SR-506-003-08 (229)
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Council Meeting: March 25, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Construction Related Contracts for the FY01-02 and FY02-03 Street and
Park Parking Lot Resurfacing and Sidewalk Repair Project
Introduction
This report recommends that City Council award a construction contract to Security Paving
Company, the best bidder, in an amount not to exceed $5,778,000, including
contingencies, for the FY01-02 and FY02-03 Street and Park Parking Lot Resurfacing and
Sidewalk Repair Project. This report also requests that City Council authorize the City
Manager to negotiate and execute a construction management contract for the project with
Caltrop Engineering in an amount not to exceed $455,400, including contingencies. Of this
total, 44.5% is provided by the General Fund; the remainder is funded by grants,
enterprise funds and mitigation fees.
Background
Each fiscal year, the City Council authorizes the construction of street improvements
identified by the Environmental and Public Works Management Department including
street resurfacing, slurry sealing, new curb ramps and bus pads, repairs to curbs, gutters,
and sidewalks. Resurfacing is done approximately once every seven years to particular
street segments. This project also includes runway/taxiway slurry seal and restriping at the
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Santa Monica Airport.
Discussion
A Notice Inviting Bids for the construction contract was published on December 26 and 28,
2002 in The Los Angeles Times, California section and the F. W. Dodge newsletter
respectively. Nine contractors requested bid packages and the City Clerk's office received
six sealed bids, which were publicly opened and read aloud on February 3, 2003 by the
Deputy City Clerk. The bid results were as follows:
1. Security Paving Company $5,252,500
2. Sully-Miller Contracting Co. $5,398,850
3. Silvia Construction, Inc. $5,469,410
4. All American Asphalt $5,629,900
5. PALP, Inc. dba Excel Paving Company $5,955,575
6. Sequel Contractors, Inc. $6,615,600
City Engineer's Estimate $5,700,000
The best bidder, Security Paving Company, supplied the City with a list of similar projects
including highway and interchange improvement projects for the State of California,
Department of Transportation (Caltrans); street and bridge construction for the City of
Camarillo; various street improvement projects for the City of Los Angeles; roadway and
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interchange construction for the City of San Buenaventura; and street paving projects for
the Los Angles County Department of Public Works.
Staff contacted the agency representatives for these projects and they all reported that the
contractor's work quality was very good and that work was completed in a timely and cost
efficient manner. Staff also contacted the Center for Contract Compliance and found
Security Paving Company to be in good standing and capable of handling labor
compliance issues. The State Contractors? License Board verified that the Contractor's
license is active and in good standing.
Construction Management
Previously, a Request for Qualifications for construction management services was issued
to pre-qualify firms to provide construction management services to the City of Santa
Monica for this type of project. A panel that included representatives from the Civil
Engineering and Architecture Division?s Project Development and Construction groups
interviewed three firms from the pre-qualified list. The interview panel recommends Caltrop
Engineering to provide construction management services for this project. Selection
criteria included previous experience, qualifications of staff, ability to meet tight time
schedules, cost of services and availability of staff.
The work includes oversight and continuous inspection of the Contractor?s work during
construction to ensure that the Contractor conforms with plans and specifications,
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monitoring traffic control and detour plans, reviewing change order requests, and providing
information to the Contractor on an as-needed basis. Caltrop Engineering provided
construction management and an inspection services for the most recent street
improvement project and its performance was excellent.
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Budget/Financial Impact
Funds in the amount of $400,000 are available from Highways Through Cities funds for
appropriation to account C43015303.589000 and will be offset by revenue account
43401.403070, necessitating an increase in the revenue budget by $400,000 to reflect
these funds. Funds in the amount of $204,460 are available from developer mitigation
fees (account 4.342308), held in the special revenue fund, for appropriation to account
C04015203.589000.
Following the approval of these appropriations, funding in the amount of $6,233,400 will be
available in the following accounts:
Account No. Account Name Amount
C01015201.589000 Street Repair/Resurfacing $ 54,541
C01015202.589000 Street Repair/Resurfacing $1,688,454
C01015203.589000 Street Repair/Resurfacing $1,028,900
C20015201.589000 Street Repair/Resurfacing $1,079
C20015202.589000 Street Repair/Resurfacing $728,750
C20015203.589000 Street Repair/Resurfacing $700,000
C20077702.589000 Transit Route Concrete Bus $350,000
Pads
C20077703.589000 Transit Route Concrete Bus $100,000
Pads
C25015202.589000 Street Repair/Resurfacing ? $150,000
Water
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C25015203.589000 Street Repair/Resurfacing ? $111,500
Water
C31015202.589000 Street Repair/Resurfacing ? $150,000
Wastewater
C31015203.589000 Street Repair/Resurfacing ? $55,800
Wastewater
C33063802.589000 Runway/Taxiway Slurry Seal/ $46,709
Restripe
C33063803.589000 Runway/Taxiway Slurry Seal/ $150,000
Restripe
Street Repair/Resurfacing ?
C04015203.589000 $204,460
(Dev at 2600 Colorado)
C43015203.589000 Street Repair/Resurfacing $215,000
C43015303.589000 Highways Through Cities $400,000
C43072802.589000 Traffic Congestion Relief $98,207
Total $6,233,400
Recommendation
Staff recommends that the City Council:
1. Appropriate funds in the amount of $400,000 from Highways Through Cities Funds
to account C43015303.589000 and funds in the amount of $204,460 from the
Special Revenue Source Fund to account C04015203.589000;
2. Increase the revenue budget at account 43401.403070 by $400,000 to reflect funds
received for this project from the Highways Through Cities program;
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3. Award a construction contract to Security Paving Company in an amount not to
exceed $5,778,000, including contingencies, for the FY2002 and FY2003 Street
and Park Parking Lot Resurfacing and Sidewalk Repair;
4. Authorize the City Manager to negotiate and execute a professional services
contract with Caltrop Engineering in an amount not to exceed $455,400 for
construction management services for the project; and
5. Authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority.
Prepared by: Craig Perkins, Director of Environmental and Public Works Management
Anthony Antich, P.E., City Engineer & Architecture Manager
Jeff Mathieu, Resource Management Director
Bob Trimborn, Airport Manager
Dave Britton, P.E., Principal Civil Engineer
Antonio Shaibani, P.E., Civil Engineer
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