Item 9-A

Council Meeting: August 10,1999

Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Award of Construction Contract for the Sunset Park and Mid-City Neighborhood Traffic Improvements; Appropriate $387,680 from the General Fund Balance to Account No. C01055300.589000; and Authorization for City Manager to Negotiate and Execute a Third Modification to Contract No. 6609 (CCS) with Katherine Spitz Associates Inc. for Design Support Services during Construction of the Sunset Park and Mid-City Neighborhood Traffic Improvements

Introduction

This report recommends that the City Council award a contract for the construction of the Sunset Park and Mid-City Neighborhood Traffic Improvements to Pima Corporation (dba Advanced Construction), the lowest responsible bidder, in the amount of $1,117,500; appropriate $387,680 from the General Fund balance to CIP Account Sunset Park Traffic Improvements No. C01055300.589000 and authorize the City Manager to negotiate and execute a third modification to Contract No. 6609 (CCS) with Katherine Spitz Associates in an amount not to exceed $45,000 for design support services during construction of the Sunset Park and Mid-City Neighborhood Traffic Improvements.

The Sunset Park project area is bounded by Pico Boulevard on the north, Centinela Avenue on the east, Dewey Street and Airport Avenue on the south and Lincoln Boulevard on the west. The Mid-City portion of the project includes Arizona Avenue from 26^th Street to Centinela Avenue and Colorado Avenue at Centinela Avenue. Improvements to Broadway, between 26th Street and Centinela Avenue, are currently being designed and will be included in a separate project. The key components of the neighborhood improvement plan, based on the concept plan approved by the City Council, are new curb extensions (bump outs) and new landscaped medians. Attachment "A" contains a list of the traffic improvements being constructed as part of this project. Some locations will receive median islands instead of the curb extensions that were originally proposed. The median islands will accomplish the same objective by requiring traffic to slow down. To construct curb extensions at these locations would require extensive regrading of the street to maintain proper drainage. Construction is scheduled to begin September 7, 1999. The project construction completion date is February 12, 2000.

In April 1997, the City Council authorized staff to execute a contract with Katherine Spitz Associates to develop a plan and final design for the Sunset Park and Mid-City Neighborhood Traffic Improvements and to prepare construction drawings and specifications. City staff prepared the cost estimates in 1997, which have since been modified to reflect construction cost increases. Between increased construction costs over two years and the additional work elements, the bids came in higher than originally estimated.

The Notice Inviting Bids for construction of the project was published in the Argonaut on March 4 and March 11, 1999. A Notice Inviting Bids, along with the plans and specifications, was also submitted to six construction journals and sent to five women/minority business enterprise (WMBE) associations. Bid packages were requested by eight contractors. The City Clerk's Office received three sealed bids which were publicly opened and read aloud on March 30, 1999, by the Deputy City Clerk. The bid results, including a bid alternate for three cul-de-sacs at 16^th Street, were as follows:

Engineer's Estimate $ 980,000

The lowest bidder, Pima Corporation of Santa Monica, supplied the City with the names of recent similar projects, including Azusa Avenue street improvements for the City of Industry, bike trail and street improvements for the City of San Fernando and park improvements for the County of Los Angeles. City staff contacted representatives of the agencies representing these projects and all responding references reported that the Contractor’s work was satisfactory. The State Contractors’ License Board verified that the Contractor’s license is current, active, and in good standing.

The Sunset Park and Mid-City Neighborhood Traffic Improvements were designed by Katherine Spitz Associates. Staff requests the continuation of their services during construction to include the following: 1) provide technical interpretations of the drawings and specifications and respond to requests for information; 2) review shop drawings and catalog data; 3) review selected change orders for compliance with intent of design; 4) attend preconstruction meeting and evaluate deviations from contract documents; and 5) assist construction manager with verifying completion of construction on final job walk.

Funds required for this project are as follows:

Construction Contract $1,117,500

Design Services During Construction $ 45,000

Contingency for Construction Contract $ 134,500

Total $1,297,000

Funds are available for the project in the following CIP accounts:

The new improvements will result in added maintenance needs. City staff identified those items that are likely to require additional maintenance and estimated these additional costs. The total estimated additional annual landscape maintenance cost for this project is $12,000 and $15,000 for annual water cost. This fiscal year's maintenance costs have been budgeted in "parks contractual services" account no. 01511.555010.

Staff recommends that the City Council:

1. Award a contract for the construction of the Sunset Park and Mid-City Neighborhood Traffic Improvements to Pima Corporation, in the amount of $1,117,500;

Authorize the City Manager to negotiate and execute a third modification to Contract No. 6609(CCS) to Katherine Spitz Associates for design support services during construction on the Sunset Park and Mid-City Neighborhood Traffic Improvements in the amount of $45,000;

Appropriate $387,680 from the General Fund balance to CIP Account Sunset Park Traffic Improvements, Account No. C01055300.589000; and

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

Prepared by:

Craig Perkins, Director of Environmental and Public Works Management

Suzanne Frick, Director of Planning and Community Development

Anthony Antich, P.E., City Engineer

Neil Cole, P.E., Civil Engineer

Ron Fuchiwaki, Traffic Operations Manager