SR-506-003-02-01
EPWM: CP: AA: DB:JC F:\DATA\SPFILES\SP1693\CC1693(construct).doc
Council Meeting: September 10, 2002 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Award of Contracts for the Construction of the Cloverfield Soundwall
Project
Introduction
This report recommends that the City Council award a contract to Peterson ? Chase,
General Engineering Construction, Inc., the best bidder, in the amount of $687,025 for
construction of the Cloverfield Soundwall Project and approve $132,975 in contingency
funds for this contract. This report also recommends the City Council authorize the City
Manager to negotiate and execute: (1) a professional services contract for Construction
Management of the Cloverfield Soundwall to CALTROP Engineering (CALTROP) in an
amount not to exceed $143,000 and approve $22,000 in contingency funds; and (2) a
modification to professional services agreement 7844 (CCS) with W. Koo & Associates
for engineering services during construction in an amount not to exceed $25,000 and
approve $5,000 in contingency funds.
Background
In August 2000, the City retained a consultant to perform a noise study in the area
surrounding Interstate 10 and Cloverfield Boulevard. The study results documented
noise levels which exceeded Caltrans minimum requirements in the surrounding
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neighborhood, justifying construction of a soundwall. This project will provide up to a
14-foot high soundwall from Cloverfield Boulevard east to Stewart Street, approximately
1450 feet along the south side of the freeway which will mitigate the effects of freeway
noise. The Cloverfield Soundwall Project design plans have been reviewed by Caltrans
and an encroachment permit has been issued for the construction.
Discussion
Construction
A Notice Inviting Bids for the construction contract was published on June 6 and 8,
2002 in the Los Angeles Times, Westside Weekly and the F. W. Dodge newsletter. Ten
contractors requested bid packages and the City Clerk's office received three sealed
bids, which were publicly opened and read aloud on July 17,2002 by the Deputy City
Clerk. The bid results were as follows:
1. Peterson ? Chase $687,025
2. Beryl Lockhart Enterprises $773,273
3. Construction Systems $1,031,580
City Engineer's Estimate $745,800
On July 17, 2002 the City received a letter from Peterson ? Chase stating that they
inadvertently did not include a signed Addendum No. 1 and that the cost of the items
noted in the Addendum had been included in their Bid submittal. City staff has
conferred with the City Attorney and determined that the non-submittal of Addendum
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no. 1 is a minor irregularity. Peterson - Chase supplied the City with the names of
previous projects of a similar nature built by their firm including soundwalls on
Interstate 105, U.S. Route 101, and State Route 91 for the State of California
Department of Transportation. All contacts reported that the quality of their work was
satisfactory and they performed this work in a timely and cost efficient manner. The
California State Contractors' License Board verified Peterson - Chase license is
current, active and in good standing. Staff also contacted the Center for Contract
Compliance and found Peterson - Chase capable of handling labor compliance issues.
Further, Peterson ? Chase was asked to submit their safety record which indicated no
fatalities or minor lost workday cases from 1997 through 2001.
Construction Management
A Request for Qualifications (RFQ) for construction management services was issued
on October 18, 2001 to pre-qualify firms to provide construction management services
for the City of Santa Monica. Based on the selection criteria, which included whether
the firm?s staff showed an understanding of the work and had previous experience
working with Caltrans sound wall projects, CALTROP was selected as best qualified to
provide construction management services for this project. CALTROP has managed the
construction of soundwalls in Caltrans right-of-ways on eastbound state route 118 in
the City of Simi Valley, on the Howard Hughes Project and Center Drive Over-crossing
in the City of Culver City, and on the Interstate 10 widening project between Interstates
210 and 15. In addition, CALTROP is currently managing the City?s 2000-2001 Annual
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Street Improvement Project, and the Federal Street Improvement Project - Phase III.
CALTROP previously provided construction management services to the City on the
1998-1999 Annual Water Main Replacement Project. CALTROP?s performance on all
projects has been excellent.
Additional Design Services
During design, Caltrans requested that W. Koo & Associates perform additional
engineering, geotechnical and environmental review of the work area which
necessitated the use of previously approved contingency funds and the issuance of the
first modification to agreement 7844 (CCS). Additional funds for W. Koo & Associates
are needed to provide engineering services during construction. Staff recommends that
Council authorize the City Manager to negotiate and execute a change order in the
amount of $25,000 with a contingency of $5,000 for these services.
Budget/Financial Impact
FUNDS REQUIRED FOR THE CONSTRUCTION CONTRACT
Construction Contract $687,025
Contingencies $132,975
TOTAL $820,000
Funds in the amount of $820,000 are available in the following accounts:
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Account Contract Contingency Total
C20014501.589000 ?Cloverfield Soundwall? $336,642 $65,158 $401,800
C04014501.589000 ?Cloverfield Soundwall? $131,018 $0.00 $131,018
C04014591.589000 ?Cloverfield Soundwall? $219,365 $67,817 $287,182
Total: $687,025 $132,975 $820,000
FUNDS REQUIRED FOR THE CONSTRUCTION MANAGEMENT CONTRACT
Construction Management Contract $ 143,000
Contingencies $ 22,000
TOTAL $ 165,000
Funds in the amount of $165,000 are available in the following accounts:
Account Contract Contingency Total
C20014501.589000 ?Cloverfield Soundwall? $70,070 $10,780 $80,850
C04014591.589000 ?Cloverfield Soundwall? $72,930 $11,220 $84,150
Total: $143,000 $22,000 $165,000
FUNDS REQUIRED FOR THE DESIGN CONTRACT ADDITIONAL SERVICES
Design Contract Additional Services $ 25,000
Contingencies $ 5,000
TOTAL $ 30,000
Funds in the amount of $30,000 are available in the following accounts:
Account Contract Contingency Total
C20014501.589000 ?Cloverfield Soundwall? $12,250 $2,450 $14,700
C04014591.589000 ?Cloverfield Soundwall? $12,750 $2,550 $15,300
Total: $25,000 $5,000 $30,000
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Recommendation
Staff recommends that the City Council:
1. Award a contract to Peterson - Chase, the best bidder, in the amount of
$687,025 for construction of the Cloverfield Soundwall Project, and approve
$132,975 in contingency funds;
2. Authorize the City Manager to negotiate and execute a contract with CALTROP
for Construction Management Services on the project, not to exceed $143,000
and approve $22,000 in contingencies;
Deleted:
negociate
3. Authorize the City Manager to negotiate and execute a change order in the
amount of $25,000 and approve $5,000 in contingencies with W. Koo &
Associates Contract 7844 (CCS), and;
4. Authorize the City Engineer to issue any necessary change orders to complete
additional construction work in conformance with the Administrative Instructions
on change orders and within budget authority.
Prepared by:
Craig Perkins, Director of Environmental and Public Works Management
Anthony Antich, P.E., City Engineer and Architectural Services Manager
Julie Rusk, Manager at CCS Human Services
Julie Taren, Senior Administration Analyst at CCS Human Services
Dave Britton, P.E., Principal Civil Engineer
James Creager P.E., Civil Engineer
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