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Council Meetmg March 16, 1999 Santa MOnica, California MAR 1 6 1999
TO Mayor and City Council
FROM CIty Staff
SUBJECT Award of Construction Contract for Project 7, the Repair of Earthquake
Damaged Sanitary Sewer Mains In Stewart and 26th Streets between
Colorado Avenue and EXpOSition Blvd I and In Colorado Avenue between
Centrnela Avenue and 1 s' Court, and AuthOrizatIon to Negotiate and Execute
a ProfeSSional Services Contract for Construction Management and
Inspection of the Sewer Repair Work
J ntrod uctlon
ThiS report recommends that the City Council award a construction contract for the repair
of earthquake-damaged sanitary sewer mams In Stewart and 26th Streets between
Colorado Avenue and EXpOSition Blvd, and In Colorado Avenue between Centlnela
Avenue and 1s' Court, to Clarke Construction Company In the amount of $5,394,744
Staff also recommends that the City Council authOrize the City Manager to negotiate and
execute a profeSSional services contract In an amount not to exceed $389,400 With the
constructIon management firm of Hams & Associates, Engineering Consultants, for
construction management and inspection services
Background
The City of Santa Man Ica 's sanitary sewer system sustained damage dunng the Northndge
Earthquake of January 17, 1994 Immediately after the disaster, 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) reimburse the City for the cost of the
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MAR t 6 1999
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ARTICLE T. GENERAL ?ROV:SIONS
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1. 01 Part1es to Memorandum
Thls Memorandum of Understanding has been prepared
pursuant to the terms of Ordinance No 801 (CCS) of the
Clty of Santa Monlca, WhlCh Ordinance lS hereby
lncorporated by reference as if fully set forth here In,
and has been executed by the Clty Manager on behalf of
management offlclals of the Cit.y and by the MANAGEMENT
TEAM ASSOCIATES (MTA) , and on behalf of employees
OccupY1ng the line-lterP full-tlrne employment positlon
class~flcatlons set forth lD Exhlbit A whlch is attached
hereto and made a part hereof.
In the event new Job classiflcat10ns are created WhlCh are
proposed to be added to the MTA unit, the Munlcipal
Employee Relatlons Offlcer wlll notlfy MTA prlor to the
Personnel Board and Clty Councll conslderatlons of the new
classiflcaclons Any classificat:lons proposed to be added
to the unlt shall be mutually agreed upon ln wTlt1ng and
wll1 become effectlve upon execution by the President of
MTA and the Munlclpal Employee Relatlons officer.
As of January I, 1992, the followlng posit1on
classlflcat10ns w1ll no longer be represented by MTA. Each
lncumbent In any of these classlflcatlons who elected, as
of December 31, 199:", to be II grand parented II lD MTA will
cor..tlnue to recelve MTA beneflts, as set forth in thlS
Ag~eemeDt and any subsequent Agreements, as long as he/she
contlnues to hold tne pOSl tion classlflcation ln question.
Event FaCllltles Operat~ons Supe~vlsor
P~~nc~pal Commur..l~y Se~Vlces Supe~vlsor
~ 02 Pu::-pose
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The part1es agree ~hat the purpose of th1S MOD is' to
pro~ote and provlde harmoDlous relatlons, cooperatlon and
understandlng between the Clty and the employees covered
herelnj to provlde an orderly and equltable means of
:r-esolvlng d:..fferences wh1ch may arlse under thls
memorandum, and to set forth the full agreements of the
par:'les reached as a res~lt of meetlng and conferring In
good falth regardlng matters wlthin the scope of
:r-epresentat~on for employees represented by MTA.
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Results were as follows
1 Clarke Construction Company 55,394,74400
2 Collch Brothers I nc ,DB A Collch & Sons $5,780,18800
3 Dames & Moore $6,510,74482
4 John T Malloy, Inc $8,695,697 35
City Engineer's Estimate $5.500,000
City staff checked references from a list of the low bidder's completed projects and all
references reported that Clarke Construction Company's work was satisfactory The State
Contractors' License Board venfled that the Contractor's license IS current and In good
standing
I n add Itlon to the award of the construction contract, th IS report recommends that the City
Council authorize the City Manager to negotiate and execute a profeSSional services
contract for the construction management and Inspection of the work detaIled above
Requests for Proposals were sent to eight construction management firms for construction
management and inspectIon servIces The City received SIX proposals The recommended
firm, Hams and ASSOCiates. supplied the City With a list of projects and all references
reported that the consultant's work was excellent Hams and ASSOCiates has performed
construction management services for the City on prevIous sewer repair projects and CIty
staff are pleased With their work Their contract Will not exceed $389,400, except for
contmgencles
In order to minimIZe the Impact of thiS construction project on the public. the repaIr of the
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sewer mains will be done uSing trenchless technology methods In locations where It IS
possIble These proposed methods mclude the Installation of a "Imer" Inside the eXlstmg
sewer pipe or the Installation of a larger pipe through the eXisting pipe by a method called
.plpe burstmg" These methods are preferred to traditional excavation/replacement
methods Since access to the area can be malntamed dunng constructron, thus minimizing
disruptIon to local resIdents and businesses In areas where repaIr by trench less
tech nology methods IS not feaSible. the eXisting damaged sewer pipes Will be replaced with
new sewer pipe by traditional methods
The residents and businesses affected by this project Will receive four mformatlonalletters
outlinmg construction schedules for their neighborhood The first letter Will be sent one
month pnor to startmg construction and Will contam overall mformatlon about the upcoming
project The second letter, sent 10 days prior to the start of the proJect, Will be sent to
residents and businesses With speCific Information about the dates of construction In theIr
area The third letter Will serve as a reminder two days pnor to construction and the fmal
letter Will announce the completion of the project Public calls With questions and concerns
Will be responded to 24 hours a day by the construction management firm Residents and
bUSinesses Will be provided a toll free telephone number m the Informational letter
BudgetlFlnanclallmpact
FUNDS REQUIRED FOR CONSTRUCTION CONTRACT
Contract $5,394,744
Contmgency (20%) $1,078,949
SUBTOTAL $6,473.693
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FEMA wIll contribute 54,373,009 to this portion of the project from account #13-500-
402-39463-5501-13006 The City will contribute $2,000 from account #31-760-661-
2099-8900-99911. "Sewer Repair Project 7," and $1,019,735 from account #31-760-
661-20099-8900-99912, "Sewer Upgrades 7," to bring the contract total to $5,394,744
A 20% contingency of $1.078,949 wIll be set aSide In account #31-760-661-20099-
8900-99911
FUNDS REQUIRED FOR PROFESSIONAL SERVICES CONTRACT
Contract $389,400
Contmgency (20%) $77,880
SUBTOTAL $467,280
TOTAL FUNDS REQUIRED FOR CONSTRUCTION AND MANAGEMENT- $6,940,973
FEMA will contribute $315.794 to thiS portion of the project from account # 13-500-402-
39463-5506-13006 The City will contribute $73,606 from account #31-760-661-20099-
8900-99912. "Sewer Upgrades 7."' to bnng the contract total to $389,400 A 20%
contingency In the amount of 577,880 will be set aSide In account #31-760-661-20099-
8900-99911
For the FEMA portion of work, the City has approved DSRs for the Scope of Work
SuffiCient budget authority eXists for all of the contract expenses, both eligible and
ineligible for FEMA/OES reimbursement Contract expenses are listed In ExhIbit A,
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which IS attached to this staff report A City Match account, #31-760-661-20099-8905-
99124. sets aSide 10% of the FEMA portJon of construction and construction
management and mspectlon costs that FEMA retains until final FEMAlOES audit, which
may take several years
Recommendation
Staff recommends that the City Council
1 Award a contract for repair of earthquake-damaged Sanitary Sewer Mams In
Stewart and 26.~ Streets between Colorado Avenue and EXposition Blvd, and In
Colorado Avenue between Centmela Avenue and 1st Court, to Clarke
Construction Company. In the amount of $ 5,394,744
2 Authorize the City Manager to negotiate and execute a professional services
contract with Hams & Associates, Engrneerlng Consultants, for constructIon
management and mspectlon services In the amount of $389,400,
3 Authorize the City Engineer to Issue any necessary change orders to complete
addItional work within budget authonty, and
4 Approve the use of Disaster Rehef Funds as shown on Exhibit A
5 Appropnate funds as noted above
Attachment Exhibit A
Prepared By Craig Perkins. Director of Environmental & Public Works Mgmt
Anthony Antlch. P E . CJty Engineer
Eugenia ChUSld, CIVil Engineer Associate
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EXHIBIT A
SPECIFIC ACCOUNT INFORMATION
CONSTRUCTION CONTRACT
SOURCE OF FUNDS DSR NUMBER ACCOUNT NUMBER CONSTRUCTION CONTRACT
FEMA PORTION 85353 13-500-402-39463-5501-13006 $4,373,009
SEWER REPAIR 31-760-661-20099-8900-99911 $2,000
SEWER UPGRADES 7 31-760-661-20099-8900-99912 $1.019,735
TOTAL CONSTRUCTION CONTRACT $5,394,744
Sewer Repair Project 7 (Contingencies) 31-760-661-20099-8900-99911 $1.078,949
10% CITY MATCH (Set aSIde) 31-760-661-20099-8905-99124 $437,301
CONSTRUCTION MANAGEMENT AND INSPECTION CONTRACT
SOURCE OF FUNDS DSR NUMBER ACCOUNT NUMBER CM & I CONTRACT (3%)
FEMA PORTION 85353 13-500-402.39463-5506-13006 $315,794
Sewer Repair ProJect7(Contlngencles) 31-760-661-20099-8900-99912 $73,606
TOTAL CONSTRUCTION MANAGEMENT & INSPECTION CONTRACT $389,400
Sewer Repair Prolect 7 (ContlnQencles' 31-760-661-20099-8900-99911 $77,880
10% CITY MATCH (Set aSide) 31-760-661-20099-8905-99124 $38.940
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