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EPWM CP AA RS.sm SP1621[s \cc1621 wpd] SEP 1 6 1997
Council Meeting September 16, 1997 Santa Momca, Callforma
TO Mayor and CIty Council
FROM City Staff
SUBJECT Award of ConstructIon Contract for RepaIr of Earthquake Damaged Sewer
Mams In 1st through 12th Courts between Georgina and Colorado Avenues
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 sewer mains m 1st through 12th Courts between Georgina and
Colorado Avenues to Insltuform Southwest, Inc, the lowest responsible bidder, In the
amount of $4,651.285 Staff IS also recommendmg that the City Council authOrize the
City Manager to negotiate and execute a profeSSIonal services agreement In an amount
not to exceed $360,000 With the constructIon management firm of Harns & Associates,
Englneenng Consultants, for construction management and inspection services
Background
The City of Santa MOnica's sanitary sewer system sustamed damage dUring the Northndge
Earthquake of January 17, 1994 Immediately after the disaster, the City Inltrated 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) approve funds for the repair work
FEMA/OES has approved $68 million for the repair of the earthquake damaged sewer
1 -. 6A
SEP 1 6 1997
system throughout the City of Santa Monica
ThIS project wIll repaIr earthquake damaged sewer maIns and maIntenance access holes
at 16 locations throughout the City The damage was documented by FEMAlOES and
CIty Staff dUring the preparatIon of Damage SUNey Reports (DSRs), whIch IdentIfy the
scope of repair work, approximate the cost of repair, construction management and
mspectlon, contingencies and CIty staff tIme
Two additional components of thiS project Include repair to mamtenance access holes and
upgrading the capacity of sewer mams at certain locations The capacIty upgrade was
designed as a result of a citYWIde flow momtorlng study The City has requested that these
components be reimbursed by FEMA ThiS portion of the project will be funded temporarily
from the Wastewater Fund until the supplemental DSRs are approved
In order to minimiZe the Impact of thiS constructIon project on the pubhc, the repaIr of the
sewer mains Will be done usmg trenchless technology methods In locations where It IS
possIble These proposed methods Include the installation of a 'Lllner" InSide the eXlstmg
sewer pipe or the installation of a larger pipe through the eXlstmg pipe by a method called
'-pipe burstIng" These methods are preferred to traditional excavation/replacement
methods Since access to the area can be mamtalned dunng construction thus mInimizing
disruption to local reSidents and busmesses 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
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In addition to the earthquake repaIr work, City staff has Identified necessary non-
earthquake related sewer upgrades whIch Will be done as part of this construction project
ThiS additional work IS typIcally part of the City's annual sewer mamtenance program which
IS funded by the City's Wastewater Fund ThiS work mcludes the repair of the access hole
bottoms. replacement of eXisting obsolete access hole frames and covers, and Installing
additional access holes where required for mamtenance purposes throughout the project
area
The reSidents and businesses affected by thiS project Will receive three information letters
providing schedule mformatlon In their neighborhood The first letter Will be sent 10 days
pnor to the start of the project, the second letter Will serve as a remmder two days prior,
and the final letter Will announce the completion of the project Problems and complaints
can be responded to 24 hours a day by the construction management firm ReSidents and
bUSinesses Will be proVided an 800 telephone number to report concerns
DISCUSSion
A Notice InVIting Bids was published on May 15 and May 16,1997 In The Outlook, as well
as In four construction journals, one electrOnic plan room and one Internet advertiSing
consultant In addition. bidding documents were sent to eight women/mlnonty-owned
busmess enterpnse aSsociations (WMBE) Bid packages were requested by sixteen
contractors The City Clerk's office received two sealed bids, which were publicly opened
and read aloud on June 24, 1997 by the Deputy City Clerk
3
Results were as follows
1 Insltuform Southwest, Inc $4,651,285
2 U- Liner West . $4,986,667
City Engineer's Estimate $4,700,000
The low bidder. Insltuform Southwest, Inc , IS currently under contract with the City to repair
earthquake damaged sewer mains In Lincoln and 11th Courts between Georgina and
Colorado Avenues City staff expects the project to be completed on schedule and within
budget Insltuform Southwest, Inc , has previously completed sewer repair projects for the
City Insltuform Southwest, Inc, supplied the CIty With seven references and all
references reported that the Contractor's work was satisfactory The State Contractors'
License Board verified that the Contractor's license IS current and In good standmg
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 construction management and mspectlon of the construction work detailed
above Requests for Proposals were sent to eight construction management firms Invltmg
them to submit proposals for construction management and Inspection services The City
received five proposals The recommended firm, Hams & Associates, supplied the City
With seven references and all references reported that the consultant's work was excellent
4
Budget/Financial Impact
FUNDS REQUIRED FOR CONSTRUCTION CONTRACT
Contract $4,651,285
Contingency (15%) $ 697.693
SUB TOTAL $5,348,978
FUNOS REQUIRED FOR PROFESSIONAL SERVICES CONTRACT
Contract $ 360,000
Contingency (15%) $ 54.000
SUBTOTAL $ 414,000
TOTAL FUNDS REQUIRED $ 5,762,978
SuffiCIent budget authority for all of the contract expenses which are eligible for
FEMAlOES reimbursement at this time eXists In the Disaster Rehef (13) Fund's
-'Citywide Sewer Repairs" prOject account In order that the FEMAlOES
reimbursement - ehglble project expenses may be budgeted and tracked properly by
work site, It Will be necessary to transfer appropriate amounts of budget authority from
the CitywIde Sewer Repairs project account (#13-500-661-86780-8820-13006) to
IndiVidual 13 Fund project accounts for each of the work sites The total amount of
budget authonty to be transferred out of the Citywide Sewer Repairs account at this
time equals $4,605,425 The dlstnbutlon of thiS amount to the new individual work site
accounts IS shown with the "FEMA Portions" of the spreadsheets shown wIthin ExhIbit
A, which IS attached to thiS staff report
5
Currently. a portion of the earthquake related construction and professional services
recommended by this report have not been approved by FEMAlOES for reimbursement
I n order to finance this portion of the project, the Wastewater Fund will be utilized until
supplemental DSRs are approved by FEMA An amount of $793,409 from the Wastewater
Fund IS available In account no 31-760-661-20098-8905-99124 ("Earthquake Sewer
Repair - City Match") The Wastewater Fund will be reimbursed once supplemental DSRs
are approved
The Wastewater Fund Will also be utilized to finance non-earthquake related mamtenance
work and the associated constructIOn management and Inspection cost recommended by
thiS report An amount of $164,144 IS available In account no 31-760-661-20097-8900-
99120 and an amount of $200,000 IS available In account no 31-760-661-20098-8900-
99920 for thiS work
FEMA/OES Will advance 90% of the $4,605,425 ($4,471,286 for construction plus
$134,139 for construction management) req u Ired for the reimbursable portion of thiS
proJect. and the remaining 10% Will be provided after the project IS completed and final
FEMNOES Inspection and audit, whIch may not take place for several years To finance
the 10% amount dUring the mterlm, an additional $460,543 IS to be appropnated In the
Wastewater Fund's Earthquake Sewer Repair - City Match CIP Account (#31-760-661-
20098-8905-99124) Necessary Wastewater Fund appropnatlons are also shown In detail
wlthm the attached Exhibit A
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Recommendation
Staff recommends that the City Council
1 Award a contract for repair of earthquake-damaged sewer mains In 1 st throug h 12th
Courts between GeorgIna and Colorado Avenues to Insltuform Southwest Inc I the
lowest responsIble bidder, In the amount of $4,651,285,
2 AuthOrize the City Manager to negotiate and execute a profeSSional services
contract WIth Hams & ASSOCiates for construction management and inspection
servIces In the amount of $360,000,
3 AuthOrize the City Engmeer to Issue any necessary change orders to complete
additional work In conformance With the AdmInistrative Instructions on change
orders, 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 Antlch, P E , CIty Engineer
Eugenia ChUSld, CIVil Engmeer ASSOCiate
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EXHIBIT uA"
SPECIFIC ACCOUNT INFORMATION
EXHIBIT "A"
CONSTRUCTION CONTRACT
SOURCE OF FUNDS ACCOUNT NUMBER CONSTRUCTION CONTINGENCY TOTAL
CONTRACT (15%1
CURRENT 13-500-402-39362-5501-13006 $221,529 533,229 $254,758
FEMA PORTION 13-500-402-39368-5501-13006 $258,020 $38,703 $296,723
13-500-402-39364-5501-13006 $134.459 $20,169 $154,628
13 -500-402-3931 5-5501-13006 $152,361 $22,854 $175,215
13 -500-402-39366-5501-13006 5259,066 538,860 $297,926
13-500-402-39356-5501-13006 5278,495 541,774 $320,269
13-500-402-39358-5501-13006 5261,550 539,233 $300,783
13-500-402-39317 -550 1-13006 5604,492 $90,674 $695,166
13-500-402.39309-5501-13006 $80,301 $12,045 $92,346
13-500-402-39376-5501-13006 $495.815 $74,372 $570,187
13-500-402-39321-5501-13006 $385,729 $57,859 $443,588
13-500-402-39326-5501-13006 $557,132 $83,570 $640,702
13-500-402-39311-5501-13006 $44,160 $6,624 $50,784
13-500-402-39330-5501-13006 5100,166 $15,025 $115,191
13-500-402-39313-5501-13006 $54,800 58,220 $63,020
($ 4,471,286 In total) 53,888,075 $583,211 $4,471,286
CITY PORTION 31-760-661-20098~900-99920 $161,419 $24,213 $185,632
31-760-661.20097~900-99120 $132,481 $19,872 $152,353
($ 337,985 In total) $293,900 $44,085 $337,985
INTERIM ACCOUNT" 31-760-661-200 98~905-99124 $469,310 570,397 $539,707
($ 539,707 In total)
TOTAL CONSTRUCTION CONTRACT $4,651,285 $697,693 $5,348,978
CONSTRUCTION MANAGEMENT AND INSPECTION CONTRACT
SOURCE OF FUNDS ACCOUNT NUMBER CM&I CONTINGENCY TOTAL
CONTRACT (3%' (15%)
CURRENT 13-500-402-39362-5506-13006 $6,646 $997 $7,643
FEMA PORTION 13-500-402-39368-5506-13006 $7,741 $1,161 $8,902
13-500-402-39364-5506-13006 $4,034 $605 $4,639
13-500-402-39315-5506-13006 $4,571 5686 $5,256
13-500-402.39366.5506-13006 57,772 51 , 166 $8,938
13-500-402-39356-5506-13006 $8,355 51 ,253 $9,608
13-500-402-39358 -5506-13006 $7,847 $1,177 $9,023
13-500-402-39317 -5506-13006 $18,135 $2,720 $20,855
13-500-402-39309-5506-13006 $2,409 $361 $2,770
13-500-402-39376-5506-13006 $14,874 $2,231 $17,106
13-500-402-39321-5506-13006 $11,572 $1,736 $13,308
13-500-402-39326-5506-13006 $16,714 $2,507 $19,221
13-500-402-39311-5506-13006 $1,325 $199 $1,524
13-500-402-39330-5506-13006 $3,005 $451 $3,456
13-500-402-39313-5506-13006 $1,644 $247 $1,891
($ 134,139 In total) $116,642 $17,496 $134,139
CITY PORTION 31-760-661.20098~900-99920 $12,494 $1,874 $14,368
31-760-661-20097-8900-99120 $10,253 $1,538 $11,791
($ 26,159 10 tota I) 522,747 $3,412 $26,159
INTERIM ACCOUNT" 31-760-661-20098-8905-99124 $220,610 533,092 $253,702
($ 253,702 In total)
TOTAL PROFESSIONAL SERVICES CONTRACT $360,000 $54,000 $414,000
* INTERIM ACCOUNT REQUIRED TO FUND EARTHQUAKE RELATED CONSTRUCTION AND
PROFESSIONAL SERVICES WORK UNTIL SUPPLEMENTAL DSR'S ARE APPROVED BY FEMA
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EXHIBIT "A"
CONSTRUCTION CONTRACT SUPPLEMENTS
SOURCE OF FUNDS SUPPLEMENTAL DSR ESTfMA TED CONTINGENCY TOTAL
ACCOUNT NUMBER SUPPLEMENTS (15%)
FEMA PORTION 13-500-402-39362-5501-13006 $30,000 $4,500 $34,500
13-500-402-39368-5501-13006 $21,500 $3,225 $24,725
13-500-402-39364-5501-13006 $12,500 $1,875 $14,375
13-500-402-39315-5501-13006 $14,500 $2,175 $16,675
13-500-402-39386-5501-13006 $19,500 $2,925 $22,425
13-500-402-39356-5501-13006 S6,000 $900 $6,900
13.500-402 -39358-5501-13006 522,000 53,300 $25,300
13-500-402-39317 -5501-13006 595,392 514,309 $109,701
13-500-402-39309-5501-13006 $0 $0 $0
13-500-402-39376-5501-13006 $116,648 $17,497 $134,145
13-500-402-39321-5501-13008 $17,500 $2,625 $20,125
13 -500-402-39326-5501-13006 $106,270 515,941 $122,211
13-500-402-39311-5501-13006 $4,500 5675 $5,175
13-500-402-39330-5501-13006 $0 $0 $0
13-500-402-39313-5501-13006 $3,000 $450 $3,450
SUB-TOTAL $469,310 $70,397 $539,707
INTERIM ACCOUNT-. 31-760-861-20098-8905-99124 $469,310 $70,397 $539,701
CONSTRUCTION MANAGEMENT AND INSPECTION SUPPLEMENTS
SOURCE OF FUNDS SUPPLEMENTAL DSR ESTIMATED CONTINGENCY TOTAL
ACCOUNT NUMBER SUPPLEMENTS (15%)
FEMA PORTION 13-500 -402 -39362-5506 -13006 512,822 $1,923 $14,745
13 -500 -402-39368-5506 -13006 $13.894 $2,084 $15,978
13-500-402-39364-5506-13006 $7,341 $1,101 $8,442
13 -500 -402-39315-5506 -13006 $8,344 $1,252 $9,595
13 -500-402-39366-5506-13006 $13,788 $2,068 $15,851
13 -500-402-39356-5506-13006 513,664 $2.050 $15,114
13 -500-402-39358-5506-13006 $14,100 $2,115 $16,215
13-500-402-39317 -5506-13006 536,035 $5,405 $41,440
13-500-402-39309-5506-13006 $3,806 $571 $4,371
13-500-402-39378-5506-13006 $32,529 $4,879 $37,408
13-500-402-39321-5506-13006 $19,637 $2,946 $22,583
13-500-402-39328-5506-13006 $34,632 $5,195 $39,827
13-500-402-39311-5506-13006 52,441 $366 $2,808
13-500-402-39330 -5506-13006 $4,748 $712 $5,460
13-500-402-39313-5506-13006 $2,830 $424 $3,254
SUB-TOTAL $220,610 $33,092 $253,102
INTERIM ACCOUNT*- 31-760-661-20098-8905-99124 $220,610 $33,092 $253,702
I TOTAL I 31-760-661-20098-8905-99124 I $689,920 I $103,488 I $793,409 I
-. ADDITIONAL $ 460,54300 TO BE ADDED TO THE 31-760-661-20098-8905-99124 ACCOUNT TO
COVER 10% OF REMAINING COST WHICH WILL BE RETAINED BY FEMA UNTIL FINAL AUDIT
.- 31 FUND WILL BE REIMBURSED ONCE SUPPLEMENTAL DSR'S ARE APPROVED BY FEMA
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