SR-506-003 (7)
EPWM: \Share\STAFF REPORTS\FY 05-06\11_22\Street.doc
Council Meeting: November 22, 2005 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Construction Related Contracts for the Annual Street and Park Parking Lot
Repair and Resurfacing Project and Appropriation of Grant and Reserve
Funds
Introduction
This report recommends that City Council award a construction contract to Security Paving
Company, the best bidder, in an amount not to exceed $8,332,659 plus a 10% contingency
amount of $833,266 for the Annual Street and Park Parking Lot Repair and Resurfacing
Project; and authorize the City Manager to negotiate and execute a construction
management agreement with Caltrop Engineering in an amount not to exceed $531,000.
This report also recommends that City Council appropriate a total of $670,000 grant and
development mitigation funds for the project.
Background
Each fiscal year, the City Council authorizes the construction of street improvements
identified by the Environmental and Public Works Management Department including
street paving, street resurfacing, slurry sealing, bus pads, repairs to curbs, gutters, and
sidewalk repairs. This project also includes runway/taxiway slurry seal and restriping,
airside erosion control, and security fencing at the Santa Monica Airport. Other
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components of this project include improvements to the intersection of 17 and Marine
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Streets, and an urban runoff infiltration system on San Vicente Boulevard at Ocean
Avenue.
The urban runoff infiltration system on San Vicente Boulevard at Ocean Avenue was
included as a component of this project to capitalize on economy of scale. By
incorporating this urban runoff infiltration system component together as one project, rather
than separating it as an individual project, it will reduce total project cost. This project
integration will also increase efficiency by having the same contractor and construction
manager be responsible one project.
On January 12, 2005, two grant applications were submitted for this project to California
Integrated Waste Management Board (CIWMB) for Senate Bill (SB) 1346 Rubberized
Asphalt Concrete grants for amount of $50,000 per application. On August 26, 2005, the
City received two grant awards from CIWMB for a total sum of $100,000.
Discussion
Construction Contract
A Notice Inviting Bids was published on August 4 and 6, 2005, in The Los Angeles Times.
Eleven contractors requested bid packages and five sealed bids were received by the City
Clerk?s office and publicly opened on September 23, 2005, by the Deputy City Clerk.
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The bid results were as follows:
1. Security Paving Company $ 8,332,659
2. Sully-Miller Contracting Co. $ 8,461,545
3. Griffith Company $ 9,014,820
4. Excel Paving Company $ 9,269,713
5. Shawnan $10,456,945
City Engineer's Estimate $ 7,000,000
Security Paving Company, the best bidder, supplied the City with a list of similar projects
including a previous street and park parking lot resurfacing project for the City of Santa
Monica. Other projects successfully completed of similar scope and scale include various
street improvement projects for the City of Los Angeles, roadway and interchange
construction for the City of Santa Clarita, and highway and interchange improvement
projects for the State of California, Department of Transportation. City staff contacted the
reference agencies and all respondents reported that the contractor?s work was completed
in a timely and cost-efficient manner while maintaining consistent quality. City staff
contacted the Center for Contract Compliance and found the contractor is in good standing
and capable of handling labor compliance issues. City staff also verified with the State
Contractors' License Board that the contractor's license is current, active, and in good
standing.
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Construction Management
On July 19, 2005, a Request for Proposals for construction management services was
issued for the Annual Street and Park Parking Lot Repair and Resurfacing Project. Three
firms submitted proposals. City staff reviewed the proposals and interviewed all three
firms. Following the interviews, City staff recommends Caltrop Engineering to provide
construction management services for this project. Caltrop Engineering?s past
performance on several City projects including construction management and inspection
services for the last two Annual Street Improvement Projects, the Cloverfield Boulevard
Soundwall Project, and the FY01-02 Federal Street Improvement Project has been
excellent.
Budget/Financial Impact
Funds Required:
Construction Contract $8,332,659
Contingency (10%) $ 833,266
Total Construction Contract Required $9,165,925
Construction Management $ 531,000
TOTAL REQUIRED $9,696,925
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The following budget changes are needed to record receipt of the grant award, allocate
Prop A and C program funds and the developer mitigation reserve and make them
available for program use:
1. Establish a revenue budget in the amount of $100,000 to account 20402.403470
(Rubberized Asphalt Concrete);
2. Appropriate $100,000 from account 20402.403470 (Rubberized Asphalt Concrete)
to account M200152.589500 (CIWMB Grant);
3. Appropriate $120,000 from account 20224.402920 (Prop A Local Return) to
account C200777.589000 (Transit Route Concrete Bus Pads);
4. Appropriate $200,000 from account 20402.400754 (Prop C Local Return) to
account M200152.589006 (Street Repair/Resurfacing); and
5. Release $250,000 from fund balance account 4.342306 (St. John?s Traffic) and
appropriate to account C040356.589000 (Street Resurfacing ? Mitigation).
Once the appropriations have been executed and posted, funding in the amount of
$9,696,925 will be available in the following accounts:
Account No. Account Name Amount
M200152.589006 Street Repair/Resurfacing $ 700,000
C200777.589000 Transit Route Concrete Bus Pad $ 120,000
C040356.589000 Street Resurfacing - Mitigation $ 250,000
M200152.589500 CIWMB Grant $ 100,000
M010152.589000 Street Repair/Resurfacing $6,090,025
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M250152.589000 Street Repair/Resurfacing ? Water $ 350,688
M310152.589000 Street Repair/Resurfacing ? Wastewater $ 177,600
M330638.589000 Runway/Taxiway Slurry Seal/Restripe $ 416,750
M330642.589000 Parking Lot Slurry Seal/Restripe $ 164,000
C330640.589000 Airside Erosion Control $ 613,745
C330814.589000 Airport Security Fence $ 185,505
C340588.589000 Stormwater Systems Improvement $ 65,000
C010841.589000 Implementation of Neighborhood Traffic $ 81,250
Measures
M430152.589000 Traffic Congestion Relief $ 382,362
TOTAL AVAILABLE $9,696,925
Recommendation
Staff recommends that the City Council:
1. Award a construction contract to Security Paving Company in an amount not to
exceed $8,332,659 plus a 10% contingency amount of $833,266 for the Annual
Street and Park Parking Lot Repair and Resurfacing Project;
2. Authorize the City Manager to negotiate and execute a construction management
agreement with Caltrop Corporation in an amount not to exceed $531,000;
3. Appropriate a total of $670,000 grant and development mitigation funds for the
project as described 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.
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Prepared by: Craig Perkins, Director, Environmental and Public Works Management
Anthony Antich, P.E., City Engineer
Jeff Mathieu, Director, Resource Management
Bob Trimborn, Airport Manager
Gerald Tom, P.E., Transportation Engineer
Brian Johnson, Environmental Programs Manager
Neal Shapiro, Urban Runoff Programs Coordinator
Dave Britton, P.E., Principal Civil Engineer
Antonio Shaibani, P.E., Civil Engineer
Reference contracts #8526(Sec. Paving) and 8527(Caltrop) (CCS)
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