AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
title
PUBLIC WORKS CONTRACT WITH ESTATE DESIGN AND CONSTRUCTION INCORPORATED FOR THE PANORAMA PROMENADE SLOPE LANDSCAPE PROJECT
summary
Summary:
In February 2024, the City experienced significant damage to the Panorama Promenade and the slope adjacent to Molino Avenue and 20th Street due to severe winter storms. In response, the City Council adopted a resolution ratifying the City Manager’s proclamation of a local emergency. Subsequently, on February 27, 2024, the City Council approved a Public Works contract with Zimprich Engineering Incorporated (Zimprich) to carry out emergency repairs for the Panorama Promenade Trail and the slope at Molino Avenue and 20th Street. The approval included an appropriation of $800,000 from the Fiscal Year 2023-24 General Fund Unassigned Fund Balance/Capital Improvement Projects Reserve to fund the emergency repairs.
Zimprich successfully completed all emergency repair work at the Panorama Promenade Trail and the Molino Avenue and 20th Street slope to the satisfaction of the Public Works Department and in compliance with project specifications. On October 4, 2024, the City Council adopted a resolution declaring final acceptance of the emergency repairs completed by Zimprich Engineering.
During the completion of slope repairs at Panorama Promenade, the Public Works Department retained Architerra Design Group (Architerra), the City’s on-call contractor, on July 30, 2024, to prepare plans and specifications for appropriate seeding, earthwork, and the design of a planting and irrigation system. Architerra completed these plans in compliance with geotechnical specifications, FEMA planting standards, and City requirements; the finalized bid-ready plans were advertised for construction on November 1, 2024, and the bid opening took place on November 25, 2024.
Following a comprehensive and competitive bidding process, the City Council will consider awarding a contract to Estate Design and Construction Incorporated (EDC), the lowest responsive bidder, for a term of 90 working days with a not-to-exceed budget of $297,683.20. The City Council will consider authorizing the City Manager to execute a Public Works Contract with EDC, with construction scheduled to begin in December 2024 and anticipated completion by May 2025.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure Maintain and improve the City’s physical infrastructure, water system, and recreational spaces.
Goal No. 5 High-Functioning Government Strengthen internal communication, recruitment, retention, systems, and processes to increase the effectiveness and efficiency of City services
recommendation
Recommendation:
1. Authorize the City Manager to enter into a Public Works Contract with Estate Design and Construction Incorporated, for the construction of the Panorama Slope Landscape Project, for a term of 90 working days and a not-to-exceed contract amount of $297,683.20, in a form approved by the City Attorney.
2. Adopt a resolution entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA AMENDING THE ADOPTED BUDGET AND AUTHORIZING BUDGET APPROPIATIONS FOR FISCAL YEAR 2024-25
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Fiscal Impact:
The total cost for Panorama Promenade Slope Landscape Project is a contract amount not to exceed $297,683.30.
City Council allocated a total of $200,000 for the Winter Storm Emergency Repairs at Molino & 20th, Project No. 90.24017, Line Account No. 400-40-5894 and $600,000 for the Winter Storm Emergency Repairs at Panorama Promenade, Project No. 80.24002, Line Account No. 400-40-5895.
On October 4, 2024 the City Council adopted a resolution declaring final acceptance of the emergency repairs at Molino and 20th Street and Phase I of the emergency repairs at Panorama Promenade. For this contract, staff is recommending utilizing the remaining budget of $247,492.53 from Project No. 80.24002, Panorama Promenade, and the utilization of the remaining budget from project 90.24017, Molino & 20th, in the form of a budget adjustment reclass in the amount of $50,190.67.
A portion of the slope is located on property owned by Signal Hill Petroleum (SHP). Staff is currently in discussions with SHP regarding a cost-sharing agreement to offset a portion of the project expenses. SHP has expressed a willingness to contribute towards the project. Staff, in collaboration with the City Attorney’s Office and SHP, is working to finalize an agreement that will secure reimbursement to the City for the agreed-upon cost share, calculated based on square footage and type of improvement.
Background:
On February 4, 2024, Governor Gavin Newsom proclaimed a State of Emergency for eight Southern California counties, including Los Angeles County, due to a series of winter storms that resulted in high winds, heavy rainfall, and significant snowfall.
On February 7, 2024, the City Manager, acting as the Director of Emergency Services, issued a Proclamation of Local Emergency in response to the impacts of these storms. The City Council adopted a resolution on February 13, 2024, ratifying the Proclamation, amending the budget, and authorizing $800,000 for emergency storm-related repairs. Subsequently, on February 27, 2024, the City Council approved an emergency public works contract with Zimprich Engineering to address critical slope stabilization and repair needs at Panorama Promenade and the slope near Molino Avenue and 20th Street.
The Panorama Promenade Trail slope repair project was divided into two phases to address both immediate and long-term needs. Phase I focused on emergency repairs to stabilize the slope and prevent further damage. These repairs included backfilling, installation of posts and a retaining system, and grading of the affected areas. Public Works staff determined that the silty sand soil in the area has low cohesion, making it prone to erosion and slope failure, particularly on steep inclines. Without intervention, the erosion could lead to creeping, shallow sloughing, or sliding. Phase I was completed by Zimprich Engineering on October 4, 2024, and the City Council subsequently adopted a resolution formally accepting the completed work.
Phase II, known as the Panorama Promenade Slope Landscape Project, focuses on implementing long-term solutions to stabilize the slope. The City retained its on-call landscape architect, Architerra Design Group, to develop plans for vegetation installation and irrigation improvements. Soil and growth testing conducted by Wallace Laboratories informed the selection of suitable soil amendments, plant species, and irrigation systems; Architerra used these findings to prepare detailed design and bid documents, which were publicly advertised.
Phase II involves comprehensive erosion control and slope stabilization measures across approximately 103,264 square feet of slope area. The project includes hydroseeding to establish vegetation, installing a water-efficient irrigation system, and planting approximately 1,140 one-gallon drought-tolerant, FEMA-approved plants, along with 132 five-gallon trees. These trees, selected for their maximum mature height of 25 feet to preserve scenic views, will be spaced at 30-foot intervals to ensure adequate coverage.
The planting strategy is designed to reinforce soil stabilization, reduce erosion, and mitigate the risk of future landslides. Adjustments to the quantity and spacing of plant materials may occur following discussions with Signal Hill Petroleum to ensure the project aligns with site-specific conditions and operational requirements.
Analysis:
Consistent with the City’s Purchasing Guidelines, contracts above a certain threshold require City Council approval. The City posted a Notice Inviting Bids on November 1, 2024, upon the completion of design plans and specifications (Attachment A). The City posted a Notice Inviting Bids at the City’s public notice locations, sent the notice to subscribers through the City’s website, and posted the information on PlanetBids via the City’s portal. The following table below lists the bids received by the bid due date of November 25, 2024:
|
Contractor |
Bid Total |
|
Estate Design Construction |
$297,683.20 |
|
Marina Landscape Inc. |
$420,554.15 |
Estate Design Construction (EDC), the lowest bidder, submitted all required documents prior to the bid deadline. Staff verified that EDC and its subcontractors hold the necessary licenses to perform the proposed work under this contract. Staff also conducted reference checks on the company’s listed projects in the Statement of Qualifications, confirming EDC as the lowest responsive and responsible bidder.
Recommendations
Staff recommends the award of contract to EDC in the amount of $297,683.20 for a term of 90 working days (Attachment B) and approve budget adjustment reclass to utilize the remaining budget balance from Project 90.24017, 20th and Molino. Upon the City Council’s approval, staff would issue a Notice to Proceed and begin coordinating with the contractor. If approved, the construction of the project would start in December 2024, with completion anticipated by May 2025.
Reviewed for Fiscal Impact:
_________________________
Sharon del Rosario
Attachments:
A. Project Plans
B. Contract Documents
C. Resolution
D. Exhibit A