SR-513-003
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SEP of ? 1989
S/3 -003
GS:SES:DA bat 09/01/89 (1)
Council Meeting: September 12, 1989
Santa Monica, California
TO: Mayor and City council
FROM: City Staff
SUBJECT: Award of Contract for Wilshire Boulevard Landscaping
between Ocean Avenue and Centinela Avenue.
INTRODUCTION
This report requests that the City Council award a contract to
landscape wilshire Boulevard between Ocean Avenue and Centine1a
Avenue to Valley Crest Landscape, Inc., the lowest responsible
bidder, in the amount of $716,854.
BACKGROUND
The wil shire Boulevard Reconstruction proj ect was submitted to
Caltrans for FAU funding as part of the Regional Transportation
Improvement Program (RTIP) in 1981.
The project consisted of
reconstructing and landscaping Wilshire Boulevard from Ocean
Avenue to Centinela Avenue.
Caltrans requested that the
landscaping portion be completed as a separate project in order
to facilitate FAU contracts.
Reconstruction of Wilshire
Boulevard between Ocean Avenue and 21st street was completed in
1983 and between 21st street and centinela Avenue in 1986.
Property owners were assessed upon completion of each phase of
the project for gutter installation.
The landscaping project is being financed by Federal Aid Urban
funds and the General Fund. A tree assessment district was set
up in 1981 for Wilshire Boulevard between Ocean Avenue and the
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SEP 1 ? 1989
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City limits and subsequently reinstituted after citizen input at
two public hearings held on May 10, 1988 and May 24, 1988. The
assessment district will generate revenues of approximately
$64,800 for FY 89-90 which will reimburse the General Fund for a
portion of its share of the project cost.
The proposed project consists of a two and one half mile corridor
on Wilshire Boulevard. The contract calls for the removal of the
landscaping along wilshire Boulevard and the planting of 577
twelve feet tall Mexican Fan Palms (Washington Robusta) and the
installation of 132 precast concrete waste containers and 66
benches. Plans and specifications for this project were prepared
by Campbell and Campbell Landscape Architects.
A Notice Inviting Bids was published on June 15th and 16th of
1989 in the Evening Outlook and in four construction journals.
Bidding documents were forwarded to eight minority/small business
contracting associations, two engineering consulting firms, two
organized labor councils and one public agency. Bidding packages
were requested by six contractors and one individual.
Bids were received, opened and publicly read on August 4, 1989.
Five bids were received as follows:
American Landscape $ 885,186.12
Terra-Cal Construction $ 900,453.00
California Landscape $ 984,981.50
valley Crest Landscape $1,041,529.00
Hacienda Landscaping Co. $1,173,595.00
The bid documents required that the bidders provide unit prices
for sixteen bid items. The City reserved the right to select or
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delete any combination of 3 items (Items No.5, 6, and 7)
entirely from the contract. The bids were reviewed by staff and
thl~ office of Campbell and Campbell Landscape Architects, who
designed the proj ect, and it was decided to delete item No. 6
from the scope of work. Upon deletion of item No.6, the revised
bids were:
Valley Crest Landscape $ 716,854.00
American Landscape $ 717,291.12
Terra-Cal Construction $ 765,903.00
California Landscape $ 883,484.00
Hacienda Landscape $1,066,540.00
Engineer's Estimate $ 675,000.00
Valley Crest Landscape had the lowest bid, however, the list of
WMBEs was not submitted with the bid. Valley Crest was notified
that on the basis of the award it was the lowest responsible
bidder and was requested to provide its WMBE list. Valley Crest
submitted a completed WMBE list within five days of the request.
In accordance with the bid instructions, staff has determined
this is a minor irregularity and does not warrant rejecting
Valley Crest's bid. Caltrans concurred with this recommendation.
References for Valley Crest Landscape, Inc. were contacted and
all were satisfied with the work.
The cost of this project exceeds the budgeted funds by
$195,411.00. An administrative budget transfer from the street
resurfacing project (CIP account 01-770-421-000-965) was required
to make up the difference between the appropriated funds and the
contract cost.
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FINANCIAL IMPACT
Funds required for this project are in the amount of $767,267.
Funds required for this project are as follows:
Contract
$ 716,854
$ 50,413
$ 767,267
Contingencies
Total Funds Required
Appropriation authority is available in elP Accounts No.
43-770-421-000-907 ($518,496) and 01-770-421-000-907 ($248,771),
which includes the administrative budget transfer from elP
account 01-770-421-000-965.
Revenue received from the tree assessment district will be
deposited in Revenue Account 01-500-401-00000-0177-10000.
RECOMMENDATION
It is recommended that the City Council:
1. Award a contract to landscape Wilshire Boulevard
between Ocean Avenue and eentinela Avenue to Valley
Crest Landscape, the lowest responsible bidder, in the
amount of $716,854.00.
2. Authorize the City Engineer to issue any change orders
necessary to complete additional work to the extent of
funds available in accordance with the Administrative
Instruction on Change Orders.
Prepared by: stan Scholl, Oirector of General Services
Desi Alvarez, City Engineer
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