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SR-092507-1E~~+ c;cYo+ City Council Report Santa Monica City Council Meeting: September 25, 2007 Agenda Item: ~ -~ To: Mayor and City Council From: Craig Perkins, Director -Environmental and Public Works Management Subject: Award of Contracts for the Annual Street and Park Lighting Project Recommended Action Staff recommends that the City Council: 1. award a construction contract to KDC, Inc., dba Dynalectric, the best bidder, in the amount of $3,894,900 plus a 10% contingency, for a total amount not to exceed $4,284,390; and 2. authorize the City Engineer to issue any necessary change orders to the construction contract to complete additional work within budget authority; and 3. authorize the City Manager to negotiate and execute a professional services agreement with TCM Group for construction inspection services in the amount of $266,420 plus a 10% contingency, for a total amount not to exceed $293,062. Executive Summary As part of the Capital Improvement Program Budget process, City Council approved funds for the Annual Street and Park Lighting Project. This project will include replacement of existing series lighting circuits on various City streets and parks with 1 multiple lighting circuits and installation of new lighting fixtures. It will also include replacement of cracked lighting poles, installation of energy efficient light fixtures and installation of new street lights on the beach bike path from Bay Street to the southern City limits. KDC, Inc., dba Dynalectric is recommended for award of a construction contract and TCM Group is recommended for award of the construction inspection services contract. Discussion City Council appropriates funds each fiscal year to upgrade the streetlight infrastructure by replacing the series circuits on various City streets and parks with multiple circuits and new lighting fixtures. The following locations have been identified as the highest priority and will be upgraded: • Santa Monica Blvd - 12t" St. to 16t" Ct. • Santa Monica Blvd. - 17t" Ct to 26th St. • Santa Monica Blvd. - 26~" St. to Centinela Ave. • Main St. -Pico Blvd. to Stand St. • Main St. -Strand St. to Norman St. • Main St. -Norman St. to SE City Limits • 4t" Street -Colorado Blvd. to Pico Blvd. • Ocean Ave. - Bicknel Ave to Hollister Ave. • Barnard Way -Hollister Ave to Ashland Ave. and Ocean Park Blvd. - Barnard Way to Nielson Way • Barnard Way -Ashland Ave to Neilson Way • Neilson Way -Marine St. to Ocean Park Blvd. • Beach Bike Path and Parking • Lincoln Boulevard -San Vicente Boulevard to Alta Avenue • Lincoln Boulevard -Wilshire Boulevard to Santa Monica Boulevard • Ocean Park Boulevard -Neilson Way to 7t" Court • Neilson Way- Pico Boulevard to Ocean Park Boulevard 2 Contractor Selection Notice Inviting Bids were published in the Santa Monica Daily Press on June 23 and 25, 2007, and the bid package was sent to nine public plan rooms. The Notice Inviting Bids was also posted on the Civil Engineering and Architecture Division's webpage. Nineteen contractors requested bid packages, and six sealed bids were received by the City Clerk's office and publicly opened on July 23, 2007, by the Deputy City Clerk. The bid results were as follows: Company Bid Amount CSI Electrical Contractors, Inc. $3,562,515 KDC, Inc. dba Dynalectric $3,894,900 Steiny and Company, Inc. $4,053,510 Terno, Inc. $5,012,738 Golden State Utility Co. $5,028,211 Comet Electric, Inc. $6,902,762 City Engineer's Estimate: $4,000,000 All bids were evaluated by Civil Engineering and Architecture staff. Bids were evaluated on understanding of the project's scope, direct experience on similar projects, approach to the work, technical competence, qualifications of the proposed staff and the ability to meet the required time frames. Other criteria considered for contractor selection included consistent accuracy in bidding, volume of projects that involve street light improvements, and exceptionally positive reference responses. 3 After the bid opening, the City received a letter from CSI Electrical Contractors, Inc. requesting to be released from their obligation to construct this project due to mathematical error in their bid. A review of the request determined that an error was made; therefore, CSI Electrical Contractors, Inc., was eliminated from the selection process. Staff recommends KDC, Inc., dba Dynalectric as the best bidder based on the quality of services offered and experience with similar projects. KDC, Inc., dba Dynalectric provided a price that is within the Engineer's estimate and supplied the City with the names of previous similar projects. These projects include installation of traffic signals for the City of Burbank, the San Fernando Corridor for the City of Glendale, the Sepulveda Corridor for the City of Los Angeles, and the Madison Streetlight Improvement Project for the City of Los Alamitos. The reference agencies were contacted and all respondents reported that KDC, Inc., dba Dynalectric work was completed in a timely and cost-efficient manner while maintaining consistent quality. City staff contacted the Center for Contract Compliance and found that KDC Inc. dba Dynalectric 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. 4 Construction Inspection Services In July 2006, the City requested Statements of Qualifications for construction management and inspection services for upcoming construction projects throughout the City. The request for Statements of Qualifications was advertised on the Civil Engineering and Architecture Division's website. Ten firms submitted statements of qualifications. City staff reviewed the proposals and selected the top three firms. Representatives from the Civil Engineering and Architecture Division interviewed the three firms in August 2007. Staff recommends construction inspection services be provided by TCM Group. Their services will include inspection of the contractor's work during construction of streetlights and conduits, reporting field changes and unforeseen conditions to construction manager, attending contractor's safety meetings, attending periodic progress meetings, and maintaining all necessary inspection documentation relevant to the work conducted during construction. TCM Group has provided similar services for the City of Fontana, Caltrans, and the City of Victorville. City staff contacted the references and all respondents reported that the firm provided exceptional inspection services. Budget/Financial Impact Funds are available in the following accounts: Account Number Source of Funding Amount 0010724.589000 Street & Park Light Retro $ 4,472,452 0010832.589000 Main Street Lighting Renovation $105,000 5 Prepared by: Eugenia Chusid, Civil Engineering Associate Approved: Forwarded to Council: ~~ i Craig Perkins P. ont E Director- Environmental and Public Manager Works Management Department 6 Reference Contract Nos. 8826 (CCS) & 8827 (CCS).