SR-506-003-01 (40)
EPWM: CP:AA:DB:ASF:\DATA\SPFILES\SP1947 \Project Development\CC1947(DP).doc
Council Meeting: April 27, 2004 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Construction Related Contracts for the Federal Street Improvement Project -
Phase IV and Appropriation of Grant Funds
Introduction
This report recommends that the City Council authorize the City Manager to negotiate and
execute a contract for the construction of the Federal Street Improvement Project - Phase
IV withSilvia Construction, Inc., the best bidder, in the amount of $318,207 and approve a
contingency amount of $31,793 (10%). This report also recommends that the City Council
authorize the City Manager to negotiate and execute a construction management contract
for the project with DMR Team in the amount of $40,000 and approve a contingency
amount of $4,000 (10%). The location of the project is Fourth Street from Pico Boulevard
to southerly City limits.
Background
Each year, the City Council authorizes the implementation of a program of street
improvements including resurfacing, slurry sealing, repairs to sidewalks, curbs and gutters,
and new curb ramps and bus pads. Through the Transportation Equity Act, the City
receives an annual entitlement of Surface Transportation Program ? Local funds. A portion
of these funds are set aside for the maintenance and upgrading of local streets and are
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reimbursed to the City following project completion. In Santa Monica, Fourth Street from
Pico Boulevard to southerly City limits qualifies for these funds, which also requires that
federal contracting procedures be followed. For this reason, this project was bid separately
from the City?s annual street resurfacing project. The total federal fund participation on this
project, including contingency, is $318,700. Since the project area includes a transit route,
the local match of $75,300 will paid for using a portion of the City?s annual entitlement of
Proposition C ? Local Return funds, which are received each year to benefit transit.
Discussion
A Notice Inviting Bids for the construction contract was published on February 13 and 14,
2004 in The Los Angeles Times and on February 9, 2004 in the F. W. Dodge newsletter.
The bid package was sent to eleven public plan rooms including five women/minority
business enterprise associations. Fifteen contractors requested the bid package and the
City Clerk's office received eight sealed bids, which were publicly opened on March 3,
2004 by the Deputy City Clerk.
The bid results were as follows:
1. Silvia Construction, Inc. $318,207
2. Security Paving Co., Inc. $336,080
3. All American Asphalt $343,343
4. Griffith Co. $348,996
5. Sully-Miller Contracting Co. $370,000
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6. Orion Contracting Co. $378,104
7. Palp, Inc. dba Excel Paving Co. $383,351
8. SHAWNAN $454,835
City Engineer's Estimate $360,000
The best bidder, Silvia Construction, Inc. supplied the City with a list of similar projects
including street improvement projects for the cities of Thousand Oaks, San Buenaventura,
San Gabriel, Camarillo and Long Beach; and the FY 01-02 Federal Street Improvement
Project, Phase III for the City of Santa Monica.
Staff contacted the City representatives for these projects and they all reported that the
contractor's work quality was good and was completed in a timely and cost efficient
manner. Staff also contacted the Center for Contract Compliance and found Silvia
Construction, Inc. in good standing and capable of handling labor compliance issues. The
State Contractor?s License Board verified that the Contractor's license is active and in
good standing. To be eligible for federal funding, the selected contractor must meet the
12% Disadvantaged Business Enterprise (DBE) goal established for this project. In their
bid, Silvia Construction, Inc. committed to meeting the established DBE goal.
Construction Management
DMR Team, Inc. is currently providing construction management services for the Fourth
Street Neighborhood Traffic Improvements between Pico Boulevard and the southerly City
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limits. Coordinating the final paving of Fourth Street under this contract with the ongoing
water and traffic improvements is important to ensure the successful completion of both
projects. DMR Team, Inc. submitted a cost proposal for construction management and
inspection services for the Federal Street Improvement Project - Phase IV on July 28,
2003. The proposal includes oversight and continuous inspection of the contractor?s work
during construction to ensure that the contractor conforms with plans and specifications,
DBE and Davis-Bacon labor compliance requirements, monitoring traffic control and detour
plans, reviewing change order requests, and providing information to the contractor on an
as-needed basis.
DMR Team?s past performance on the Pico Streetscape project for the City of Santa
Monica, and other similar projects completed for other agencies, including the cities of
Culver City, Downey, Lancaster, Lynnwood, Santa Clarita and South Pasadena has been
excellent. Consequently, they are recommended to provide construction management and
inspection services for the Federal Street Improvement Project - Phase IV for a total fee of
$44,000 including contingency.
Budget/Financial Impact
CONSTRUCTION FUNDS REQUIRED
Contract.......................................................................$318,207
Contingency.................................................................$ 31,793
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Total Construction Funds Required.............................$350,000
CONSTRUCTION MANAGEMENT FUNDS REQUIRED
Contract Amount..........................................................$ 40,000
Contingency.................................................................$ 4,000
Total Construction Management Funds Required................$ 44,000
TOTAL FUNDS REQUIRED.............................................................$394,000
Grant funds in the amount of $394,000 are available for allocation to fund this project. The
following appropriations are needed:
Grant Amount Expenditure Account
STPL $318,700 M200794.589000
Prop C ? Local Return $ 75,300 M200794.589001
STPL grant revenues funds of $318,700 will reimburse City expenditures at the close of
the project and will be included in FY04/05 revenue budget at account 20402.403081.
Prop C - Local Return funds have been received at account 20402.404770.
Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute Contract for the Federal Street
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Improvement Project - Phase IV with Silvia Construction, Inc., the best bidder, in the
amount of $318,207 and approve a contingency amount of $31,793;
2. Authorize the City Manager to negotiate and execute a professional services
contract for construction management with DMR Team in the amount of $40,000
and approve a contingency amount of $4,000;
3. Appropriate funds as set forth in the Budget/ Financial Impact section; and
4. 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
Renee Cowhig, Maintenance Manager
Dave Britton, P.E., Principal Civil Engineer
Antonio Shaibani, P.E., Civil Engineer
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