SR-6H (8)
MAY 2 3 1995
EPWM:CP:AH:pam.CC1200.3 [S: \SP1200] Santa Monica, California
council Meetlng Ma y 2 3 , 1995
TO: Mayor and City Council 6H
FROM Clty Staff
SUBJECT Award of Contract to Construct Cloverfield Boulevard
Improvements - Phase I and Recommendation to Authorize
the Clty Manager to Negotiate and Execute a Professional
Services Contract for the Construction Management of the
Cloverfleld Boulevard Improvement Project - Phase I
Introduction
This report recommends that the City Council award a construction
contract to the firm of Grifflth Company, the lowest responsible
bidder, in the amount of $1,056,325 for the Cloverfield Boulevard
Improvement Project - Phase 1. This report also recommends that
the City Council authorize the City Manager to negotlate and
execute a Professlonal SerVlces contract with the flrm of Harris &
Associates for construction management services for the Cloverfield
Boulevard Improvement Project - Phase I In the amount of $172,500.
Backqround
The City Council appropriated funds in flscal years 1989-90 and
1990-91 for the Cloverfield Boulevard Widening Project - Phases I
and II. The Cloverfleld Boulevard Widenlng ProJect proposes to
widen the roadway from the Santa Monica Freeway to 390 feet north
of Colorado Avenue to provlde three travel lanes in each direction
with left turn channelizatlon. The project scope also includes
widening the westbound off-ramp of the Santa Monica Freeway at
Cloverfield In order to allevlate the frequent vehicle congestion
at that location
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MAY 2 3 1995
Cloverf~eld Boulevard north of the Santa Monica Freeway ~s one the
city's most important arterial roadways. It serves not only the
Speclal Off~ce District, but also the hospital area and signlficant
employment and residential areas on the east side of the City.
The proJect is dlvided into two phases. Phase I conslsts of
widenlng Cloverfield Boulevard from Route 10 to Michigan Avenue;
wldenlng the off-ramp, englneerlng High-Occupancy Vehicle (HOV)
lanes and assoclated rights-of-way, and acquiring property as
needed. Phase II of the project will conslst of widening
Cloverfleld Boulevard from Michigan Avenue to 390 feet north of
Colorado Boulevard, conducting intersection improvements (new
pavement, new curb returns, relocatlon of utilitles, new traffic
signals and llghts, and replacing ADA ramps) along Cloverfield
Boulevard at M~chigan Avenue, at 26th Street, at Olympic Boulevard
and at Colorado Avenuej and narrowlng 26th Street. Design and
property acquisition is currently underway for this phase and is
scheduled to be completed by November, 1995. On August 11, 1992,
Clty Council certifled the Environmental Impact Report (EIR) for
the widening of Cloverfleld Boulevard.
On January 24, 1995, Clty Counc11 adopted a Resolution of Necessity
to acqu~re property interests by eminent domain for the Cloverfield
Boulevard Widening Project - Phase I. The addltional right-of-way
wldth needed for Phase I project varies from 2 feet to 8 feet and
wlll provide for a new northbound travel lane and an 8-foot
sldewalk area for ADA public access purposes.
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Discussion
A Notice Inviting Blds for the construction contract was published
on February 10 and 11, 1995 in The Outlook as well as in four (4 )
constructlon journals. Bidding documents were sent to six (6 )
Woman/Mlnority BUSlness Enterprlse Associations. Bldding packages
were requested by forty-one (41) contractors and the Clty Clerk's
offlce received flve (5) sealed bids which were publicly opened and
read aloud on April 26/ 1995, at 3:00 by the Deputy City Clerk.
The b~d results were as follows:
1. Grlfflth Company $1,056,325
2. Sully-Miller Contractlng Company $1,228,542
3 . Hlllside Contractors $1,249,000
4. Damon Construction Company (WBE) $1,312,491
5. Excel Paving Company $1,374,776
City Englneer's Estlmate . $1,200,000
The lowest responsible bldder, Grifflth Company, supplled the City
with three (3) references and all references reported that the
contractor's work was satisfactory. The State Contractors' License
Board verified that the contractor's llcense is current, active and
In good standing.
A Request for Quallflcations (RFQ) for construction management
services on the Cloverfield Improvement Project - Phase I was
lssued on June 13, 1994. Responses were received from ten (10)
flrms A staff reVlew comm~ttee was formed cons~sting of the C~ty
Engineer, three civll engineers and the project manager for the
Cloverfleld Widenlng Project.
Interviews of the short listed flrms were conducted. Selection
criteria lncluded understanding and approach to the work,
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experience with similar kinds of work, qualification of staff and
ability to meet tight t1.me schedules with a minimum amount of
changes during construction
The review commlttee recommends the f1rm of HarrlS & Associates for
the construction management services of Phase I of the project.
This work 1ncludes overseeing the contractor during the
construction period to ensure that the contractor conforms with
plans and speclflcations, to moni tor traffic control and detour
plans, to coordinate wlth Caltrans for the freeway portion of the
work, to reVlew change order requests and to provide information to
the construction contractor on an as-needed basis.
Budqet!Flnancial Analysis
A. FUNDS REQUIRED FOR THE CONSTRUCTION CONTRACT
Construction Contract . . . . . . $1,056,325
Contingency (20%) . . . $ 211,675
TOTAL . . . . $1,268,000
Funds for the construction are available 1n the following CIP
account:
Account Number
01-770-415-25191-8905-99145
Contract Contingencies Total
$1,056,325 $211,675 $1,268,000
B FUNDS REQUIRED FOR THE CONSTRUCTION MANAGEMENT CONTRACT
Construction Management Contract $150,000
Cont1ngency (15%) . . $ 22,500
TOTAL . $172,500
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Funds for the construct1on management services are available in the
following elP account:
Account Number 01-770-415-25191-8905-99145
Contract eontinqencies Total
$150,000 $22,500 $172,500
Recommendat1on
It is recommended that the City Council:
l. Award a contract for the construction of the Cloverfield
Boulevard Improvement Project - Phase I to the firm of
Grifflth Company, the lowest responsible bidder, In the amount
of $1,056,325; and
2. Authorize the C1.ty Manager to negotiate and execute a
professional serVlces contract with the flrm of Harris &
Associates for construction management services on the
Cloverfield Widening Improvement Project - Phase I in the
amount of $172,500i and
3. Authorize the City Engineer to issue any necessary change
orders to complete additional wor1c in conformance w~th the
Administrative Instructions on change orders.
Prepared by: Cralg Perk1ns, Director of Environmental and Public
works Management Department
Anthony Ant1ch, City Engineer
Ron Fuchiwakl, City Parking & Traffic Engineer
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