Item 6-E

City Council Meeting: 03-11-99 Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Award of Construction Contract for Project 7, the Repair of Earthquake Damaged Sanitary Sewer Mains in Stewart and 26^th Streets between Colorado Avenue and Exposition Blvd., and in Colorado Avenue between Centinela Avenue and 1^st Court, and Authorization to Negotiate and Execute a Professional Services Contract for Construction Management and Inspection of the Sewer Repair Work

Introduction

This report recommends that the City Council award a construction contract for the repair of earthquake damaged sanitary sewer mains in Stewart and 26th Streets between Colorado Avenue and Exposition Blvd., and in Colorado Avenue between Centinela Avenue and 1^st Court, to Clarke Construction Company in the amount of $5,394,744. Staff also recommends that the City Council authorize the City Manager to negotiate and execute a professional services contract in an amount not to exceed $389,400 with the construction management firm of Harris & Associates, Engineering Consultants, for construction management and inspection services.

Background

The City of Santa Monica's sanitary sewer system sustained damage during the Northridge Earthquake of January 17, 1994. Immediately after the disaster, the City initiated a citywide inspection program of the sewer system to identify the locations that were damaged and to request that the Federal Emergency Management Agency (FEMA) and the State's Office of Emergency Services (OES) reimburse the City for the cost of the repair work. The damage was documented by FEMA/OES and City Staff during the preparation of Damage Survey Reports (DSRs), which identify the scope of repair work and approximate the cost of repair, construction management and inspection, contingencies and City staff time.

In addition to the eligible earthquake repair work, City staff has identified necessary non-earthquake and non-reimbursable sewer system upgrades which will be done as part of this construction project. This additional work is typically part of the City's annual sewer maintenance program which is funded by the City's Wastewater Fund. This work includes the repair of the maintenance access holes, replacement of existing obsolete access hole frames and covers, installation of additional access holes where required for maintenance purposes, and capacity upgrades throughout the project area.

Discussion

A Notice Inviting Bids was published in the Argonaut on December 16, 1998, and posted on December 21 and 22, 1998 at City Hall, the Police Department and at the Main Library. A Notice Inviting Bids was also published in four construction journals, one electronic plan room and one Internet advertising service. In addition, bidding documents were sent to eight women/minority-owned business enterprise associations (WMBE). Bid packages were requested by thirty-three (33) contractors. The City Clerk's office received four (4) sealed bids, which were publicly opened and read aloud on January 25, 1999 by the Deputy City Clerk.

Results were as follows:

1. Clarke Construction Company $5,394,744.00

2. Colich Brothers Inc., D.B.A. Colich & Sons $5,780,188.00

3. Dames & Moore $6,510,744.82

4. John T. Malloy, Inc. $8,695,697.35

City Engineer's Estimate $5,500,000

City staff checked references from a list of the low bidder's completed projects and all references reported that Clarke Construction Company's work was satisfactory. The State Contractors' License Board verified that the Contractor's license is current and in good standing.

In addition to the award of the construction contract, this report recommends that the City Council authorize the City Manager to negotiate and execute a professional services contract for the construction management and inspection of the work detailed above. Requests for Proposals were sent to eight construction management firms for construction management and inspection services. The City received six proposals. The recommended firm, Harris and Associates, supplied the City with a list of projects and all references reported that the consultant's work was excellent. Harris and Associates has performed construction management services for the City on previous sewer repair projects and City staff are pleased with their work. Their contract will not exceed $389,400, except for contingencies.

In order to minimize the impact of this construction project on the public, the repair of the sewer mains will be done using trenchless technology methods in locations where it is possible. These proposed methods include the installation of a "liner" inside the existing sewer pipe or the installation of a larger pipe through the existing pipe by a method called "pipe bursting." These methods are preferred to traditional excavation/replacement methods since access to the area can be maintained during construction, thus minimizing disruption to local residents and businesses. In areas where repair by trenchless technology methods is not feasible, the existing damaged sewer pipes will be replaced with new sewer pipe by traditional methods.

The residents and businesses affected by this project will receive four informational letters outlining construction schedules for their neighborhood. The first letter will be sent one month prior to starting construction and will contain overall information about the upcoming project. The second letter, sent 10 days prior to the start of the project, will be sent to residents and businesses with specific information about the dates of construction in their area. The third letter will serve as a reminder two days prior to construction and the final letter will announce the completion of the project. Public calls with questions and concerns will be responded to 24 hours a day by the construction management firm. Residents and businesses will be provided a toll free telephone number in the informational letter.

Budget/Financial Impact

FUNDS REQUIRED FOR CONSTRUCTION CONTRACT

Contract . . . .$5,394,744

Contingency (20%). . . . . . . . . . . $1,078,949

SUBTOTAL . . . . . . . . . . . . . . . . .$6,473,693

FEMA will contribute $4,373,009 to this portion of the project from account #13-500-402-39463-5501-13006. The City will contribute $2,000 from account #31-760-661-2099-8900-99911, "Sewer Repair Project 7," and $1,019,735 from account #31-760-661-20099-8900-99912, "Sewer Upgrades 7," to bring the contract total to $5,394,744. A 20% contingency of $1,078,949 will be set aside in account #31-760-661-20099-8900-99911.

FUNDS REQUIRED FOR PROFESSIONAL SERVICES CONTRACT

Contract. . . . . . . . . . . . . . . . . .$389,400

Contingency (20%). . . . . . . . . $77,880

SUBTOTAL. . . . . . . . . . . . . . . $467,280

TOTAL FUNDS REQUIRED FOR CONSTRUCTION AND MANAGEMENT- $6,940,973

FEMA will contribute $315,794 to this portion of the project from account # 13-500-402-39463-5506-13006. The City will contribute $73,606 from account #31-760-661-20099-8900-99912, "Sewer Upgrades 7," to bring the contract total to $389,400. A 20% contingency in the amount of $77,880 will be set aside in account #31-760-661-20099-8900-99911.

For the FEMA portion of work, the City has approved DSRs for the Scope of Work. Sufficient budget authority exists for all of the contract expenses which are both eligible and ineligible for FEMA/OES reimbursement are listed in Exhibit A, which is attached to this staff report. A 10% City Match account, #31-760-661-20099-8905-99124, sets aside 10% of the construction and construction management and inspection costs that the City retains until final audit, which may take several years.

Recommendation

Staff recommends that the City Council:

1. Award a contract for repair of earthquake-damaged Sanitary Sewer Mains in Stewart and 26^th Streets between Colorado Avenue and Exposition Blvd., and in Colorado Avenue between Centinela Avenue and 1^st Court, to Clarke Construction Company, in the amount of $ 5,394,744.

2. Authorize the City Manager to negotiate and execute a professional services contract with Harris & Associates, Engineering Consultants, for construction management and inspection services in the amount of $389,400;

3. Authorize the City Engineer to issue any necessary change orders to complete additional work within budget authority; and

4. Approve the use of Disaster Relief Funds as shown on Exhibit A.

Attachment: Exhibit A

Prepared By: Craig Perkins, Director of Environmental & Public Works Mgmt.

Anthony Antich, P.E., City Engineer

Eugenia Chusid, Civil Engineer Associate

EXHIBIT A

SPECIFIC ACCOUNT INFORMATION