding the project exempt from further review under CEQA.
INTRODUCTION
The City of Beverly Hills’ water distribution system consists of 170 miles of water mains.
To ensure that the water distribution system remains reliable and resilient and to minimize future maintenance and replacement costs, the City is planning to replace approximately 10,800 feet of water main on Coldwater Cañon Drive. Existing water main on this street is 6-inches to 16-inches in diameter with most sections dating between 60 and 90 years old and has suffered breaks in recent years. The City has recently replaced approximately 14,000 feet of water main on Loma Vista Drive and 2,200 feet of water main on San Ysidro Drive.
DISCUSSION
On September 1, 2022, a Notice to Bidders was published on the City’s web portal on Planet Bids (planetbids.com) and published in the Beverly Hills Weekly and the Beverly Hills Courier. A mandatory pre-bid meeting was also conducted on September 14, 2022.
On October 6, 2022, four (4) bids were received and the bid results were as follows:
Bidder Bid Total
Williams Pipeline Contractors, Inc. $7,461,230
MNR Construction, Inc. $8,844,710
Ferreira Construction Co. Inc. $13,648,870
Toro Enterprises, Inc. $14,073,830
Engineer’s Estimate $5,300,000
Staff tabulated and analyzed all bids and determined that Williams Pipeline Contractors, Inc. was the lowest responsible bidder and very qualified based on similar projects it constructed for other agencies and within the City of Beverly Hills. Staff recommends the contract be awarded to Williams Pipeline Contractors, Inc., for the Water Main Replacement Project in Coldwater Cañon Drive. The lowest responsive bid is approximately 29% above the Engineer’s estimate. This may be attributed to material availability, costs and potential delivery delays. Since water systems are considered critical infrastructure, the bidding environment is not likely to improve if the project were to be re-advertised for bids. Upon the award of the contract, staff will meet with the contractor to initiate the submittal process, including the construction schedule. Construction start date will be determined based on the availability of the pipes and other materials that may be impacted by supply chain issues.
Community Engagement
Staff recognizes the importance of keeping residents informed of the impacts of major construction projects. In addition to the community meeting that was held during the design phase in January 2020, a community meeting was held at Coldwater Canyon Park on September 29, 2022, to discuss the Water Main Replacement Project and receive input Meeting Date: November 1, 2022
on possible traffic and pedestrian safety improvements to be included in the future pavement reconstruction project that will follow the water main replacement. The notice for the meeting was mailed to the residents adjacent to the project site along Coldwater Cañon Drive and the branching streets off Coldwater Cañon Drive. Additional outreach before and throughout construction will include mailers, door hangers, social media postings, newspaper ads and changeable message boards to keep the community informed of work activities as well as to manage regional construction impacts. ENVIRONMENTAL ASSESSMENT The project has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA, Public Resources Code Sections 21000 et seq.), the State CEQA Guidelines (California Code of Regulations, Title 14, Section 15000 et seq.) and the environmental regulations of the City. This project qualifies for a Class 1(d) (15301) categorical exemption for existing facilities including rehabilitation of existing public structures to meet current standards of public health and safety such as the replacement of water mains, valves, fire hydrants and other appurtenances in the public right-of-way. Therefore, it is recommended that City Council find the project exempt from further review under the provisions of CEQA.
FISCAL IMPACT
Funds for the project are available in the Capital Improvement Budget in CIP No. 00387 Water Main and Hydrant Replacement.
Shana Epstein, Director of Public Works
Approved By
Attachment 1
AGREEMENT
THIS AGREEMENT, made and entered into this 1st day of November, 2022, by and between the CITY OF BEVERLY HILLS, a municipal corporation, hereinafter referred to as “City”, and Williams Pipeline Contractors, Inc.
10200 Sepulveda Boulevard #255
Mission Hills, CA 91345
hereinafter referred to as “Contractor”;
W I T N E S S E T H
In this consideration of their covenants the parties hereto agree as follows:
1. Contractor shall furnish all labor, materials and equipment necessary to perform the following work in the City of Beverly Hills, California, strictly in accordance with the Notice to Bidders, Proposal form, Plans and Specifications for suc h improvement, Standard Contractual Requirements and inclusive of Addendums, each of which documents are made a part of this Contract as though fully set forth herein:
WATER MAIN REPLACEMENT PROJECT IN COLDWATER CAÑON DRIVE WITHIN THE CITY OF BEVERLY HILLS,
CALIFORNIA
2. In consideration of such work City agrees to pay Contractor and Contractor agrees to accept the sum of Seven Million Four Hundred Sixty-One Thousand Two Hundred Thirty Dollars and Zero Cents ($7,461,230.00) in the manner provided in subject Plans and Specifications and subject to adjustment provided therein.
3. Concurrently with the execution of this Contract, Contractor shall file with the City the bonds and certificates of insurance specified in said Standard Contractual Requirements.
4. This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
____________________________________________
HUMA AHMED, City Clerk
CITY OF BEVERLY HILLS,
A municipal corporation
____________________________________________
LILI BOSSE, Mayor
APPROVED AS TO CONTENT:
____________________________________________
GEORGE CHAVEZ, City Manager
CONTRACTOR:
____________________________________________
____________________________________________
SHARON L’HEUREUX DRESSEL, Risk Manager
____________________________________________
____________________________________________
SHANA EPSTEIN, Director of Public Works
APPROVED AS TO FORM:
____________________________________________
LAURENCE S. WIENER, City Attorney
FUNDS AVAILABLE:
____________________________________________
JEFFREY MUIR, Director of Administrative Services/Chief Financial Officer
Attachment 2
CITY OF BEVERLY HILLS
Department of Public Works and Transportation
345 North Foothill Road
Beverly Hills, CA 90210-4817
(310) 285-2524
FAX: (310) 278-1838
Notice of Exemption
Name of Project: Water Main Replacement in Coldwater Cañon Drive Location: City of Beverly Hills – Los Angeles County
Type of Business (if commercial): N/A
Project Description: The project scope of work includes the replacement/installation of approximately 10,800 feet of water main on Coldwater Cañon Drive. Existing water main on this street is 6-inches to 16-inches in diameter with most sections dating between 60 and 90 years old and has suffered breaks in recent years.
Agency Approving Project: City of Beverly Hills Phone: 310-285-2524 Address: 455 N Rexford Drive
City: Beverly Hills Zip: 90210
Person or Agency Carrying Out Project (If different):
Agent’s Name: Same - City of Beverly Hills Phone
Agent’s Address
City Zip
The City Council reviewed the project and concluded that it qualifies for exemption under the State CEQA Guidelines and no further environmental assessment is necessary.
Applicable Exemption Class: CEQA Guidelines Section 15301 (d) Comments:
The project is exempt from CEQA because it includes the rehabilitation of existing public structures to meet current standards of public health and safety such as the replacement of water mains, valves, fire hydrants and other appurtenances in the public right-of-way.
Reviewed by: Samer Elayyan Date: 10/12/2022
Samer Elayyan, Engineering Services Manager