SR-410-019
EPWM:CP:AA:PCD.RF S:\SP1461\CC1461-6.doc Santa Monica, California
Council Meeting: September 14, 1999
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award Contract for Construction of Cloverfield
Boulevard Improvements - Phase II; Authorize the City Manager to
Negotiate and Execute a Professional Services Contract for the
Construction Management of the Cloverfield Boulevard Improvements -
Phase II; and Appropriate $1,801,224 from Traffic Mitigation Funds to Pay
for a Portion of the Project
Introduction
This report recommends that the City Council award a contract for the construction of
the Cloverfield Boulevard Improvements Project - Phase II, to the firm of Griffith
Company, the lowest responsible bidder, in the amount of $2,572,748; and authorize
the City Manager to negotiate and execute a professional services contract with the
firm of Harris & Associates for construction management services for the Cloverfield
Boulevard Improvements Project - Phase II, in an amount not to exceed $406,760. This
report also recommends that City Council appropriate $1,801,224 from Traffic
Mitigation funds into Capital Project Account No. C01014591.589000.
Background
On January 26, 1999, City Council approved the final design for the Cloverfield
Boulevard Improvements Project - Phase II, which includes widening the roadway
between Michigan Avenue and Olympic Boulevard to provide three through-travel lanes
in each direction with dual left turn channelization, intersection work along Cloverfield
Boulevard at Michigan Avenue and Olympic Boulevard, and the narrowing of 26th
Street between Olympic and Cloverfield Boulevards.
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The Phase II improvements also include new sidewalks, street trees, street and
pedestrian lights, landscaped medians, modifications to the existing storm drainage
system, upgraded and synchronized traffic signals, and landscaping for the excess
public right-of-way along the north side of 26th Street.
Cloverfield Boulevard north of the Santa Monica Freeway is one the City’s most
important arterial roadways. It serves not only the Special Office District, but also the
hospital area and significant employment and residential areas on the east side of the
City. Traffic control and construction staging are therefore important issues on this
project. To minimize disruption during construction and insure minimal disruption to the
public, staff proposes that the Contractor perform the bulk of the work at night under
the following conditions:
· Between the hours of 9:00 p.m. and 6 a.m., seven (7) days a week, traffic may be
reduced to one through lane in each direction. Left turn lanes may be closed, but
only with prior authorization of the City Engineer and the Traffic Operations
Manager.
·
· The Contractor will maintain two through traffic lanes in each direction and one left
turn lane in each direction at each intersection during the hours of 6:00 a.m. and
9:00 p.m. weekdays.
Cloverfield Boulevard between Olympic Boulevard and Michigan Avenue is a
commercial corridor; the closest residential area is 800 feet away from the most
southerly limits of the project. Traffic impacts, therefore, are much less during late
evening hours. In addition, some of the work, including concrete paving at
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$1,374,776.00
intersections, cannot be performed in the daytime due to the set-up time required.
Noise will be monitored by the City’s Construction Manager to meet requirements of the
City’s applicable ordinance. The Contractor will comply with all the construction
mitigation requirements of the Environmental Impact Report (EIR), Section 4.8 titled
Construction Impacts.
Discussion
A Notice Inviting Bids for the construction contract was published on June 24 and July
1, 1999 in the Argonaut. Bidding documents were sent to six woman/minority business
enterprise associations. Bidding packages were requested by 23 contractors and the
City Clerk's office received five (5) sealed bids which were publicly opened and read
aloud on July 26, 1999, 3:00 p.m. by the Deputy City Clerk.
The base bid (plus Additive Alternate 2) results were as follows:
1. Griffith Company $2,572,748
2. Los Angeles Engineering, Inc. $2,854,796
3. Excel Paving Company $2,799,183
4. Sequel Contractors, Inc. $2,998,100
5. Silvia Construction, Inc. $3,207,566
City Engineer's Estimate $2,800,000
The lowest responsible bidder, Griffith Company, supplied the City with names of five
previous projects, including one City of Santa Monica project: Seaside
Avenue/Navy Way Grade Separation, Port of Los Angeles; Improvement of Inglewood
Avenue, City of Hawthorne; Berths 302-305 Backland Expansion, Port of Los Angeles;
Berths 225-236 Redevelopment Backland, Port of Los Angeles; and Cloverfield
Improvement Phase I, City of Santa Monica. All project representatives reported that
the Contractor's work was completed on time, with satisfactory quality of work, and
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without legal disputes. The assigned project manager was described as highly
knowledgeable and experienced. The State Contractors' License Board verified that
the
Contractor's license is current, active and in good standing.
A Request for Proposal (RFP) for construction management services on the Cloverfield
Improvements Project - Phase II was issued on March 30, 1999. These services
include overseeing the Contractor’s daily activities during the construction period to
insure conformance with plans and specifications; monitoring traffic control and
construction staging; notifying the public and coordinating with other construction work
in that area; reviewing change order and progress payment requests; and providing
information to the contractor on an as-needed basis. The construction management
firm will also establish and implement a public relations program during construction.
Proposals were received from four firms and all four firms were interviewed. A staff
review committee consisting of a senior civil engineer, three civil engineers and the
outside project manager from Daniel, Mann, Johnson, & Mendenhall was formed to
evaluate the submitted proposals and interview the firms. Selection criteria included
understanding and approach to the work, experience with similar kinds of work,
qualifications of staff and ability to meet tight time schedules with a minimum amount of
changes during construction.
Based upon these criteria, the review committee recommends the firm of Harris &
Associates for this work. Harris & Associates is an employee-owned California
corporation established in 1974. Representatives from two previous projects - Katella
Avenue Pavement Rehabilitation, City of Los Alamitos, and Culver City Downtown
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Streetcape Project, Culver City - highly recommended Harris and Associates. The firm
also oversaw the Cloverfield Boulevard Widening – Phase I project for the City of Santa
Monica. City staff notes that they displayed good judgment and ability to resolve
complex issues. Harris & Associates has the experience, ability, and integrity to
successfully assist the City with this project.
Budget/Financial Impact
FUNDS REQUIRED FOR THE CONSTRUCTION CONTRACT
Construction Contract . . . . . . . . . . . . . . . . . . . . . . . . $2,572,748
Contingencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 517,252
SUBTOTAL . . . . . . . . . . …. $3,090,000
FUNDS REQUIRED FOR THE CONSTRUCTION MANAGEMENT CONTRACT
Construction Management Contract . . . . . . . . . . . . . $406,760
Contingency . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . $ 43,240
SUBTOTAL . . . . . . . . . . . . $450,000
TOTAL FUNDS REQUIRED . . . . . . . . . $3,540,000
Funds are currently available in the amount of $1,738,776 in Account Number
C01014591.589000. The remainder $1,801,224 is to be financed by deferred revenue
accounts 01.215025 “Colorado Place, Phase II Mitigation” for $900,612 and 01.215028
“Water Garden, Phase I” for $900,612. Staff requests that $1,801,224 be appropriated
from these deferred revenue accounts into CIP Account Number C01014591.58900.
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Recommendation
Staff recommends that City Council:
1. Award a contract for the construction of the Cloverfield Boulevard Improvements
Project - Phase II, to Griffith Company, the lowest responsible bidder, in the amount of
$2,572,748;
2. Authorize the City Manager to negotiate and execute a professional services contract
with Harris & Associates for construction management services for the Cloverfield
Improvements Project - Phase II, in an amount not to exceed $406,760;
3. Appropriate additional funds in the amount of $1,801,224 from the Traffic Mitigation
funds into Account Number C01014591.589000 for the Cloverfield Boulevard
Improvements Project–Phase II; and
4. Authorize the City Engineer to issue any necessary change orders to complete
additional work in conformance with the Administrative Instructions on change orders
and within budget authority.
Attachments: Attachment A - Map of Final Design
Prepared by: Craig Perkins, Director, Environmental and PublicWorks Management Dept.
Anthony Antich, P.E., City Engineer
Suzanne Frick, Director, Planning and Community Development Department
Lucy Dyke, Transportation Planning Manager
Sophia Gorelik, Project Manager
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