TITLE
Recommendation to adopt Plans and Specifications No. R-6925 for the Construction of Improvements to the Runway 12-30 Runway Safety Area at the Southeast End at the Long Beach Airport; award the contract to Sully-Miller Contracting Company, of Brea, California (not an MBE, WBE, DBE, SBE or Local), in the amount of $2,693,460, plus a 15 percent contingency in the amount of $404,019, for a total contract amount not to exceed $3,097,479; authorize City Manager or designee to execute all documents necessary to enter into the contract, including any necessary amendments thereto; and increase appropriations in the Airport Fund (EF 320) in the Airport Department (AP) by $2,832,943; and
Authorize City Manager to execute a Highway Maintenance Agreement with the State of California, acting through its Department of Transportation, transferring maintenance obligations of certain state highway right-of-way to the City in connection with the Construction of Improvements to Runway 12-30 RSA. (District 5)
DISCUSSION
The Runway Safety Area (RSA) is the surface surrounding the runway prepared or suitable for reducing the risk of damage to airplanes in the event of an overshoot, undershoot, or excursion from the runway. During heavy rains, the southeast end of Runway 12-30 is prone to flooding. The work consists of grading the infield areas to improve the drainage on this portion of the airfield, which flooded in January 2010. The project will also include the reconstruction of approximately 3,000 linear feet of perimeter road in this area of the Airport. Associated work includes pavement markings, permanent erosion control features, reseeding and fencing. The project will improve the RSA for Runway 12-30. Upon completion of the project, a small portion of state highway right-of-way (adjacent to southbound Lakewood Boulevard) will be on the Airport side of the security fence. As a result, access to that portion of right-of-way will be restricted. The City shall assume maintenance obligations for the portion of the right-of-way that is behind the security fencing, pursuant to a Highway Maintenance Agreement. The area involved is approximately 100 square feet, which is minimal and will not add a significant financial obligation to the City.
On February 7, 2012, the City Council authorized-the City Manager to apply for Federal Aviation Administration (FAA) Airport Improvement Grant funding for this project and FAA
Grant No. 03-06-0127-039-2012 was accepted on August 20,2012. The award amount for this project is $2,832,943. At the time of application, the total project cost was estimated at $3,500,000, but after bids, is currently at $3,869,749, with an obligation of Airport funds of $314,771. The remaining project costs not covered by the AlP award are $1,036,806, including the Airport match. These costs will be requested on Passenger Facility Charge (PFC) Application 14-07-C-00-LGB. In the interim, Airport capital funds will be used until the PFC funds are approved. An appropriation increase will be requested for the PFCs after their use is approved.
This bid was advertised in the Press-Telegram on July 26, 2013, and 2,277 potential bidders specializing in construction services were notified. Of those bidders, 53 sets of bid documents were purchased or downloaded via our 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, and by being purchased through the Department of Public Works located on the tenth floor of City Hall. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women's business groups. Bid documents were also sent to several trade publications and plan rooms catering to these groups within the construction industry. Five bids were received on August 28, 2013. Of those bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), none were Disadvantaged Business Enterprises (DBEs), none were certified Small Business Enterprises (SBEs), and two were Long Beach businesses (Local). Sully-Miller Contracting Company, of Brea, California, 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 assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 225 Long Beach vendors were notified to submit bids, of which four downloaded and two 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, Categorical Exemption No. CE-21-12 has been issued for this project. The project received a Categorical Exclusion pursuant to FAA Order 1050.1 E, and in accordance with the National Environmental Protection Act, on December 23,2011.
This matter was reviewed by Deputy City Attorney Linda Vu on October 14, 2013 and by Budget Management Officer Victoria Bell on October 21, 2013.
SUSTAINABILITY
The perimeter road will be paved with asphalt containing up to 15 percent recycled material. In addition, all of the old asphalt material to be removed under this contract will be recycled into new asphalt or utilized as base material on other projects. Road base material used on the project will come from recycled concrete, rock, sand, and asphalt, all concrete work will include recycled waste ash, diverting these materials from our landfills.
TIMING CONSIDERATIONS
City Council action on this matter is requested November 5, 2013, in order to expedite commencement of this work. Construction is anticipated to begin in December 2013 and should take approximately six months to complete.
FISCAL IMPACT
The total contract award is not to exceed $3,097,479, which includes a recommended 15 percent contingency amount of $404,019, due to the poor condition of the existing subgrade and potential for unforeseen circumstances. The FAA Grant funds awarded of $2,832,943 for this project are currently unbudgeted; therefore, an appropriation increase is needed in the Airport Fund (EF 320) for the grant amount. Sufficient Airport Operating Capital is budgeted to cover the remaining project costs of $1 ,036,806, including the grant match of $314,771. An appropriation increase for the PFC funds will be requested after their use is approved.
The project will create an estimated 27 temporary full-time equivalent (FTE) jobs.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MARIO RODRIGUEZ
DIRECTOR, LONG BEACH AIRPORT
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
ARA MALOYAN, PE
ACTING DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER