City Council Meeting: November 13, 2007

Agenda Item: 1-F

To: Mayor and City Council 

From: Craig Perkins, Director – Environmental and Public Works Management

Subject: Construction Contract for the East Colorado Avenue Improvement Project

Recommended Action

Staff recommends that the City Council:

1. award a construction contract to Genesis Development, Inc., the best bidder, in the amount of $941,360 plus a 10% contingency for a total amount not to exceed $1,035,496; and

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

Executive Summary

The East Colorado Avenue Improvement Project consists of pedestrian and neighborhood traffic improvements on Colorado Avenue between 20^th Street and Centinela Avenue. Improvements on Colorado Avenue will include mid-block crosswalks with in-pavement flashers, crosswalk enhancements, raised landscaped median islands and curb extensions, new streetlights, traffic signal modifications, and striping and signage improvements at various locations. The project was developed through an extensive design and public outreach process between January 2001 and June 2005. The project was approved by City Council on June 28, 2005. Construction costs for the project are expected not to exceed $1,035,496. This project is funded with General and Special Revenue Source funds.

Discussion

On June 28, 2005, City Council approved the project for pedestrian and neighborhood traffic improvements on Colorado Avenue between 20^th Street and Centinela Avenue. Pedestrian and neighborhood traffic improvements on Colorado Avenue will include: mid-block crosswalks with in-pavement flashers between 20^th and 26^th Street; crosswalk enhancements at all intersections east of 26^th Street; raised landscaped median islands and curb extensions at various locations; five new streetlights and other lighting enhancements; traffic signal modifications at Stewart Street; and striping and signage improvements at various locations. The recommendations were developed through an extensive design and public outreach process. The process included a systematic evaluation of pedestrian crossing locations, as part of Phase III of the Crosswalk Improvement Program to facilitate a safe, active pedestrian environment, as well as implementation of the final phase of the Mid City Traffic Plan. Illustrations of the approved enhancements were included with the June 28, 2005 staff report.

The development process for Colorado Avenue improvements included outreach to obtain suggestions and observations from the community. A workshop was held in April 2002, and a written questionnaire was distributed at this meeting. The consultant team gathered pedestrian counts, traffic data, reviewed accident reports, and made field observations about pedestrian/land use patterns and physical characteristics of the streets. A street capacity runoff study was necessary to review the impact of the proposed improvements on existing drainage patterns and street capacity. The proposed improvements were revised in response to the findings of this study. A follow-up community workshop was held in December 2004 to review preliminary recommendations. The workshop comments and other subsequent feedback were considered as recommendations were finalized.

Previous Council Actions

On September 12, 2000, City Council approved an agreement with DMR Team, Inc., for project and construction management services for the construction of crosswalk enhancements and neighborhood traffic improvements for 4^th Street and Colorado Avenue.

On January 23, 2001, City Council approved an agreement with Kabbara Engineering to provide project design services for the 4^th Street Traffic Plan between Pico Boulevard and the south City Limits, and the Colorado Boulevard Median (Mid City Traffic Plan).

On June 28, 2005, City Council approved the proposed crosswalk enhancements and neighborhood traffic improvements for Colorado Avenue between 20^th Street and Centinela Avenue, authorized amendments to contracts with Kabbara Engineering for design engineering services and DMR Team, Inc., for project management, construction management and inspection services, and authorized staff to prepare construction drawings and specifications for the crosswalk enhancements on Colorado Avenue between 20^th Street and Centinela Avenue.

Contractor Selection

A Notice Inviting Bids was published in the Santa Monica Daily Press on July 31, 2007 and August 2, 2007, and the bid document was sent to nine public plan rooms. The Notice Inviting Bids was also posted on the Civil Engineering and Architecture Division’s webpage. Seventeen contractors requested bid documents and seven sealed bids were received by the City Clerk’s office. The bids were publicly opened and read aloud on August 30, 2007 by the Deputy City Clerk. The bid results were as follows:

Genesis Development, Inc.	$ 941,360
G Coast Construction, Inc.	$ 944,286
Sully-Miller Contracting Company, Inc.	$1,038,660
PCN3, Inc.	$1,182,790
PALP, Inc. (dba Excel Paving Company)	$1,189,192
Shawnan, Inc.	$1,368,103
Griffith Company, Inc.	$1,379,078
City Engineer's Estimate Range	$ 950,000 to $1,000,000

Bids were evaluated based on understanding of the project’s scope, direct experience on similar projects, approach to the work, technical competence, qualifications of the proposed staff, and the ability to meet the desired time frames.

Genesis Development, Inc., is recommended as the best bidder based on the quality of services offered and their experience with similar projects including the Pacific Palms Resort Paving & Landscaping Project for the City of Industry, Big League Dreams Baseball Park Project for the City of Riverside, and a landscaping and irrigation project in Ojai for Caltrans. City staff contacted references and all respondents reported the contractor’s work was completed in a timely and cost-efficient manner while maintaining consistent quality. The Center for Contract Compliance found Genesis Development, Inc., to be in good standing and capable of handling labor compliance issues. The State Contractors' License Board also verified that the company’s license is current, active, and in good standing.

Construction Management

DMR Team, Inc., was originally authorized by City Council on September 12, 2000, under Contract No. 7788 (CCS) for project and construction management services for the construction of crosswalk enhancements and neighborhood traffic improvements for Colorado Avenue and 4^th Street (South of Pico Boulevard). Subsequently, the projects were separated and only the 4^th Street portion of the project was constructed. DMR Team, Inc., is currently under contract to provide project and construction management services for the Colorado portion of the project. Funds are available in their remaining contract.

Public Outreach

Public relations during construction of this project will be provided by DMR Team, Inc., as a part of the construction management effort. The outreach process will consist of public notifications on the scope of the project, potential impacts, schedule, and periodic project updates.

Budget/Financial Impact

Funds in the amount of $1,035,496 for construction are available in the following accounts:

Account Name Amount

C010841.589001 Implement Neigh Traffic Measur $ 386,207

C040456.589000 Crosswalk Improvements $ 362,323

C040474.589000 Colorado Neighborhood Traffic $ 286,966

Total Funds Available $ 1,035,496

The total estimated maintenance cost for landscape, water and trees will be $7,100 per year, and the total estimated maintenance cost for street lighting will be $1,500 per year.

Prepared by:

Allan Sheth, Civil Engineering Associate

Approved:	Forwarded to Council:
Craig Perkins Director – Environmental and Public Works Management Department	P. Lamont Ewell City Manager