Hermosa Beach Greenbelt Improvements- Award of Bid

Recommendation:

It is recommended that City Council:

1. Authorize the award of the construction contract for the Hermosa Beach Greenbelt Improvements (CIP 95-508) to Geoscene Landscape of Escondido, California in the amount of $586,502.25.

2. Authorize the Mayor to execute and the City Clerk to attest the construction contract subject to approval by the City Attorney.

3. Direct the City Clerk to reject all other bids and release all bid bonds after award by City Council. Upon completion of work, direct the Director of Public Works to accept the project as complete on behalf of the City Council and release all contract bonds.

4. Authorize the Director of Public Works to make minor changes as necessary within budget.

5. Appropriate an additional $46,705 in Sewer Funds and reduce the UUT Fund appropriation by $18,952.53 to the Hermosa Beach Greenbelt Improvements (CIP 95-508) as presented in the Fiscal Impact.

Background:

Plans and Specifications for the Hermosa Beach Greenbelt Improvements were approved by City Council at their December 9, 1997 meeting. On May 7, 1998, after the end of the El Nino storm season, the staff released the plans and specifications for bid. On Monday, June 8, 1998 the City Clerk received and opened seven bids:

Firm Name Basic Bid Add Alternates

1. Geoscene Landscape, Escondido $525,004.00 $159,879.45

2. Ecology Construction, Canoga Park $549,408.60 $159,251.10

3. Pima Corporation, Santa Monica $559,535.70 $205,272.00

4. Terra Cal Const., Baldwin Park $637,826.40 $118,553.10

5. American Landscape, Canoga Park $685,834.64 $114,671.34

6. Valley Crest, San Fernando $756,933.00 $206,933.55

7. Ryco Const., Gardena $761,620.25 $216,933.55

Analysis:

Staff has reviewed the low bidders documents and has found them to be in order. Calls to references have been supportive of this contractors work methods and ability to carry out construction of this type of project. Geoscene has performed as a prime contractor for a number of large Caltrans landscaping projects, all with favorable results. Staff therefore recommends award of the Hermosa Beach Greenbelt Improvements to Geoscene Landscape.

In response to requests by members of City Council, the landscape architect, Hirsch and Associates, included four alternate bid items to the project:

Alt. Bid Item Description Low Bidders Cost

1. Install 2"x4" redwood header board along the length of the $63,000.00 trail to support and clearly define the trail limits.

2. Construct a new access ramp at the Hermosa Valley School $36,088.25

3. Install additional 4" P.V.C. conduit and pullboxes along the $35,381.20

length of the Greenbelt for future use.

4. Construct splash walls to prevent storm water erosion at $25,410.00

various points along the length of the Greenbelt.

Fiscal Impact:

The funding sources recommended in the proposed FY 98/99 City Budget are:

4% UUT Fund(126) $558,400.00

Sewer Fund(160)(FY 97/98 Miscell. Storm Drain) $ 80,000.00

Total Proposed Funding FY 98/99 $638,400.00

As the total bid cost for storm drain improvements per Geoscenes' bid came in at $126,705, and only $80,000 in Miscellaneous Storm Drain Project Funding was transferred to the Greenbelt Project for this work, the balance may be considered for funding from the Sewer Fund. This additional funding would allow two of the more important alternates be constructed. The access ramp at Hermosa Valley School will provide a safer approach for students. The splash walls would prevent erosion damage from occurring on the newly upgraded Greenbelt. Staff would suggest that all storm drain improvements be funded out of the sewer fund and therefor recommend this as the preferred alternative.

Bid Price: $525,004(Base Bid)+$36,088.25(Alt.2) +$25,410(Alt. 4) = $586,502.25

Project Budget: $666,152.47

Funding Amendment: $126,705 rather than $80,000 from Sewer Fund(160)

$539,447.47 rather than $558,400 from 4% UUT Fund(126)

The proposed FY 98/99 budget for this project would allow any one of the last three alternates to be included. Staff would suggest that the Hermosa Valley School access ramp would be the most important of these improvements.

Bid Price: $525,004 (Base Bid) +$36,088.25 (Alt.2 Bid) =$561,092.25

Project Budget: $638,200.00

Of course any or all of the remaining alternates could be constructed if City Council so desires. Opportunities for the funding of these additional alternatives may be available from the 4% UUT Fund(126) or the Park and Rec Fund(125).

Alternatives:

1. Approve staff's recommendation. Base bid and alternate items 2&4. Funding revisons per Fiscal Impact.

2. Reject staff recommendation. Accept a different combination of bid alternates. Appropriate additional funding as necessary.

3. Reject all bids. Send back to staff for downscope of project.

4. Take no action.

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