City Council Meeting: January 8, 2008

Agenda Item: 1-E 

To:                   Mayor and City Council 

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

Subject:          Award of Construction Contracts for the Annual Street, Sidewalk, Drainage and Civic Auditorium Parking Lot Improvement Project; Appropriation of Proposition C Grant Funds; and Acceptance and Appropriation of Tire-Derived Product Grant Funds

 

Recommended Action

Staff recommends that the City Council:

1.      award a construction contract to Sequel Contractors, Inc., the best bidder, in the amount of $8,259,040 plus a 10% contingency for a total amount not to exceed $9,084,944;

2.      authorize the City Manager to negotiate and execute a construction management agreement with URS Corporation in an amount not to exceed $832,700 (including 10% contingency);

3.      accept a $54,000 Tire-Derived Product Grant from the California Integrated Waste Management Board and authorize budget changes outlined in the Financial Impacts and Budget Actions section of this report;

4.      appropriate an additional $50,000 from Proposition C; and

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

 

 

Executive Summary

 

The Annual Street, Sidewalk, Drainage and Civic Auditorium Parking Lot Improvement Project will provide maintenance and repair to streets and sidewalks, improvements to the Civic Auditorium parking lots, drainage improvements on Broadway Avenue, and other improvements consistent with the project’s scope of work.  Each fiscal year, the City Council authorizes the construction of street improvements identified by the Environmental and Public Works Management (EPWM) Department including street paving, street resurfacing, slurry sealing, and repairs to curbs, gutters, and sidewalks.  The improvements under this project are required to maintain the City’s streets and parking lots at a high functional rating level and to complete a 3-year backlog of sidewalk repairs identified by the City’s Street Maintenance Division. This project will repair 588 of the 2,026 backlog locations.  1,258 locations are being repaired under the Citywide Sidewalk Repair Project currently underway, and the remaining 180 locations are being repaired by Street Maintenance Division crews. Failure to complete the repairs will lead to further deterioration of streets and sidewalks and higher liability exposure. This project is funded by the General, Special Revenue Source, Miscellaneous Grants, Water, Wastewater, Civic Auditorium and Gas Tax funds.

 

Discussion

The street and sidewalk maintenance work consists of asphalt overlay, slurry sealing, re-striping, construction of concrete bus pads on transit routes, sidewalk removal and reconstruction, curb and gutter removal and reconstruction and tree root pruning.  Two existing asphalt intersections will be reconstructed with concrete at 4th Street/Olympic Drive and 20th Street/Arizona Avenue and concrete curb and gutter extensions will be constructed at Centinela Avenue/Nebraska Avenue.  The Civic Auditorium parking lot work consists of slurry sealing and re-stripping the parking area and asphalt overlay of the entrance road. Additionally, drainage improvements are planned on Broadway Avenue between 20th Street and 21st Street and sidewalk improvements on Olympic Boulevard between 20th Street and 21st Street.   This project occurs in the following areas of the City:

 

1) Area bounded by Adelaide Avenue to the north, Lincoln Boulevard to the east, Pico Boulevard to the south and Ocean Avenue to the west;

2) Area bounded by Santa Monica Boulevard to the north, 26th Street and Cloverfield Boulevard to the east, Pico Boulevard to the south and Lincoln Boulevard to the west; and

3) Area bounded by Pico Boulevard to the north, 14th Street to the east, Ocean Park Boulevard to the south and Lincoln Boulevard to the west. 

 

Contractor Selection

A Notice Inviting Bids was published in the Santa Monica Daily Press on October 11 and 12, 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.  Eighteen contractors requested bid documents and three sealed bids were received by the City Clerk’s office.  The following bids were publicly opened and read aloud on November 6, 2007 by the Deputy City Clerk:

            Contractor

Base Bid + Alternate Bid

            Sequel Contractors, Inc.

$8,259,040

            PALP, Inc. dba Excel Paving Company

$8,394,435

            Sully-Miller Contracting Co.

$9,560,270

           City Engineer's Estimate Range                    $6,500,000 to $8,000,000

 

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.

 

Sequel Contractors, Inc., is recommended as the best bidder, based on the quality of services offered and their experience with similar projects including Lakewood Boulevard improvements for the City of Downey and various street improvements for the cities of Laguna Beach and Tustin.  All reference agencies reported the contractor’s work was completed in a timely and cost efficient manner while maintaining consistent quality.  The Center for Contract Compliance found Sequel Contractors, 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 Selection

In July 2006, the City requested Statements of Qualifications for construction management and inspection services for upcoming construction projects throughout the City.  The request for Statements of Qualifications was advertised on the Civil Engineering and Architecture Division’s website.  Twelve firms submitted Statements of Qualifications for this Project, which were reviewed and rated by EPWM staff.  Selection criteria included experience on similar projects, staffing efficiency, technical competence, understanding of the project’s scope, approach to the work, qualification of proposed staff, and the ability to meet required time frames.  The top six firms qualified for the Street, Sidewalk, Drainage and Civic Auditorium Parking Lot Improvement Project were invited to interview with the City.  Staff from EPWM completed the interviews of the firms in August of 2007.  URS Corporation is the top ranked firm. 

 

URS Corporation is recommended as the best proposer to provide construction management and construction inspection services.  Their services will include public outreach, construction management, material testing, and continuous inspection of the contractor’s work.  URS Corporation has relevant experience working on street resurfacing projects for the County of San Bernardino, City of Monterey, and City of Seaside.  City staff contacted reference agencies and all respondents reported that the firm provided exceptional construction management and inspection services.

 

Public Outreach

Public relations during construction of this project will be provided by URS Corporation 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.

 

Financial Impacts & Budget Actions

The total project cost, including construction, construction management and contingencies, is estimated to not exceed $9,917,644.  Funds in the amount of $9,917,644 for construction and construction management are available in the following accounts:

 

Account                                  Name                                                                          Amount          

M010152.589000                 Street Repair/Resurfacing                                       $    5,156,098

M020152.589000                 Street Repair/Resurfacing                                       $    1,981,833

C040356.589000                 Street Resurfacing - Mitigation                                $          90,000

C040367.589000                 Olympic Blvd Sidewalks                                           $       114,000

C200777.589000                 Prop A Bus Pads                                                      $       290,000

M200152.589008                 Prop C Street Repair/Resurfacing                          $       775,000

M200152.589600                 Tire-Derived Product Grant                                     $          36,000

M250152.589000                 Street Repair/Resurfacing                                       $       392,853

M310152.589000                 Street Repair/Resurfacing                                       $       196,695

C320563.589000                 Civic Auditorium Renovation PR                             $       220,000

M430728.589000                 Traffic Congestion Relief                                         $       665,165

Total Funds Available        $    9,917,644

 

The following budget actions are required to record receipt of the grant funds and make them available for program use:

1.            establish a revenue budget in the amount of $54,000 at account number 20402.406180 (Tire Derived Product Grant);

2.            appropriate $54,000 in capital improvement project account number M200152.589600 (Tire Derived Product Grant); and

3.            appropriate $50,000 to capital improvement project account number M200152.589008 (Street Repair/Resurfacing).

 

The Tire-Derived Product Grant will be split between Sequel Contractors, Inc., and the City’s Maintenance Division for purchase and installation of rubber sidewalks (which is made from 100% California recycled tires).  Funds in the amount of $36,000 will be encumbered under the Sequel Contractors, Inc., contract and the remaining $18,000 will be utilized by the City’s Street Maintenance Division.

 

 

 

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