CC SR 20211221 J - Burma Trail Gate Repairs Construction Award
CITY COUNCIL MEETING DATE: 12/21/2021
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to award a construction contract for the Burma Road
Trailhead gate repairs.
RECOMMENDED COUNCIL ACTION:
(1) Award a construction contract to D2L Construction, Inc., in the not-to-exceed
amount of $28,411, for the repairs of fences and gates at the Burma Road
Trailhead;
(2) Authorize the City Manager or Director of Finance to execute change orders up to
an additional 10% or $2,841 as contingency funds for potential unforeseen
conditions; and
(3) Authorize the Mayor and City Clerk to execute the contracts, in forms approved by
the City Attorney.
FISCAL IMPACT: The recommendations will result in a total authorized expenditure not
to exceed $31,252 (included a 10% contingency of $2,841).
Amount Budgeted: $170,000
Additional Appropriation: N/A
Account Number(s): 101-400-3150-5201 (General Fund – Trails & Open Space/Repair & Maintenance Srvcs.)
ORIGINATED BY: Sean Lopez, EIT, Assistant Engineer
REVIEWED BY: Ramzi Awwad, PE, Public Works Director
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Construction Agreement with D2L Construction, Inc. (page A-1)
(forthcoming as late correspondence)
BACKGROUND AND DISCUSSION:
On July 31, 2018, the City Council received and filed a presentation by Staff detailing the
parking and access conditions at the Palos Verdes Nature Preserve (Nature Preserve).
This included a recommendation to install a gate at the Burma Road Trailhead to address
resident concerns pertaining to, among other things, the on -going after-hour use of the
1
Nature Preserve. On January 15, 2019, the City Council also authorized the installation
of a gate at the Rattlesnake Trailhead to address similar concerns at that location.
The design concepts of these trailhead gates were developed in collaboration with the
neighboring homeowners associations (HOA) to ensure their concerns were addressed.
Subsequently, Staff created a bid package for the installation of fences and gates at these
two trailheads.
The project was advertised on October 1, 2019, with bids due October 29, 2019. Several
interested contractors attended the pre-bid meeting, but ultimately no bids were received.
In accordance with the Public Contract Code 20166, the City was then free to negotiate
with a contractor. Staff worked with several contractors to obtain quotes. Staff received a
responsive quote from Metrocell Construction, Inc. for both trailhead gates as one project
or as separate projects.
The Rattlesnake Trailhead Gate project did not proceed to construction because the City
was not granted needed permission by the Island View HOA to use its property for
installation and maintenance of the fence. Because this permission was not granted, the
City is now exploring viable and cost-effective alternatives to relocate the gate within the
City’s existing easement area on the Rattlesn ake Trail. Installation of this gate is
anticipated in fall 2022.
On September 1, 2020, the City Council awarded a construction contract for the Burma
Road Trailhead Fence and Gate Project (Burma Road Gate) to Metrocell Construction,
Inc., in the not-to-exceed amount of $49,270 with a $4,927 contingency. A financial
summary of the project is presented in the table below:
The project was successfully completed in February 2021 by Metrocell Construction, Inc.,
in accordance with the specifications and within budget for a total construction cost of
$50,348.53. Staff recommended accepting the project as complete and filing a Notice of
Completion with the Los Angeles County Registrar-Recorder’s Office. No claims were
filed within 35 days after recordation. As a result, the City released the 5% retention.
Although there remained a balance of $28,651.47 at the completion of the project, this
balance was returned to the Capital Improvement Program fund at the end of Fiscal Year
2020-21.
8422 - Nature Preserve Gate for Burma Road Trail
Budget Actual Balance Notes
79,000.00 - -
8802 Construction 74,073.00 49,270.00 24,803.00
8802 Contingency 4,927.00 1,078.53 3,848.47
Total Project Costs 79,000.00 50,348.53 28,651.47
Project Total -$ 50,348.53$ 28,651.47$
Description
Revised Project Budget
Project Costs:
2
Subsequent to the project completion, two vehicular crash incidents damaged the Burma
Road Gate on July 4, 2021, and July 17, 2021, respectively. The City obtained the crash
report for the July 17 crash and identified the responsible party. As a result, the City has
commenced the insurance claim process to recover damages.
To repair the damaged Burma Road Trailhead Gate, the City solicited quotes for repairing
the damaged gate and fence, in kind. The original construction contractor was included
in the quote solicitation. The City received a total of three quotes. The lowest quote was
from D2L Construction, Inc. in the amount of $28,411. The City evaluated the lowest quote
and found D2L Construction, Inc. to be a qualified firm.
Staff expects construction to be completed by Spring 2022.
To prevent future damage, Staff is concurrently pursuing design of a bollard system and
will construct that system upon completion of the design, in coordination with the fence
and gate installation.
ALTERNATIVES:
In addition to Staff recommendation, the following alternative actions are available for the
City Council’s consideration:
1. Do not award the contract and direct Staff to re-solicit construction bids.
2. Take other action, as deemed appropriate.
3