Administrative
Report
H.9., File # 24-1657 Meeting Date: 10/15/2024
To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
APPROVE PENDING CHANGE ORDERS TOTALING $371,221, USING AVAILABLE PROJECT FUNDING, 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 (PCH) Project, Job No. 41240 (Project) is currently in construction and nearing completion. Staff is recommending two change orders be added to the Project to address additional work needed to deliver a better finished product than initially provided in the design. These changes would provide new pavement for both directions of the east leg of the intersection. Change Order No. 3 would address potholes adjacent to the Project Area and Change Order No. 4 would provide cold mill and overlay work for the entire project area and deliver a smooth and uniform street finish. The Project, inclusive of the proposed change orders, is funded entirely by Los Angeles County Metropolitan Transportation Authority (Metro) Measure R Funds. No additional funding appropriation is needed to cover the cost of the recommended change orders.
The proposed change order total, of $371,221.20, exceeds the authority granted to the City Engineer in Administrative Policy and Procedure 14.1. Therefore, staff is recommending the City Council approve these change orders and authorize the City Engineer to execute them. Staff is also requesting the Council authorize the retention of the City Engineer’s future change order authority to cover any further contingency demand, associated with unforeseen conditions, or any final design modifications.
BACKGROUND
The Project, funded by Metro Measure R Funds and recommended by SBCCOG, 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 the plans and specifications for the Project and authorized competitive bidding. On February 15, 2024, 3 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
H.9., File # 24-1657 Meeting Date: 10/15/2024
On March 5, 2024, the City Council awarded Hardy & Harper, Inc., (Contractor) the construction contract for the Project in the amount of $213,800. On June 18, 2024, the City Council approved Change Order No. 1 for additional improvements to the median island to replace old colored concrete with pavers matching the median island of the west leg of the intersection (Herondo Street) for an additional amount of $104,597. Change Order No. 2 was for additional work to repair a sinkhole and related items of work within the project area. The amount of $22,724.01 for Change Order No. 2 was within the authority of the City Engineer and was approved on August 21, 2024.
Proposed Change Order No. 3, in the amount of $120,446.20, is for additional work to repair damaged asphalt (potholes) on the east bound lanes in the vicinity of the project area. These areas were not initially considered for repair in the Project’s design. The finished product will be greatly improved by making these additional repairs.
Proposed Change Order No. 4, which was proposed by staff, has also been negotiated with the contractor to cold mill and overlay both the east and west bound lanes of Anita Street between PCH and Maria Avenue. This change order, made possible by the favorable gap between the expected contract cost and available funding, will improve visibility of the new lane lines and provide a smoother driving surface in both directions of the east leg between PCH and Maria Avenue. At this time, the old lane lines have been ground off, but the “scars” are still visible and may confuse some motorists in difficult lighting or weather conditions. Completely removing all scaring by cold milling the lanes and overlaying fresh asphalt provides a new surface for the new striping configuration and will improve striping visibility in all lighting and weather conditions. With the re-negotiated rates, Change Order No. 4 amounts to $250,775. City staff also confirmed with Metro that this additional work would be covered by the Metro Measure R funds that are currently funding the Project.
The approval of Change Order No. 3 and No. 4 will allow for a more complete project on both the eastbound and westbound segments of Anita Street, east of PCH to Maria Avenue, providing a better visual and ride experience for motorists.
The City of Redondo Beach has been awarded $2.4 million in Measure R Highway Program Funds from Metro for the Project. Construction of the project began on June 10, 2024 and should be completed within three weeks following approval of the change orders.
COORDINATION
This item was coordinated by the Public Works Department with Measure R progress and expenditure reporting regularly transmitted to Metro, which provides funding for quarterly expenditures on a cost reimbursement basis.
FISCAL IMPACT
There is no additional funding needed for the change order request, as the total cost of the Project, including the proposed change orders, is well below the $2.4 million of appropriated Measure R Highway Program funding.
Below is a summary of the construction contract cost and associated change orders:
Work Authorized in the Base Contract $213,800.00
Change Order No.1 - Median Hardscape Modifications $104,597.00
H.9., File # 24-1657 Meeting Date: 10/15/2024
Change Order No. 2 - Adjust Manhole and Repair Sinkhole $ 22,724.01 Proposed Change Order No.3 - Additional Over Bid Quantity $120,446.20 Proposed Change Order No. 4 - Cold Mill and Overlay $250,775.00 Revised Contract Amount $712,342.21
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Proposed Change Order No. 3
· Proposed Change Order No. 4