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SR-100907-1E~~ c;cror City Council Report Santa Monica City Council Meeting: October 9, 2007 Agenda Item: j -'~ To: Mayor and City Council From: Craig Perkins, Director -Environmental and Public Works Management Subject: Award of Contracts for the Citywide Sidewalk Repair Project Recommended Action It is recommended that the City Council: 1. award a construction contract to CJ Concrete Construction, Inc., the best bidder, in the amount of $1,238,100 plus a 10% contingency, for a total amount not to exceed $1,361,910; 2. authorize the City Manager to negotiate and execute a professional services agreement with DMR Team, Inc., for construction management and construction inspection services, for a total amount not to exceed $197,000; and 3. authorize the City Engineer to issue any necessary change orders to complete additional work within budget authority. Executive Summary The Citywide Sidewalk Repair Project is a one-time accelerated project to repair 1,258 of the 2,026 damaged or displaced sidewalk locations Citywide logged by the Street Maintenance Division. This accelerated program will allow the City the ability to create enhanced pedestrian mobility and greatly reduce the City's exposure to trip and fall 1 claims. The remaining locations are being repaired by the Street Maintenance Division crews or under the next Annual Street Improvement Project. All 2,026 locations will be repaired by Summer 2008. This project is funded with Gas Tax Funds. Discussion The City's Street Maintenance Division currently has logged 2,026 sidewalk locations that were either reported by residents, businesses, or inspected by Street Maintenance Division staff over the past 3 years. The Street Maintenance Division also has an annual sidewalk inspection cycle for business districts and a 3-year sidewalk inspection cycle which covers the rest of the City. All inspected locations are tracked by the Street Maintenance Division. The proposed contract will repair 1,258 of the 2,026 locations. 588 locations will be repaired under the next Annual Street Improvement Project. The remaining 180 locations are being repaired by Street Maintenance Division crews in the Main Street Business District and the beach area south of Colorado Avenue and west of 4th Street (to the southern City limits). The attached map shows the areas and division of the work. In the past, due to funding limitations and staffing constraints, approximately only one- third of the logged locations were repaired annually, either by Street Maintenance Division crews or under the Annual Street Improvement Project. The proposed contract is a one-time effort that, in conjunction with the next street improvement project and 2 work by Street Maintenance Division crews, will remove the current backlog. All future inspections and reported locations will be repaired in the fiscal year following the year of inspection, thereby eliminating any backlog of work. Contractor Selection A Notice Inviting Bids was published in the Santa Monica Dailv Press on August 11 and 13, 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. Eleven contractors requested bid packages and ten sealed bids were received by the City Clerk's office and publicly opened on August 30, 2007, by the Deputy City Clerk. The bid results were as follows: 1. CJ Concrete Construction, Inc. 2. Portsmouth Construction, Inc. 3. Kalban, Inc. 4: Accord Engineering 5. Vido Samarzich; Inc. 6. Damon Construction Co. 7. Toro Enterprises, Inc. 8. Sully-Miller Contracting Co. 9. S. Parker Engineering, Inc. 10. Coastal Grading & Excavating City Engineer's Estimate $1,238,100 $1,524,000 $1,549,250 $1,725,250 $1,732,350 $1,786,900 $1,938,840 $2,091,860 $2,502,000 $2,746,900 $1,450,000 to $1,770,000 Bids were evaluated based on competitive pricing, understanding of the project's scope, 3 direct experience on similar projects, approach to the work, technical competence, qualifications of the proposed staff, and the ability to meet the desired time frames. CJ Concrete Construction, Inc. is considered to be the best bidder based on their price, quality of services offered, and experience with similar projects including: Sidewalk, Curb and Gutter Repair Project for the City of Cerritos; Annual Concrete Repair Project for the City of Arcadia; Curb/Gutter and Sidewalk Reconstruction Project for the City of Fullerton; Sidewalk Repair Project for the City of Burbank; Americans with Disabilities Bus Stop Modifications Project for the Orange County Transportation Authority; and the Citywide Sidewalk Repair Project for the City of Lakewood. Reference agencies were contacted 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 CJ Concrete Construction, Inc. is in good standing and capable of handling labor compliance issues. The State Contractors' License Board also confirmed that their license is current, active, and in good standing. In addition, staff met with representatives from CJ Concrete Construction, Inc. to discuss their bid and approach towards the work including staffing, schedule, quality and cost. Based on that discussion staff has a high level of confidence in the capability of CJ Concrete Construction, Inc. to perform the work. 4 Construction Management Selection 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 submitted qualifications and selected the top three firms. Representatives from the Civil Engineering and Architecture Division interviewed the three firms in September 2007. Staff recommends construction management and construction inspection services be provided by DMR Team, Inc. Their services will include inspection of the contractor's work during construction of sidewalks, reporting field changes and unforeseen conditions to construction manager, monitoring and mitigating impact to adjacent private properties, attending contractor's safety meetings, attending periodic progress meetings, and maintaining all necessary inspection documentation relevant to the work conducted during construction. DMR Team, Inc. has provided similar services for the Cities of Downey, Santa Clarita, and West Hollywood. Reference agencies were contacted and all respondents reported that the firm provided exceptional construction management and construction inspection services. 5 Public Outreach Public outreach for this project will be provided by DMR Team, Inc, and the Environmental and Public Works Management Department. Outreach will consist of public notifications on the project scope, potential impacts to adjacent properties, schedule, and periodic project updates. Budget/Financial Impact Funds in the amount of $1,558,910 are available in account 0430007.589000 (Sidewalk Repair). Prepared by: Allan Sheth, Civil Engineering Associate Approved: Forwarded to Council: Craig Perkin ~t Ewell Director - vironmental and Public Cit M Hager Works Management Department Attachment: Map 6 Map of Citywide Sidewalk Repair Project Sy 9 ~1` ,+~5 ~ ~. Q ~ ~ ..~ .q~ - per, ~ 19 ~ ~ ~ / Qm~d ~ ~ ~ O ~~i~ ~ s© k1 ~ ~ ~ I~ E i,. ~ ~ v' sr ~ O i o ~° ~~'~ ~O Ar@ Q er~~his project , i°'~ ®ii ~mm~` ' °TN.2 ~Lnmafidhcl ~ Reference Contract Nos. 8831 (CCS) and 8832 (CCS).