SR-303-011-01 (6)
EPWM: CP: AA: LF: LB:F:\DATA\SPFILES\SP1683 \StffRptSP1683Const(DP)_1.DOC
City Council Meeting: August 26, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT:Award of Construction Related Contracts for Virginia Avenue Park
Expansion Project and Adjacent Street Improvements
Introduction
This report recommends that the City Council award a construction contract to Ford E.C.,
Inc., the best bidder, in the amount of $8,962,600 plus contingency funds of $1,344,400 for
the construction of the Virginia Avenue Park expansion and adjacent street improvements
project. This report also recommends the City Council authorize the City Manager to
negotiate and execute a professional services agreement with Black and Veatch for
construction management services for the project in an amount not to exceed $921,807
plus $94,193 in contingency funds.
Background
Virginia Avenue Park
On July 24, 2001, the City Council awarded a contract to Koning Eizenberg Architecture
Deleted:
expansion,
for architecture and engineering services for the Virginia Avenue Park expansion project; a
priority set forth in the City’s Parks and Recreation Master Plan. The Virginia Avenue Park
expansion project is located on a 9.5 acre site at the northwest corner of Pico and
Cloverfield Boulevards. It includes the existing 5.8 acre park site, a 2.9-acre vacant
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parking lot to the east of the existing park and a .8 acre parcel adjacent to the western
edge of the existing park.
The project will include the addition of new outdoor amenities and a park building as well
as renovation of the existing buildings on the site. The outdoor amenities include an
approximately 2.9 acre open lawn area with a meandering path, two full size basketball
courts, two playgrounds, an interactive water play feature, and additional parking to
accommodate the Saturday farmers market and the expanded program of the park. The
building portion of the project includes renovation of 2101 and 2115 Pico Boulevard to
accommodate community workshops, an older youth center, the Police Activities League
fitness gym, park administration offices and the Police Substation; cosmetic renovation of
Thelma Terry Center; and a new 1,300 square foot building that will house park restrooms,
park program space and mechanical equipment for the water feature. Construction is
scheduled to begin in September 2003 and is estimated to last eighteen months.
Adjacent Crosswalk/ Signal/ Street Improvements
The crosswalk improvements adjacent to Virginia Avenue Park were developed to increase
the safety and comfort of neighborhood residents and other pedestrians accessing the
park. The crosswalk improvements consist of the following:
Pico and Cloverfield Boulevards:
The enhancement at this location was approved by
Council as part of the Pico Boulevard crosswalk project completed in May 2000. This
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improvement was integrated with the park project because of the overlap between the two
projects. Currently motorists are able to make a free westbound right turn onto Pico from
Cloverfield, requiring pedestrians to cross while cars are turning right. The small island off
of the northwest corner of the intersection will be removed and replaced with a standard
right turn lane, requiring vehicles to stop before turning on red. The corner of the park will
be enlarged and the existing crosswalks will need to be realigned to meet the new corner
configuration. The reconstruction will also require relocation of various utility, catch basin,
fiber-optic, video and trunk line connections.
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Pico Boulevard and 22 Street:
Council’s adoption of the Virginia Avenue Park
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conceptual plan included direction to add a crosswalk on Pico Boulevard at 22 Street,
since this location will be a main entrance to the park. An in-pavement flasher system will
be installed at this location, consistent with the system that has been installed at five other
crosswalks along Pico Boulevard.
Cloverfield Boulevard and Kansas Avenue:
The uncontrolled marked crosswalk at this
location will be enhanced with landscaped pedestrian refuge islands on both sides of the
crosswalk to allow pedestrians to cross one direction of traffic at time and remain protected
between the islands while waiting for the gap in traffic to complete the crossing. While not
included in the original project description that was analyzed as part of the Environmental
Impact Report for the project, the pedestrian island has been determined to be
categorically exempt from the provisions of the California Environmental Quality Act
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(CEQA), pursuant to Article 19, Section 15301 (c) which was recently amended to define
Class 1 exempt project in the following way: "Class 1 consists of the operation, repair,
maintenance, permitting, leasing, licensing, or minor alteration of existing public or private
structures, facilities, mechanical equipment, or topographical features, involving little or no
expansion beyond that existing at the time of the lead agency's determination..." This
exemption lists as an example of "existing facilities: (c) Existing highways and streets,
sidewalks, gutters, bicycle and pedestrian trails, and similar facilities." The improvements
on Cloverfield Boulevard, including minor curb alterations; addition of raised median
islands with a pedestrian refuge within the painted crosswalk involving no expansion of the
existing street.
Discussion
Construction
A Notice Inviting Bids for the construction contract was published on May 29 and May 31,
2003 in the “California Section” of the Los Angeles Times. Bid packages were requested
by fourteen contractors. The City Clerk’s office received three sealed bids that were
publicly opened and read aloud on July 2, 2003 by the Deputy City Clerk. The results
were:
Ford E.C., Inc. $ 8,962,600
Mallcraft, Inc. $ 9,889,100
T.B Penick & Sons, Inc. $10,851,000
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City Engineer’s Estimate $8.2 - $8.5 million
Ford E.C., Inc., the best bidder, supplied the City with the names of recent similar projects
with the City of Los Angeles Department of Public Works, Los Angeles County Department
of Public Works, The United States Navy, Torrance Unified School District, and California
State University Northridge. All contacts reported that the firm’s work was satisfactory.
The State Contractors’ License Board verified that the Contractor’s license is current,
active, and in good standing. City staff also verified the good standing of each major
subcontractor listed by the Contractor.
Construction Management
A Request for Qualifications for construction management services was issued on April 18,
2003 to pre-qualify firms to provide construction management services to the City of Santa
Monica. A panel that included representatives from the Community and Cultural Services
and Environmental and Public Works Management Departments interviewed three firms
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from the pre-qualified listStaff recommends Black & Veatch to provide construction
management services for this project. Black & Veatch has performed well on several large
City of Santa Monica projects including the Transit Mall, the B.I.G. Project, Douglas Park,
Three Playgrounds at Clover, Marine and Ozone Parks and Parking Structure #8.
Budget/Financial Impacts
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Funding for this project has been budgeted over the last four years and is comprised of
several sources: Community Development Block Grant, General Fund, Office District
Mitigation Fund, Proposition A Grant Funds, Proposition 12 Grant Funds,
Redevelopment Fund, and Transportation Development Act Article Three Funds.
FUNDS REQUIRED:
Construction Contract: $ 8,962,600
Contingency (15%): $ 1,344,400
Sub-total: $10,307,000
Construction Management Agreement: $ 921,807
Contingency (10%): $ 94,193
Sub-total: $ 1,016,000
Total : $11,323,000
Funds are available in the following accounts:
Virginia Avenue Park Expansion and
Adjacent Crosswalk/ Signal/ Street Improvements:
C01018801.589000 Virginia Avenue Park Improvements $1,660,176
C04018800.589000 Virginia Avenue Park Supplemental $1,736,828
C04018801.589000 Virginia Avenue Park Expansion $1,525,451
C19018802.589000 Virginia Avenue Park Expansion $271,535
C19018803.589000 Virginia Avenue Park Expansion $735,675
C19018804.589000 Virginia Avenue Park Expansion $926,136
C01066601.589000 Airport Park Expansion* $2,201,254
C20018801.589000 PMP - Virginia Avenue Park Supplemental $300,000
C20018803.589000 PMP - Virginia Avenue Park Supplemental $280,973
C53018803.589000 Virginia Avenue Park Improvements $99,972
C01008103.589000 Percent for Art $67,000
C01046599.589000 Pico Blvd. Crosswalk Enhancements $79,000
C17046599.589000 Pico Blvd. Crosswalk Enhancements $21,887
C20045603.589000 Crosswalk Improvements (TDA Article 3) $114,147
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C04045602.589000 Crosswalk Improvements: Office District $286,966
Sub-total: $10,307,000
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*
Staff will initially designate $2,201,254 in available Airport Park capital project funds
(account C01066601.589000) for the construction contract until next year’s CDBG
allocation is made available. At that time, the $2,201,254 encumbrance will be
transferred from the Airport Park account (C01066601.589000) to the CDBG account
(C19018805.589000). No funds will actually be expended from the Airport Park
account.
Construction Management:
C04018802.589000 Virginia Avenue Park Expansion $1,016,000
Sub-total: $1,016,000
GRAND TOTAL: $11,323,000
Two budget actions are required regarding the use of the City’s annual TDA Article 3
funds, a state program allocated annually by MTA specifically for pedestrian and bike
facility improvements.
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Increase account C20045603.589000 by $18,235 to incorporate accrued interest
and available funds, resulting a new available balance of $39,147.
?
Transfer $75,000 in TDA Article 3 Funds currently programmed as local match for
the Exposition Bike Path in account C20056104.589000 to the Virginia Avenue Park
Project TDA account, C20045603.589000, “Crosswalk Improvements (TDA Article
3).” This transfer will not affect the Exposition bike path (construction drawings
and/or construction) as additional TDA Article 3 funds will become available prior to
the scheduled start date in 2005. Each annual allocation of TDA Article 3 funding
must be used within 3 years or the funds will revert back to the MTA.
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Future Budget Impacts
The FY 2004-05 Budget Plan includes $96,000 in ongoing and $154,000 in one-time costs
for the project when it is completed in that fiscal year. These costs reflect the first year of a
phased-in approach for the implementation of expanded park programming. During FY
2004-05, budgeted operations will include start-up costs: grounds and facilities
maintenance for additional landscaping, parking lot, basketball courts, play areas, and
building facilities; outreach and registration activities, and the resumption of programs that
had been relocated or suspended during construction. In future years, additional
operating costs will be budgeted for expanded park programming that responds to the
community's needs including services provided by City staff, volunteers, non-profits and
other community groups. By the third year of operation, it is anticipated that approximately
$1 million in excess of what is currently budgeted will be required annually for park
operations including park programming and maintenance. Although these costs were
calculated previously in the City's Five-Year Forecast, the City’s current budget position
and uncertainty of State impacts on local government revenue indicate that these costs will
contribute to future City budget deficits unless additional revenue is raised or equivalent
expenditure reductions are taken. City staff will continue to review these costs and
evaluate alternatives as part of the budget planning process.
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Recommendations
Staff recommends that the City Council:
1. Award a construction contract for the Virginia Avenue Park expansion and adjacent
street improvements project to Ford E.C. Inc., the best bidder, in the amount of
$8,962,600 and approve $1,344,400 in contingency funds for this contract;
2. Authorize the City Manager to negotiate and execute a professional services
agreement with Black & Veatch in an amount not to exceed $921,807 plus $94,193
in contingency funds for the construction management of the Virginia Avenue Park
expansion and adjacent street improvements project;
3. Approve the budget changes identified above; and
4. Authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority.
Prepared by: Craig Perkins, Director, Environmental and Public Works Management
Suzanne Frick, Director, Planning and Community Development
Barbara Stinchfield, Director, Community and Cultural Services
Ellen Gelbard, Asst. Director of Planning and Community Development
Karen Ginsberg, Assistant Director, Community and Cultural Services
Anthony Antich, P.E., City Engineer
Lucy Dyke, Transportation Manager, Planning and Community Development
Lauren Friedman, Senior Architect
Lorrie Brown, Project Manager
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