SR-6-D (77)
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EPWM CP AA RS sm SP1738[s \cc1738 WPd]Cmu~ 7Y'S1f (lkl'/'/..i) FEB 231999
CouncIl Meeting February 23, 1999 Santa MOnica, California
TO Mayor and City Council
FROM City Staff
SUBJECT Rejection of Bids Received for Project 7 A and 8A, the Repair of Earthquake
Damaged Sanitary Sewer Mains In Cloverfield Boulevard between Colorado
Avenue and PIca Boulevard and In PICO Boulevard between Centmela
Avenue and Main Street, Authorization to Negotiate and Execute an
Amendment to Contract 7403 (CCS) to Include Project 7A and 8A Sewer
Repair Work, and Authorization to Negotiate and Execute an Amendment to
Contract 7404 (CCS) for ConstructIon Management and Inspection of Project
7 A and 8A Sewer Repair Work
Introduction
ThiS report recommends that the City Council reject all bids received for the repair of
earthquake-damaged sewer mains In Cloverfield Boulevard between Colorado Avenue and
PICO Boulevard. and In PICO Boulevard between Centrnela Avenue and Mam Street, and
authorrze the City Manager to negotiate and execute an amendment m an amount not to
exceed $2,298.882 to Contract 7403 (CCS) With Preussag Pipe RehabilitatIon (PPR) to
Include the above-described sewer repair work Staff also recommends that the City
CounCil authonze the City Manager to negotIate and execute an amendment In an amount
not to exceed $190.900 to Contract 7404 (CCS) With Hams & Associates, Englneenng
Consultants, for construction management and Inspection services
Backqround
The City of Santa Monica's sanitary sewer system sustamed damage dunng the Northndge
Earthq uake of January 17. 1994 Immediately after the dIsaster, the CIty Initiated a
cltywlde inspectIon program of the sewer system to IdentIfy the locatIons that were
1 (,D
FEB 2 3 1999
damaged and to request that the Federal Emergency Management Agency (FEMA) and
the State's Office of Emergency Services (DES) reimburse the City for the cost of the
repair work FEMA prepared a Damage Survey Report for the work In PICO Boulevard and
Cloverfleld Boulevard, and subsequently agreed to reimburse the City for the costs of
repairs
This proJect will repair earthquake and non-earthquake-damaged sewers and maintenance
access holes In PICO Boulevard In advance of the PIca Streetscape Project, as well as
repair damaged sewers In Cloverfield Boulevard In advance of pending street Improvement
work In addition to the eligIble earthquake repair work, City staff has Identified necessary
non-earthquake and non-reimbursable sewer system upgrades which will be done as part
of thiS construction project ThiS additional work IS part of the City's annual sewer
maintenance program funded by the City's Wastewater Fund ThiS work Includes the
repair of the maintenance access holes, replacement of eXisting obsolete access hole
frames and covers, installation of additional access holes where required for maintenance
purposes, and capacity upgrades throughout the project area
DISCUSSion
ConstructJOn
A Notice InvIting Bids was published on December 17 and 18, 1998 In The Sun, as well
as posted on December 14 and 15, 1998 at City Hall, Police Department and at Mam
LIbrary A Notice I nVltlng Bids was also published In four construction Journals, one
electronic plan room and by one Internet advertiSIng service In addition, bidding
documents were sent to eight women/mlnonty-owned bUSiness enterpnse associations
2
(WMBE) BId packages were requested by 22 contractors The City Clerk's offIce received
two sealed bIds, which were publicly opened and read aloud on January 19, 1999, by the
Deputy City Clerk
Results were as follows
1 Dames & Moore $1,821,492
2 Preussag Pipe Rehabilitation $2,133,662
City Engineer's Estimate $1,950,000
The low bidder. Dames & Moore, has been found to be non-responsIve to the CIty's
qualifications requirements Included In the Bidding Documents and Specifications After
diScussions WIth Dames & Moore, they have requested that they be permItted to WIthdraw
their bid A copy of their letter IS attached hereto (ExhIbit A)
The second low bidder. Preussag PIpe RehabilitatIon (PRP), has recently been awarded
Contract 7403 (CeS), to carry out pipe rehabilitation work elsewhere In the City I n staff
diScussions With PRP representatives, It has been found that slg mflcant cost savmgs could
be realized If sewer repair work required In Project 7 A & SA were added as an amendment
to PRP's eXisting contract. rather than entenng into a separate contract PRP has
indIcated that they Will carry out the work In Project 7A & 8A as an amendment to Contract
7403 (CCS) for the amount of 51,999,028 ThiS represents a savmgs to the City of
$134,634 from the second low bid due to the reduction In mobilization expenses and
consolidation of overhead DOing the work In Project 7 A & 8A as an amendment Will permit
PRP to begin work on PICO Boulevard more qUickly than If a separate contract were to be
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awarded This qUick start IS Important In order to avoid a delay In startmg and completing
the PICO Streetscape project
ConstructIon Management
In addition to authorizing an amendment for sewer repair work, this report recommends
that the City Council authorize the City Manager to negotiate and execute an amendment
to professional services Contract 7404 (CCS) wIth Hams & Associates for construction
management and Inspection, In the amount of $166,000 Of SIX professional services firms
recently submItting proposals for construction management and inSpection, Hams &
ASSOCiates was found to be most responsIve to the City's needs Rather than entenng Into
a separate contract with Hams & ASSOCiates, staff conSiders It prudent and most cost-
effective to add InspectJon of Projects 7 A & SA to their eXisting construction management
and Inspection contract
In order to minImiZe the Impact of thiS construction project on the publIc, the repair of the
sewer mains Will be done uSing trenchless technology methods In locations where It IS
pOSSible These proposed methods Include the Installation of a "Imer" inside the eXisting
sewer pipe or the installation of a larger pipe through the eXisting pipe by a method called
'.plpe burstlng-' These methods are preferred to traditional excavation/replacement
methods since access to the area can be maintained dunng construction, thus minimizing
disruption to local residents and bUSinesses In areas where repair by trench less
technology methods IS not feaSible, the eXlstmg damaged sewer pipes WIll be replaced with
new sewer pipe by traditIonal methods
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The residents and businesses affected by this project will receive four Informational letters
outlining construction schedules for their neighborhood The first letter Will be sent one
month prior to startmg construction and Will have overallmformatlon about the upcommg
project The second letter, sent 10 days pnor to the start of the project, Will be sent to the
residents and businesses With speCifiC Information about the dates of construction In their
area The thIrd letter Will serve as a remmder two days prior to constructIon and the fmal
letter Will announce the completIon of the project PubliC calls With questions and concerns
Will be responded to 24 hou rs a day by the construction management firm Residents and
businesses Will be prOVided a toll free telephone number In the mformatlonalletter
Budqet/Flnanclal Impact
FUNDS REQUIRED FOR CONSTRUCTION CONTRACT
Contract $1,999,028
Contingency (15%) $299,854
SUB TOTAL $2,298,882
FEMA Will contribute $1.818,663 to thiS portion of the project usmg the 13 Fund account
numbers 13-500-402-39467-5501-13006 for $750,075, 13-500-402-39429-5501-13006
for $530,784. 13-500-402-39425~5501-13006 for $101,671, 13-500-402-39461-5501-
13006 for $361,919, and 13-500-402-39455-5501-13006 for $74,214 The City Will
contribute $180,365 from account #31-760-661-20099-8900-99623, "Sewer Repair
Project lAf8A." to bring the contract total to $1,999,028 A 15% contmgency of
$299,854 Will be set aSide In account #31-760-661-20099-8900-99623
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FUNDS REQUIRED FOR PROFESSIONAL SERVICES CONTRACT
Contract $166,000
Contingency (15%) $24,900
SUBTOTAL $190,900
TOTAL FUNDS REQUIRED FOR CONSTRUCTION AND MANAGEMENT- $2,489,782
For the construction management of this project, $151,022 IS available from FEMA In
the follOWing 13 Fund accounts 13-500-402-39467-5506-13006 for $62,287,13-500-
402-39429-5506-13006 for $44,076,13-500-402-39425-5506-13006 for $8,443,13-
500-402-39461-5506-13006 for $30,054, and 13-500-402-39455-5506-13006 for
$6.162 The City Will contribute $14,978 from account #31-760-661-20099-8900-
99623. "Sewer Repair Project 7A/BA," to bring the contracttotal to $166,000 A 15%
contingency In the amount of $24,900 Will be set aSide In account #31-760-661-20099-
8900-99623
For the FEMA portion of work, the City has approved DSRs In an amount that exceeds
project costs for each associated account number Sufficient budget authority for all of
the contract expenses which are both eligIble and not eligible for FEMNOES
reimbursement are listed In ExhIbit B, whIch IS attached to thiS staff report A City
Match account, #31-760-661-20099-8905-99124, sets aSide 10% of the construction
and construction management and Inspectton costs ($196,968) that FEMA retains until
final audit, which may take several years
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Recommendation
Staff recommends that the City Council
1 Reject all bids received for the repair of earthquake-damaged Sanitary Sewer
Mains In Cloverfleld Boulevard between Colorado Avenue and PIca Boulevard,
and In PICO Boulevard between Centlnela Avenue and Main Street,
2 Authorize the City Manager to negotiate and execute an amendment to contract
number 7403 with Preussag Pipe RehabilitatIon to mclude the above descnbed
work for an amount not to exceed $2,298,882,
3 Authorize the CIty Manager to negotiate and execute an amendment to contract
number 7404 for professIonal services with Hams & Associates for construction
management and inspection services for the above descnbed work for an
amount not to exceed $190,900,
4 AuthOrize the City Engmeer to Issue any necessary change orders to complete
additional work Within budget authOrity, and
5 Approve the use of DIsaster Relief Funds as shown on Exhibit B
Attachments' Exhibits A and B
Prepared By Craig Perkins. Director of Environmental & Public Works Mgmt
Anthony Antlch, P E , City Engineer
Eugenia Chusld, CIVil Engineer Associate
7
e e
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o DAMES & MOORE
A DA'V1ES &. ,'.,OORE GROUP CO'APANY
P 0 Bo" 39;....39
T.:con:a. \Yashmgwn 9f<4.3'.i-OI)39
25.3 582 U548 T d
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February 4. 1999
Ms Eugema ChUSld. Project Manager
Clt). of Santa MOllIca
Office of the CIty Engmeer
1685 Mam Street. Room 112
PO Bo"" 2200
Santa MOllIca. Cahfomla 90407-2200
Subject WIthdraW of BId
RepaIr Samtary Sewer Mams Cloverfield Blvd,
SpecIficatIOn No SP-1738
Dear Ms Chusld
Followmg our meetmg on Tuesday_ February 2. 1999, HarrIs & Associates. CIty of Santa Moneta s
RepresentatIve and Dames & Moore. It was mutually agreed that Dames & Moore wIthdra\\ Its bid In
domg SO, Dames & Moore does not forfeIt Its bId bond. and wIll not be excluded from blddmg future
work for the CIty of Santa MOllica
Should you have any questlOns_ please feel free to contact me at (253) 582-0548
Smcerely.
DAMES & MOORE
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C Douglas Fenstermacher
ASSOCiate/General Manager
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cc Joseph DalelHams & ASSOCiates:."" i> F
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EXHIBIT B
SPECIFIC ACCOUNT INFORMATION
CONSTRUCTION CONTRACT
SOURCE OF FUNDS DSR NUMBER ACCOUNT NUMBER CONSTRUCTION CONTRACT
FEMA PORTION 85363 13~500-402-39467 -5501-13006 750,075
IN DOLLARS 85315 13-500-402-39429-5501-13006 530,784
85321 13-500-402-39425-5501-13006 101,671
85349 13-500-402-39461-5501-13006 361,919
85351 13-500-402-39455-5501.13006 74,214
Sub Total: $1,818,663
CITY PORTION (Sewer Project 7A/8A) 31-760-661 ~20099-8900-99623 180,365
Sub Total' $180,365
TOTAL CONSTRUCTION CONTRACT $1,999,028
CONTINGENCIES 15% 31-760-661-20099-8900-99623 $ 299,854
10% CITY MATCH (Set aSIde) 31-760-661-20099-8905-99124 $ 181,866
CONSTRUCTION MANAGEMENT AND INSPECTION CONTRACT
SOURCE OF FUNDS DSR NUMBER ACCOUNT NUMBER CM & I CONTRACT (3%)
FEMA PORTION 85363 13-500-402-39467 -5506-13006 62,287
IN DOLLARS 85315 13-500-402-39429-5506-13006 44,076
85321 13-500-402-39425-5506-13006 8,443
85349 13-500-402-39461-5506-13006 30,054
85351 13-500-402~39455-5506-13006 6,162
Sub Total' $ 1 51,022
CITY PORTION (Sewer Project 7A/8A) 31-760-661-20099-8900-99623 14,978
Sub Total: $14,978
TOTAL CONSTRUCTION MANAGEMENT & INSPECTION CONTRACT $ 166,000
CONTINGENCIES 15% 31-760-661-20099-8900-99623 $ 24,900
10% CITY MATCH 31-760-661-20099-8905-99124 $1 5, 1 02