Administrative
Report
H.15., File # 24-1461 Meeting Date: 9/3/2024
To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
APPROVE CONSTRUCTION CHANGE ORDER NO. 1 FOR THE BICYCLE TRANSPORTATION PLAN IMPLEMENTATION PROJECT, JOB NO. 40510, TO SLURRY SEAL SEGMENTS OF BERYL
STREET AND CATALINA AVENUE USING AVAILABLE FUNDING IN THE CITYWIDE SLURRY SEAL PROJECT, JOB NO. 41140, BUDGET WHILE RETAINING THE CITY ENGINEER’S AUTHORIZATION LIMIT FOR FUTURE CHANGE ORDERS OF 10% OF THE ORIGINAL
CONTRACT AMOUNT
EXECUTIVE SUMMARY
On March 19, 2023, the City Council awarded a contract to Toro Enterprises, Inc., for the construction of the Bicycle Transportation Plan Implementation Project, Job No. 40510 (Project). They were found to be the lowest responsible bidder with a base bid in the amount of $2,352,631. Due to limited funding, the project award did not include the additional alternative work of slurry seal on Catalina Avenue and Beryl Street, which totaled $228,265 in the winning bid, but did not have available funding in the Project budget at that time.
However, due to favorable bids, the most recent Citywide Slurry Project is expected to be completed under budget and have available funds that can be used to complete the Catalina Ave. and Beryl Street segments identified above. As such, staff recommends the City Council approve Construction Change Order No. 1 to the Bicycle Transportation Plan Implementation Phase 1 Project for the slurry seal work on Catalina Avenue and Beryl Street in the amount of $228,265 to be funded from the currently available fund balance in the Citywide Slurry Seal Program. This amount exceeds the approval authorization limit of the City Engineer per City Administrative Policy and Procedure (APP)
14.1, therefore staff is recommending the City Council authorize this change order and leave the full balance of the City Engineer’s change order authority per APP 14.1 to approve additional change orders, as needed. If approved, the change order would increase the total contract amount to $2,580,895.35
BACKGROUND
The Redondo Beach Bicycle Transportation Plan Implementation Project includes the installation of signs, street markings, and video cameras for new bicycle facilities on streets throughout the City. It also includes street widening on Knob Hill Avenue between Julia Avenue and Sapphire Street. The City Council approved plans and specifications for the Project on January 19, 2021. After a lengthy period seeking Caltrans authorization to advertise the Project, and an initial rejection of bids, the Project was publicly advertised again with the bid opening occurring on February 29, 2024. The
H.15., File # 24-1461 Meeting Date: 9/3/2024
lowest apparent bid in the amount of $2,352,631 was from Toro Enterprises Inc.
Originally, the bids came in too high for the allotted Project budget. Staff then modified the scope to eliminate the slurry elements from the base bid to allow completion of the most important elements of the Project. The slurry work on Beryl St., between Catalina Ave and PCH, and on Catalina Ave., between Avenue I and Knob Hill, was changed to an optional item for the second round of bidding.
To allow the Project to move forward, this option was not awarded at the time. However, the slurry work along Beryl Street and Catalina Avenue will provide a more complete and usable final product.
After monitoring the Citywide Slurry Program, staff determined that $228,265 is available from the Citywide Slurry Program to fund the additional slurry work, while still leaving a healthy balance for future work as well. Therefore, staff recommends a transfer of funds from the Citywide Slurry Seal Program to the Bicycle Transportation Plan Implementation Phase 1 Project in order to install the slurry seal on portions of Catalina Avenue and Beryl Street, per the approved project design.
COORDINATION
Public Works Department staff coordinated the preparation of this report.
FISCAL IMPACT
Funding in the amount of $228,265 for Change Order No.1 is available in the Citywide Slurry Seal Project, Job No. 41140 for the additive slurry seal bid items in the Bicycle Transportation Plan Implementation Phase 1 Project No. 40510. If approved, the Citywide Slurry Seal Project Budget will have a remaining balance of approximately $800,000.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Change Order No. 1