Council Meeting:  March 25, 2003                                        Santa Monica, California

 

 

TO:                  Mayor and City Council

 

FROM:            City Staff

 

SUBJECT:     Construction Related Contracts for the FY01-02 and FY02-03 Street and Park Parking Lot Resurfacing and Sidewalk Repair Project

 

Introduction

This report recommends that City Council award a construction contract to Security Paving Company, the best bidder, in an amount not to exceed $5,778,000, including contingencies, for the FY01-02 and FY02-03 Street and Park Parking Lot Resurfacing and Sidewalk Repair Project. This report also requests that City Council authorize the City Manager to negotiate and execute a construction management contract for the project with Caltrop Engineering in an amount not to exceed $455,400, including contingencies. Of this total, 44.5% is provided by the General Fund; the remainder is funded by grants, enterprise funds and mitigation fees.

 

Background

Each fiscal year, the City Council authorizes the construction of street improvements identified by the Environmental and Public Works Management Department including street resurfacing, slurry sealing, new curb ramps and bus pads, repairs to curbs, gutters, and sidewalks.  Resurfacing is done approximately once every seven years to particular street segments. This project also includes runway/taxiway slurry seal and restriping at the Santa Monica Airport.

 

Discussion

A Notice Inviting Bids for the construction contract was published on December 26 and 28, 2002 in The Los Angeles Times, California section and the F. W. Dodge newsletter respectively.  Nine contractors requested bid packages and the City Clerk's office received six sealed bids, which were publicly opened and read aloud on February 3, 2003 by the Deputy City Clerk.  The bid results were as follows:

            1.    Security Paving Company                                $5,252,500

            2.    Sully-Miller Contracting Co.                              $5,398,850

            3.    Silvia Construction, Inc.                                     $5,469,410

            4.    All American Asphalt                                         $5,629,900

            5.    PALP, Inc. dba Excel Paving Company         $5,955,575

            6.    Sequel Contractors, Inc.                                   $6,615,600

           

            City Engineer's Estimate                                         $5,700,000

 

The best bidder, Security Paving Company, supplied the City with a list of similar projects including highway and interchange improvement projects for the State of California, Department of Transportation (Caltrans); street and bridge construction for the City of Camarillo; various street improvement projects for the City of Los Angeles; roadway and interchange construction for the City of San Buenaventura; and street paving projects for the Los Angles County Department of Public Works.

 

Staff contacted the agency representatives for these projects and they all reported that the contractor's work quality was very good and that work was completed in a timely and cost efficient manner. Staff also contacted the Center for Contract Compliance and found Security Paving Company to be in good standing and capable of handling labor compliance issues. The State Contractors’ License Board verified that the Contractor's license is active and in good standing.

 

Construction Management

Previously, a Request for Qualifications for construction management services was issued to pre-qualify firms to provide construction management services to the City of Santa Monica for this type of project. A panel that included representatives from the Civil Engineering and Architecture Division’s Project Development and Construction groups interviewed three firms from the pre-qualified list. The interview panel recommends Caltrop Engineering to provide construction management services for this project. Selection criteria included previous experience, qualifications of staff, ability to meet tight time schedules, cost of services and availability of staff.

 

The work includes oversight and continuous inspection of the Contractor’s work during construction to ensure that the Contractor conforms with plans and specifications, monitoring traffic control and detour plans, reviewing change order requests, and providing information to the Contractor on an as-needed basis. Caltrop Engineering provided construction management and an inspection services for the most recent street improvement project and its performance was excellent.


Budget/Financial Impact

Funds in the amount of $400,000 are available from Highways Through Cities funds for appropriation to account C43015303.589000 and will be offset by revenue account 43401.403070, necessitating an increase in the revenue budget by $400,000 to reflect these funds.  Funds in the amount of $204,460 are available from developer mitigation fees (account 4.342308), held in the special revenue fund, for appropriation to account C04015203.589000.

 

Following the approval of these appropriations, funding in the amount of $6,233,400 will be available in the following accounts:

Account No.                                 Account Name                                    Amount

 

C01015201.589000

 

Street Repair/Resurfacing

 

 $  54,541

 

C01015202.589000

 

Street Repair/Resurfacing

 

      $1,688,454

 

C01015203.589000

 

Street Repair/Resurfacing

 

$1,028,900

 

C20015201.589000

 

Street Repair/Resurfacing

 

$1,079

 

C20015202.589000

 

Street Repair/Resurfacing

 

$728,750

 

C20015203.589000

 

Street Repair/Resurfacing

 

$700,000

C20077702.589000

 

Transit Route Concrete Bus Pads

$350,000

C20077703.589000

 

Transit Route Concrete Bus Pads

$100,000

C25015202.589000

 

Street Repair/Resurfacing – Water

$150,000

C25015203.589000

 

Street Repair/Resurfacing – Water

$111,500

C31015202.589000

 

Street Repair/Resurfacing – Wastewater

$150,000

C31015203.589000

 

Street Repair/Resurfacing – Wastewater

$55,800

C33063802.589000

 

Runway/Taxiway Slurry Seal/

Restripe

$46,709

C33063803.589000

 

Runway/Taxiway Slurry Seal/

Restripe

$150,000

 

C04015203.589000

 

Street Repair/Resurfacing –

(Dev at 2600 Colorado)

 

$204,460

 

C43015203.589000

 

Street Repair/Resurfacing

 

$215,000

 

C43015303.589000

 

Highways Through Cities

 

$400,000

 

C43072802.589000

 

Traffic Congestion Relief

 

$98,207

                                                                                                                       

                                                                                                Total                $6,233,400   

                       

Recommendation

Staff recommends that the City Council:

1.                  Appropriate funds in the amount of $400,000 from Highways Through Cities Funds to account C43015303.589000 and funds in the amount of $204,460 from the Special Revenue Source Fund to account C04015203.589000;

2.                  Increase the revenue budget at account 43401.403070 by $400,000 to reflect funds received for this project from the Highways Through Cities program;

3.                  Award a construction contract to Security Paving Company in an amount not to exceed $5,778,000, including contingencies, for the FY2002 and FY2003 Street and Park Parking Lot Resurfacing and Sidewalk Repair;

4.                  Authorize the City Manager to negotiate and execute a professional services contract with Caltrop Engineering in an amount not to exceed $455,400 for construction management services for the project; and

5.                  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

                        Anthony Antich, P.E., City Engineer & Architecture Manager

                        Jeff Mathieu, Resource Management Director

                        Bob Trimborn, Airport Manager

                        Dave Britton, P.E., Principal Civil Engineer

                        Antonio Shaibani, P.E., Civil Engineer