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Council Meeting October 27,1998
(PL
OCT 2 71998
Santa Monica, California
TO Mayor and City Council
FROM City Staff
SUBJECT Award of Construction Contract for Repair of Earthquake Damaged Sewer
Mains In Euclid through 18th Court between Georgina and Colorado
Avenues and Authorization to Negotiate and Execute a Professional
Services Contract for Construction Management and Inspection ofthe Sewer
Repair Work
Introduction
This report recommends that the City CounCil award a construction contract for the repair
of earthquake-damaged sewer mains In Euclid through 18th Court between Georgina and
Colorado Avenues to Preussag Pipe Rehabilitation, Inc , In the amount of $3,018,122
Staff also recommends that the City CounCil authorize the City Manager to negotiate and
execute a professional services agreement In an amount not to exceed $373,870 with the
construction management firm of Hams & ASSOCiates, Inc , for construction management
and inspection services
Background
After the Northrldge Earthquake of January 17, 1994, the City Initiated 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 FEMAlOES has
approved $68 million for the repair of the earthquake damaged sewer system throughout
the City of Santa Monica This project Will repair earthquake damaged sewer mains at
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OCT 2 7 1998
seven separate locations In order to minimiZe the Impact of this construction project on
the publiC, the repair of the sewer mams will be done uSing trench less methods, where
possible
In addition to the earthquake repair work, City staff has Idenllfled necessary non-
earthquake related sewer upgrades which will be done as part of this construction prOject
This additional work IS tYPically part ofthe City's annual sewer maintenance program which
IS funded by the City's Wastewater Fund This work Includes the lining of utility accesses,
replacing eXisting obsolete maintenance-hole frames and covers, mcreaslng main sizes
and Installmg additional utility accesses where required for mamtenance purposes
throughout the project area
DIScussion
A Notice Inviting Bids was published on August 17 and August 18, 1998 In The Los
Angeles Times as well as In four construction Journals, one electronic plan room and one
Internet advertlsmg consultant In addition, blddmg documents were sent to eight
women/minority-owned business enterprise associations (WMBE) Bid packages were
requested by sixteen contractors The City Clerk's office received four sealed bids, which
were publicly opened and read aloud on September 15, 1998 by the Deputy City Clerk
Results were as follows
1
2
3
4
Preussag Pipe Rehabilitation, Inc
Miller Pipeline Corporation
John T Malloy, Inc
Tomovlch and Associates
City Engineer's Estimate
2
$3,018,122
$3,239,116
$4,566,711
$5,796,268
$5,000,000
Preussag Pipe Rehabilitation, Inc has provided the City with five references for projects
within Los Angeles County 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 standing
In addition to the award ot 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 inspection of the construction work detailed
above Requests for Proposals were sent to five construction management firms inViting
them to submit proposals tor construction management and Inspection services The City
received three proposals The recommended firm, Hams & ASSOCiates. has managed the
most recent sewer rehabilitation project for the City of Santa MOnica and has provided both
staff and reSidents With excellent service
BudgeUFlnanclallmpact
FUNDS REQUIRED FOR CONSTRUCTION CONTRACT
Contract $3,018,122
Contingency 600,000
SUB -TOTAL $3,618,122
FUNDS REQUIRED FOR CONSTRUCTION MANAGEMENT CONTRACT
Contract $373,870
Contingency 74,000
SUB -TOTAL $447,870
TOTAL FUNDS REQUIRED $4,065,992
3
SuffiCient budget authonty for all ofthe contract expenses which are eligible for FEMAlOES
reimbursement eXists In the Disaster Relief accounts listed In Exhibit A, which is attached
to this staff report
The Wastewater Fund will finance non-earthquake related maintenance work, sewer main
upgrades. and the associated construction management and Inspection costs
recommended by this report An amount of $176,986 for annual sewer repair work IS
available In Account #31-760-661-20099-8900-99622, "Sewer Repair Project #5" An
amount of $79.796 for sewer main upgrades IS available In Account #31-760-661-20099-
8900-99921. "Sewer Upgrades #5" In addition, 10% of the construction costs In the
amount of $313,520 which FEMAfOES withholds from reimbursement until final audit,
occurnng several years from now, Will be appropnated from the Wastewater Fund to a City
Match Account, #31-760-661-20099-8905-99124 Additionally, contingency funds In the
amount of $674.000 are available In Account #31-760-661-20099-8900-99622, "Sewer
Repair Project #5 "
Recommendation
Staff recommends that the City CounCil
Award a contract for repair of earthquake-damaged sewer mains In Euclid through
18th Courts between Georgina and Colorado Avenues to Preussag Pipe
Rehabilitation, Inc, the lowest responsible bidder, In the amount of $3,018,122,
2 Authonze the City Manager to negotiate and execute a profeSSional services
contract with Hams & ASSOCiates for construction management and inspection
services In the amount of $373,870,
4
3 Authorize the City Engineer 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 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
Jack Schroeder, P E , Sewer Repair Program Manager
Susan Lowell, P E , CIvil Engineer
5
EXHIBIT "A"
ACCOUNT INFORMATION
FEMA PORTION OF CONSTRUCTION CONTRACT
SOURCE OF DSR ACCOUNT NUMBER TOTAL
FUNDS
FEMA 85203 13-500-402-39307-5501-13006 $482,743
85233 13-500-402-39328-5501-13006 $420,219
85257 13-500-402-39431-5501-13006 $361,250
85239 13-500-402-39340-5501-13006 $455.437
85247 13-500-402-39342-5501-13006 $516,285
85208 13-500-402-39303-5501-13006 $479,363
85237 13-500-402-39358-5501-13006 $ 73,305
TOTAL FEMA PORTION $2,788,602
CITY PORTION Repair Project #5 31-760-661-20099-8900-99622 $158,292
Upgrades #5 31-760-661-20099-8900-99921 $71,228
TOTAL CONSTRUCTION CONTRACT $3,018,122
CITY MATCH (10% of FEMAAmt) 31-760-661-20099-8905-99124 $278,860
PROJECT CONTINGENCY 31-760-661-20099-8900-99622 $600,000
CONSTRUCTION MANAGEMENT AND INSPECTION CONTRACT
SOURCE OF DSR ACCOUNT NUMBER TOTAL
FUNDS
FEMA 85203 13-500-402-39307-5506-13006 $53,194
85233 13-500-402-39328-5506-13006 $51,075
85257 13-500-402-39431-5506-13006 $42,350
85239 13-500-402-39315-5506-13006 $50,235
85247 13-500-402-39342-5506-13006 $78,082
85208 13-500-402-39303-5506-13006 $60,867
85237 13-500-402-39417-5506-13006 $10,805
TOTAL FEMA PORTION $346,608
CITY PORTION Repair PrOject #5 31-760-661-20099-8900-99622 $18,694
Upgrades #5 31-760-661-20099-8900-99921 $8,568
TOTAL PROFESSIONAL SERVICES CONTRACT $373,870
CITY MATCH (10% ofFEMA Amlll 31-760-661-20099-8905-99124 $34,660
CONTINGENCY I 31-760-661-20099-8900-99622 $74,000