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SR-100907-1Bc7~~ ~;tYof City Council Report Santa Monica City Council Meeting: October 9, 2007 Agenda Item: ~-$ To: Mayor and City Council From: Craig Perkins, Director -Environmental and Public Works Management Subject: .Award of Construction Contract for the Beach Greening Project Recommended Action Staff recommends that the City Council: 1. award a construction contract to PCN3, Inc., the best bidder, for the Beach Greening Project, in the amount of $486,865 plus 10% contingency, for a total amount not to exceed $535,552; and 2. authorize the Director of the Environmental and Public Works Management Department to issue any necessary change orders to the construction contract to complete additional work within budget authority. Executive Summary The Beach Greening Project is agrant-funded project which will help reduce urban runoff pollution from entering into the Santa Monica Bay. Approximately 30,000 square feet of asphalt at South Beach Parking Lot 4 will be replaced with permeable irrigated turf. Converting a portion of the asphalt parking lot into a permeable turf area will help 1 reduce urban runoff pollution and provide additional recreational space. This project is funded through a grant from the State Water Resources Control Board. Discussion The City of Santa Monica is committed to reducing ocean pollution from urban runoff. In an effort to further reduce pollutants entering the bay; City staff applied for and was awarded a State grant for the Beach Greening Project. If successful, this project could encourage similar projects elsewhere in Santa Monica and throughout California. The design includes replacement of approximately 30,000 square feet of asphalt with irrigated turf that includes a reinforced structural root system that allows vehicles to park on the turf when necessary. The design also includes a monitoring system that will allow storm water to be tested for pollutants before and after passing through the turf system. A parking study conducted by the Community and Cultural Services Department confirmed that the south beach lot is underused most of the year. Gates will be installed as part of the project to allow the affected portion of the lot to be closed to vehicle traffic for most of the year, and open for recreational use. On peak demand days at the beach, the gates can be opened to provide overflow parking. Previous Council Actions On June 22. 2004, City Council authorized the City Manager to execute a grant agreement with the State of California to design and construct the Beach Greening Project. 2 Commission Action On May 17, 2007, the design was unanimously approved by the Recreation and Parks Commission. On July 10, 2007, the design was unanimously approved by the California Coastal Commission. Contractor Selection A Notice Inviting Bids for construction of the Beach Greening Project was published on August 1 and 2, 2007, in the Santa Monica Daily Press and the Los Angeles Times. A Notice Inviting Bids was posted on the City Engineering and Architecture Division's website. Plans and specifications were also made available in nine public plan rooms. Nineteen contractors requested bid documents, and six sealed bids were received by the City Clerk's office and publicly opened on August 20, 2007, by the Deputy City Clerk. The bid results were as follows: Firm: PCN3, Inc. Y & M Construction Environmental Construction, Inc. AWI Builders, Inc. TLD Construction, Inc. Mihako America Corporation (dba Minco Construction) City Architect's Estimate Bid Amount $486,865 $534,136 $587,393 $589,911 $661,700 $677,700 $450,000 to $500,000 Bids were reviewed based on the company's 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. 3 Staff has identified PCN3, Inc., as the best bidder. PCN3, Inc., has completed a number of projects of greater magnitude and complexity. Recently completed projects include Parking Lot and Landscape Improvements for EI Monte School District, site work for modernization of an existing building at Long Beach City College, and site preparation for modular buildings at Mount San Antonio College. All projects included landscaping and grading site preparation work similar to the Beach Greening Project. References confirmed that the contractor's work was of high quality and that the work was completed on time and within budget. City staff contacted the Center for Contract Compliance and found that PCN3, Inc., is in good standing and capable of handling labor compliance issues. The State Contractor Licensing Board confirmed the contractor license is active and in good standing. Public Outreach A public workshop was conducted on May 3, 2007. Invitations were sent to residents within 300 feet of the site. The workshop was advertised in the Santa Monica Daily Press on April 26, 2007 and the workshop advertisement was posted at the proposed site. The workshop was attended by approximately 20 members of the public. After the design was presented, discussions included the project's impacts to views, use of native plantings, and use of the project area after the gates are installed. In response to the community concerns, some elements of the design were modified prior to final commission reviews. 4 Budget/Financial Impact Funds in the amount of $535,552 are available in account 0200696.589000, "Prop. 13 - Green Beach Runoff'. Prepared by: Sam Aslanian, Architectural Associate Approved: Forwarded to Council: ~~_:: Craig Perks v P. mont`~w Director -Environmental and Public C' Manager Works Management Department 5 Reference Contract No. 8830 (CCS).