Administrative
Report
H.7., File # 24-0725 Meeting Date: 5/21/2024
To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
APPROVE A CHANGE ORDER FOR CONSTRUCTION OF PHASE 2 OF THE INGLEWOOD
AVENUE AT MANHATTAN BEACH BOULEVARD SOUTHBOUND RIGHT-HAND TURN LANE PROJECT, JOB NO. 40960, IN THE AMOUNT OF $365,680, TO BE PAID FROM GRANT FUNDS, AND RESET THE CITY ENGINEER’S AUTHORIZATION LIMIT FOR FUTURE CHANGE ORDERS FOR THE PROJECT TO $125,000
EXECUTIVE SUMMARY
The Inglewood Avenue at Manhattan Beach Boulevard Southbound Right-Hand Turn Lane Project, Job No. 40960 (Project) is located at one of the City’s busiest intersections. The intersection connects Redondo Beach to the City of Lawndale and overlays major Metropolitan Water District and West Basin’s water system vaults that supply the South Bay’s water distribution system.
The County temporarily ceded control of the intersection to the City, but will eventually resume operation of the intersection traffic signals as part of the County maintained Inglewood Corridor on behalf of the City of Redondo Beach and City of Lawndale. Before giving back control, it makes sense to upgrade the traffic signal controller and cabinet to current standards and improve local traffic flow. Approval of the change order will allow for the execution of this work. The cost will be fully covered by Regional Measure R Grant funds.
BACKGROUND
On June 20, 2017, the City Council awarded a design and right-of-way services contract to Onward Engineering. Funding for the Project had been made available by a Metro Measure R Regional Project grant, and included significant funding for property acquisition to accommodate the widening.
However, after the grant funds had been secured, the Planning Commission also approved Resolution 2017-07-PCR-006, a conditional use permit for the 3601 Inglewood Ave property abutting the northwest corner of the intersection, requiring it to dedicate 12 feet of right-of-way for the City’s right turn lane project. In December 2019, a recordation with the Los Angeles County Registrar’s Office was made securing the 12 feet right-of-way necessary for portions of the project.
On November 5, 2019, the City entered into an agreement with Metropolitan Water District (MWD) to design and construct relocated vents and appurtenances that were present at the intersection and conflicted with the proposed right turn lane. MWD completed the utility relocation design and construction in June 2020 for a total cost of $283,319.
H.7., File # 24-0725 Meeting Date: 5/21/2024
The City Council authorized the City Engineer to negotiate with the property owners of 3615 Inglewood Ave to purchase the additional 552 square feet of right-of-way required for the transition to the right turn lane and a temporary construction easement (TCE) for the Project. On January 19, 2021, the City Council approved the Purchase Agreement for the property at a cost of $131,200.
On April 13, 2021, the City Council approved the project plans and specifications and authorized the City Clerk to advertise the project for competitive bids. The project was advertised on April 29, 2021, and 5 bids were received and publicly opened on June 3, 2021. On June 15, 2021, the City Council awarded All American Asphalt (AAA) the construction contract for the project for an amount of $934,948. However, AAA could not start the work without the right-of-way recordation for the aforementioned 552 square feet area and the TCE because they needed to use the private property to access the construction area. Right-of-way document signing and final recordation by the County Registrar’s Office and the Escrow office took almost a year due to the difficulty in obtaining signed documents from multiple out of state owners, and the County Recorder changing the format of the documents requiring recordation. On May 16, 2022, final recordation from the County Registrar’s Office was obtained. A Notice to Proceed was issued to the Contractor on July 18, 2022.
Demolition of the westerly curb of Inglewood was initiated first so that a new Los Angeles County Flood Control District (LACFCD) storm drain lateral and catch basin could be installed. AT&T fiber optic ducts, which were marked but were found to be shallower than reported, caused a conflict with the new LACFCD lateral which triggered a redesign of the lateral and manhole and revisions to the LACFCD permit requirements. This caused significant delay with monetary cost and periods where no significant work could proceed.
Excavation also revealed poor soil conditions that required introduction of a lean mix cement product to replace the unusable soil. Conduit run alignments, installed by a boring process also had to be changed due to discovery of unmarked utility infrastructure. While inconvenient to schedule, this was a project upgrade in the City’s favor. Additional underground conflicts at the locations of the proposed traffic signal poles at the northwest and northeast corners caused significant redesign resulting in construction and material delivery delays for long lead items and periods of no significant field work. Eventually, Phase 1 of the project was substantially completed and placed into service, and is now providing many of the project benefits anticipated by the improvements.
The County is typically responsible for maintaining the traffic signals at Inglewood Avenue and Manhattan Beach Boulevard and jurisdiction was temporarily handed over to the City for the duration of construction. In order for the County to reaccept jurisdiction to maintain the traffic signals at the intersection, they are requiring that the controller unit at the southwest corner be upgraded to the current standard as it is approaching the end of its useful life. With the Contractor remobilizing to install a new controller and cabinet, there is an opportunity to improve the other traffic signal equipment, curb ramp, and sidewalk at the southwest corner. The proposed improvements include new poles at the southwest corner to allow the opportunity to install more visible signal heads and the addition of flashing yellow arrow (FYA) left turn technology for both the northbound and southbound directions. FYA technology is an approved standard that the City’s traffic engineering staff recommends in certain locations. The FYA function can accommodate drivers with additional opportunities and shorter wait times to make a left turn while preserving the ability to operate as a fully protected left turn during higher volume periods. FYA technology at this intersection would be a significant improvement, especially for local users during non-peak hours.
H.7., File # 24-0725 Meeting Date: 5/21/2024
To date, the City Council has authorized, both directly and by policy, the City Engineer to approve three change orders totaling $364,608.76 as part of Phase 1 (see attached). The following change order requests have been negotiated to procure the proposed traffic signal equipment and to perform the construction tasks outlined in Phase 2:
· Procurement of Phase 2 traffic signal equipment- $95,549 · Phase 2 curb ramp and sidewalk improvements- $84,320
· Phase 2 traffic signal improvements- $155,811
The total of Phase 2 change order requests negotiated with the Contractor is $335,680 In addition to the negotiated change order requests above, there is a high probability that some quantity of lean concrete base (a soil strength improvement product) will be required to counteract unsuitable subgrade conditions at the southwest corner based on the conditions encountered in Phase 1. However, an accurate cost cannot be determined until excavation has occurred to confirm the quantity of lean concrete necessary. Based on Phase 1, staff is including an additional amount of $30,000 to be prepared to install the lean concrete base.
Therefore, City staff is recommending approval of $365,680 to account for the Phase 2 change order requests and the future cost to install a lean concrete base. City staff is also requesting to reset the City Engineer’s authority to $125,000 to serve as a contingency to quickly address issues that may be encountered during construction of Phase 2. The projected delivery date for the traffic signal equipment is August 2024. Although the equipment is an integral part of the Phase 2, construction is expected to begin before it is received so that the site is prepared for immediate installation.
Construction for Phase 2 is projected to begin in July 2024 and be completed by September 2024 pending the final delivery date of the proposed traffic signal equipment.
COORDINATION
Progress and expenditures of this Regional Measure R funded project is coordinated with Metro.
Project progress, inspection, and management is coordinated by the Public Works Department. All quarterly expenditures of this project are paid by Metro to the City on a cost reimbursement basis.
FISCAL IMPACT
The project is fully funded by Regional Measure R Highway Grant Funds, paid to the City on a reimbursement basis. The City negotiated a higher than typical grant amount for this type of project, anticipating significant right-of-way acquisition costs, that were not ultimately necessary. As a result, there is sufficient funding available to cover all the proposed change order requests and Phase 2 contingency. The recommended action has no impact on the City’s General Fund.
Funding Expenditures
Regional $5,175,000 Engineering Design - Onward $336,735 Measure R ROW Acquisition $131,200
Grant MWD Utility Relocation $283,319
Construction Inspection - Ardurra $62,400
Construction - AAA $934,948
Paid CO’s - Phase 1 $364,609
Proposed CO’s - Phase 2 $365,680
Contingency Phase 2 $125,000
Project and Construction Mgmt $150,770
Project Balance $2,420,339
H.7., File # 24-0725 Meeting Date: 5/21/2024
Measure R ROW Acquisition $131,200
Grant MWD Utility Relocation $283,319
Construction Inspection - Ardurra $62,400
Construction - AAA $934,948
Paid CO’s - Phase 1 $364,609
Proposed CO’s - Phase 2 $365,680
Contingency Phase 2 $125,000
Project and Construction Mgmt $150,770
Project Balance $2,420,339
Total $5,175,000 Total $5,175,000
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Construction Change Order No. 3, February 29, 2024
· Construction Change Order No. 2, May 4, 2023
· Construction Change Order No. 1, December 14, 2022