An overview of the July 18 meeting of the Environmental Committee (Mayor Rutherford and Councilmember McSweeney) is presented in this report.

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1 City of Westlake Village July 25, 2018 Agenda Item: Committee Report No. 1 TO: FROM: SUBJECT: Mayor and City Council Raymond B. Taylor, City Manager ENVIRONMENTAL COMMITTEE REPORT OVERVIEW An overview of the July 18 meeting of the Environmental Committee (Mayor Rutherford and Councilmember McSweeney) is presented in this report. BACKGROUND Items discussed at the Committee meeting are listed below and are discussed in the following section: 1. Review of Lindero Walkway and Beautification (formerly titled the Lindero Linear Park) project bid results and environmental considerations; 2. Review of Westlake Lake Management Association parkway landscaping; 3. Review of Freeway Frontage Landscaping project bid results; 4. Three Springs entryway discussion; and 5. Review of a new contract with American Heritage. FINDINGS AND ALTERNATIVES 1. Review of Lindero Walkway and Beautification Project (formerly titled Lindero Linear Park Project) bid results and environmental considerations The Environmental Committee heard and responded to comments and concerns of the public regarding the project. The Committee also reviewed the recent bid results for the project as well as a proposal for landscape designer construction assistance. Four residents of the community attended the meeting and voiced questions and/or concerns ranging from safety, bird nesting, water quality of the channel, construction timing, and project funding. The Committee addressed each concern, reassuring the residents that the project has been designed to fully comply with CEQA requirements, improve the screening along the channel by enhancing the soil to allow vines to thrive on the fencing, account for the protection of migratory birds, and utilize outside Los Angeles County Metropolitan Transportation Authority Measure M COMMITTEE REPORT NO. 1

2 funding. In attendance was the City s Biologist from the Aspen Environmental Group who has previously assessed the project and will be carefully evaluating any apparent nesting during the project s construction. The Biologist was helpful in answering several of the specific concerns of the residents. It was noted that staff will be preparing a letter to residents within the project area to further describe the project prior to the actual commencement of construction. The Committee recommended that the project title be revised to Lindero Sidewalk and Beautification Project to more accurately depict the work to be done. The title Lindero Linear Park will continue to be used for consistency when working with the State Water Resources Control Board, LA County Flood Control, Construction Contract and Metropolitan Transportation Authority. The bid documents for this project included several deductive change orders as directed by City Council at the February 28 study session. These included walkway reductions, lace fencing, seeded decomposed granite, flagstone paving, entry monuments, trellis, pilasters, and site lighting. The total base bid by the low bidder, Environmental Construction, Inc. was $4,295,789. After carefully reviewing the bid results, the Committee is recommending that the lace fencing ($355,956) and seeded decomposed granite ($218,442) be deducted from the construction contract, and that a contract be awarded to Environmental Construction, Inc. in the amount of $3,721,391 which is within the approved FY capital improvement program budget for this project. The Committee also considered an agreement presented by staff with RRM Design Group, the designer of record, to provide construction support services, which include responses to RFIs, change orders, submittals, and shop drawings, as well as construction observation on a bi-weekly basis. The firm will also provide as-built drawings incorporating any contractor redlines to be submitted in AutoCAD format at project completion. The Committee is recommending an award of contract to RRM Design Group in the amount of $70,770, which is also within the budget approved for this task. 2. Review of (WLMA) parkway landscaping A representative from WLMA addressed several concerns with the Committee regarding ongoing maintenance of the landscaping of the parkway along Triunfo Canyon Road adjacent to the lake. The Committee concurred with staff that additional mulch and watering are appropriate to address several of the issues. The Committee also requested staff s assistance in coordinating with WLMA to develop a plan for areas where the previously installed landscaping has not thrived, and to return with a revised landscaping and plant palate plan in the fall for further consideration by the Committee. 3. Review of Freeway Frontage Landscaping Project bid results Staff presented the recent bid results for this project noting that the low bid by KASA Construction Committee Report 1 Page 2 of 6

3 totaling $505,940 was $150,940 over the Landscape Architect s original cost estimate. Staff carefully evaluated the bid and it was determined that the irrigation cost per square foot used in the original estimate was much lower than the irrigation cost being quoted in current construction projects. Specifically, the original estimate of $1.25 per square foot does not reflect the present increase in cost of irrigation that has taken place as a result of changes in prevailing and minimum wages. Current industry cost estimates are generally now in the $4 per square foot range. This increase was confirmed by several sources, including local contractors, the City s Landscape Architect, and Willdan Engineering s Landscape Architect. Based on the above, rebidding this project is unlikely to result in any reduction in overall cost; indeed, the cost to redesign, rebid, and prepare a new Stormwater Pollution Prevention Plan for the winter/wet season could offset any potential savings while ultimately delaying the project. As a result, the Committee is recommending an award of contract to Kasa Construction in the amount of $505,940 along with a $200,000 capital improvement program budget adjustment for this project to cover the $150,940 difference between the low bid and the original budget amount as well as a 10% contingency. The Committee also discussed and recommends that the City enter into a right-ofentry agreement with the Bank of America for construction access to the project site during the term of construction and maintenance. 4. Three Springs entryway discussion The Committee discussed several issues the HOA recently raised with the City including a request that City relocate several electrical boxes located in the entryway. No members of the Three Springs HOA attended the meeting; however, the Committee expressed its view that the relocation of any utility boxes should be undertaken by the HOA at its cost. 5. Review of a contract extension with American Heritage The Committee reviewed the City-wide landscape maintenance contract with American Heritage Landscape LP (Heritage Landscape) which expired on June 31, The Committee agreed with staff that the contract should be renewed given the quality services this firm has provided over the years and its competitive pricing structure. However, it was reported that the City Attorney has advised that since the contract recently expired, a new contract should be executed by the City as opposed to exercising the extension option. The City has opted into the Uniform Public Construction Cost Accounting Act (UPCCAA), which exempts landscape maintenance contracts from the requirement to be publicly bid. As such, the Committee is recommending that the City enter into a new agreement with American Heritage for an initial term of four years with three extension options that may be exercised at the City Council s discretion. American Heritage is requesting a 3% adjustment in contract rates effective this fiscal year, a 2% adjustment in FY , and subsequent annual adjustments for the balance of the contract based on any CPI increases. Both the Committee and Committee Report 1 Page 3 of 6

4 staff felt these adjustments were acceptable particularly given the fact that the firm has been providing services with no adjustments in rates for the last two fiscal years. The costs associated with this contract are included in the FY City budget. FISCAL IMPACT As noted in this report, a $200,000 capital improvement program budget adjustment is recommended for the Freeway Frontage Landscaping project. RECOMMENDATION The items addressed in this report require several City Council actions. With that in mind, the following motion is presented: MOTION: ROLL CALL: I move that the City Council: (1) approve a construction contract with Environmental Construction, Inc. in the amount of $3,721,391 for the Lindero Linear Park Project; (2) approve a professional services agreement with RRM Design Group in the amount of $70,770 for construction monitoring/inspection services associated with the Lindero Linear Park Project; (3) authorize a $200,000 capital improvement program budget adjustment for the Freeway Frontage Landscaping Project; (4) approve a construction contract with Kasa Construction in the amount of $505,940 for the Freeway Frontage Landscaping Project; (5) approve a right-of-entry agreement with Bank of America to access Caltrans property to construct the Freeway Frontage Landscape Project; (6) approve a new four-year contract with American Heritage for City-wide landscaping services; and (7) authorize the Mayor and City Clerk to sign and execute these contracts and agreements on behalf of the City Yes. Prepared by: Jessica Arden, City Engineer Attachments: (1) Lindero Linear Park Bid Summary (2) Freeway Frontage Bid Summary h:\willdan\staff reports\fy18-19\environmental committee\ committee report\ env com meeting.doc Committee Report 1 Page 4 of 6

5 Lindero Linear Park Project Bid Summary Contractor s Name Base Bid Amount Adjusted Bid Amount (deducting Lace fencing and seeded decomposed granite) Environmental Construction, Inc. $4,295, $3,721, Granite Construction $5,594, $5,112, Committee Report 1 Page 5 of 6

6 Freeway Frontage Landscaping Project Bid Summary Contractor s Name Bid Amount Kasa Construction $505, Los Angeles Engineering, Inc. $542, Stay Green Inc. $675, Committee Report 1 Page 6 of 6