TITLE
Recommendation to adopt Plans and Specifications No. R-7050 for the construction of two Low Flow Diversion Systems and two Vortex Separation Systems; award the contract to G. B. Cooke, Inc., of Azusa, CA, in the amount of $2,148,630, and authorize a 10 percent contingency in the amount of $214,863, for a total contract amount not to exceed $2,363,493; authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto; and
Accept Categorical Exemption CE 13-009. (Citywide)
DISCUSSION
On March 12, 2013, the City Council adopted a Resolution authorizing the City Managerto accept up to $4,470,627 in Clean Beaches Initiative (CBI) Grant Program funds from the State Water Resources Control Board (SWRCB) for the design and construction of Best Management Practice (BMP) devices to storm drains discharging directly onto City beaches. On November 11,2014, the City Council approved the award of a contract for the design of structural BMP devices, which include Low Flow Diversion (LFD) systems and Vortex Separation Systems (VSS). These systems will remove trash from the sewer and decrease the fecal indicator bacteria (FIB) pollutant loading to Long Beach beaches. City Council approval is requested to enter into a contract with G.B. Cooke, Inc., for the construction of these BMP devices.
The BMP devices will affect two beach locations currently producing the highest levels of bacteria in the City. The BMP devices will control urban runoff by diverting bacteria and other pollutants to the sewer system for treatment. The BMP devices will be at the following locations (Exhibit A):
1. 9th Place, south of Ocean Boulevard (construct one LFD and one VSS)
2. Bluff Park, south of the Redondo Avenue and east of Ocean Boulevard (construct one LFD and one VSS)
The bid was advertised in the Long Beach Press-Telegram on February 19, 2016, and 3,890 potential bidders specializing in construction were notified of the bid opportunity. Of those bidders, 124 downloaded the bid via the City's electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 22 local, minority and women-owned business groups. Bid documents were also sent to several trade publications and plan rooms catering to these groups within the construction industry. Eleven bids were received on March 23, 2016. Of those eleven bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), five were certified Small Business Enterprises (SBEs), none were Disadvantaged Business Enterprises (DBEs), and none were Long Beach businesses (Locals). G. B. Cooke, Inc., of Azusa, CA (SBE; not MBE, WBE, DBE or Local), was the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download the bid specifications. Through outreach, 349 Long Beach vendors were notified to submit bids, of which 12 downloaded and none submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
In accordance with the California Environmental Quality Act (CEQA), this project was determined to be categorically exempt, pursuant Title 14 California Code of Regulations, Chapter 3, Article 19, Class 3, Section 15303. A Categorical Exemption, CE 13-009 (Exhibit B), related to this projected was completed on February 11, 2013.
This matter was reviewed by Deputy City Attorney Amy R. Webber on April 27, 2016 and by Revenue Management Officer Julissa Jose-Murray on May 19, 2016.
SUSTAINABILITY
Construction of the BMP devices will help to isolate and abate pollutants found in urban water runoff by diverting bacteria and trash into the sewer system for treatment as opposed to depositing these impurities into City beaches. Approval of these BMP systems will not only lead to better water quality and overall cleanliness at City beaches, but will also result in a decreased volume of water that currently reaches City beach outfalls.
TIMING CONSIDERATIONS
City Council action to concurrently Adopt Plans and Specifications No. R-7050 and award a contract is requested on June 14, 2016, to allow the project to commence and complete construction in time to meet grant deadlines.
FISCAL IMPACT
The total cost for this project is estimated at $4,967,362, which includes the construction contract award of $2,363,493, and the cost for design, permitting, engineering support and inspections. Of this amount, $4,470,626 is supported by the Clean Beaches Initiative Grant and is appropriated in the Capital Projects Fund (CP) in the Public Works Department (PW).
The remaining amount will be funded by the City match requirement of $496,736, of which $250,000 is currently budgeted in the Tidelands Operations Fund (TF 401) in the Public Works
Department (PW). The balance of $246,736 will be reallocated from funding currently appropriated in the Capital Projects Fund (CP) for the City's pump station repair and certification.
Upon project completion, staff estimates a total of $50,000 in annual operating and maintenance costs. The City is required to operate and maintain the BMP devices for a minimum of 20 years. Potential ongoing costs include an annual permit fee from the Sanitation District of Los Angeles County and utilities. These costs will be supported by the Tidelands Operations Fund (TF 401). If needed, the Department will request an increase of appropriation for these additional costs. The award of this contract will provide continued support to our local economy by assisting in the preservation of employment for one full-time employee residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER