Administrative
Report
H.8., File # 24-1032 Meeting Date: 6/18/2024
To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
APPROVE CHANGE ORDER NO. 1 FOR A TOTAL OF $104,597 AND RETAIN THE CITY ENGINEER’S AUTHORIZATION LIMIT OF 25% FOR FUTURE CHANGE ORDERS FOR
COMPLETION OF THE ANITA STREET AT PACIFIC COAST HIGHWAY TO MARIA AVE STREET IMPROVEMENTS (WESTBOUND CHANNELIZATION) PROJECT, JOB NO. 41240
EXECUTIVE SUMMARY
The Anita Street at Pacific Coast Highway to Maria Avenue (Westbound Channelization) Project, Job No. 41240 (Project), funded entirely by Metro Measure R Funds and recommended by the South Bay Cities Council of Governments, is designed to improve the level of service at the intersection of Anita Street and PCH by improving the channelization of the west bound approach lanes on Anita Street between PCH and Maria Avenue. On March 5, 2024, the City Council awarded Hardy & Harper, Inc., (Contractor) the construction contract for the Project in the amount of $213,800.
After award, staff saw the opportunity for additional improvements to the median island to replace decades old colored concrete with pavers matching the median island of the west leg of the intersection (Herondo Street). The contractor has submitted Change Order No. 1 for the improvements at an additional cost of $104,597, which will further improve the aesthetics of the intersection. This proposed change order exceeds the authority granted to the City Engineer in Administrative Policy and Procedure 14.1, which sets the limit at 25% of the awarded contract value for projects of this size. Therefore, staff is recommending the City Council approve this change order to allow the pavers to be installed. The request to retain the City Engineer’s future change order authority is based on potential contingency demand due to unforeseen conditions or design modifications to which the construction team needs to react in real time to minimize impacts to the project schedule.
Construction of the project started on June 10, 2024 and will be completed within 45 working days, including work for this change order, if approved.
BACKGROUND
The Project is funded by Metro Measure R Funds, is recommended by South Bay Cities Council of Governments, and is designed to improve the level of service at the intersection of Anita Street and PCH by improving the channelization of the west bound approach lanes on Anita Street between PCH and Maria Avenue.
On November 7, 2023, the City Council approved plans and specifications for the Project and
H.8., File # 24-1032 Meeting Date: 6/18/2024
On November 7, 2023, the City Council approved plans and specifications for the Project and authorized competitive bidding. February 15, 2024, three bids were received and publicly opened.
Hardy & Harper, Inc., with a bid of $213,800, was found to have provided the lowest responsive bid from a responsible bidder. On March 5, 2024, the City Council awarded Hardy & Harper, Inc., (Contractor) the construction contract for the Project in the amount of $213,800.
The City of Redondo Beach has received $2.4 million in Measure R Highway Program Funds from Los Angeles County Metropolitan Transportation Authority (Metro) for this Project, which are appropriated in CIP Job, No 41240. Construction of the project started on June 10, 2024 and will be completed within 45 working days, including this change order. The following is the recommended modification to the contract detailed in Change Order No.1 - Median Hardscape Design Modifications to Match Existing Pattern ($104,597.00):
Work Authorized in the Base Contract ……………………… $213,800 Change Order No. 1 - Median Hardscape Modifications $104,597 Revised Contract Amount ….…………………..…..............… $318,397
COORDINATION
Progress and expenditures of this Regional Measure R funded project is constantly being coordinated with and reported to Metro. Project progress, inspection and management is coordinated within the Public Works Department. All quarterly expenditures of this project are paid by the Metro to the City on a cost reimbursement basis.
FISCAL IMPACT
The City of Redondo Beach has $2.4 million in Measure R Highway Program funding available for this Project. Approval of the recommended change order will have no net impact on the City’s General Fund. The funds for this Project are appropriated to the Capital Improvement Program, Job No. 41240. Grant funds are paid to the City on a cost reimbursement basis. The actual cost of the Project is expected to be well below the current funding commitment.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Construction Change Order 1
· Administrative Report - City Council, March 5, 2024