SR-111307-1Efir
~;,Y'o, City Council Report
Santa Monica
City Council Meeting: November 13, 2007
Agenda Item: j `~' ~
To: Mayor and City Council
From: Craig Perkins, Director- Environmental and Public Works Management
Subject: Award Construction Contract for the Georgina Avenue Street Lighting
Assessment Project
Recommended Action
Staff recommends that the City Council:
1. award a construction contract to Freeway Electric, Inc., the best bidder, in the
amount of $126,500 plus a 10% contingency, for a total amount not to exceed
$139,150; and
2. authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority.
Executive Summary
The Georgina Avenue Street Lighting Assessment Project is a collaborative effort
between area residents and the City to provide enhanced street lighting on Georgina
Avenue from 4th Street to 7th Street. After a successful petition process and public
hearing, a majority of residents voted to add lighting on Georgina Avenue. Construction
costs for the project are expected not to exceed $139,150. The total project, including
construction management is estimated to be $172,050. The project is funded as an
assessment district, with the City contributing 50% of the total cost from general funds,
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and the property owners' contributing the remaining 50% through the assessment
district. Funds are available in the current budget (Street and Park Light Retrofit
account) to cover the City's portion of the project costs.
Discussion
The Georgina Avenue Street Lighting Assessment Project was approved by residents
and the City Council, as outlined below. Improvements will include the installation of
ornamental Aegean concrete style street lights on residential streets (Attachment A).
The street light style was selected by residents at a public meeting held on May 3, 2006.
Previous Council Actions
On July 11, 2006, the City Council accepted petitions and set a public hearing on
October 10, 2006 for the purpose of determining whether public convenience and
necessity require the installation of street lighting and declared its intention to install
street lighting on 30th Street, from Pico Boulevard to Pearl Street (District "A") and
Georgina Avenue, from 4th Street to 7th Street (District "B").
On October 10, 2006, City Council held a public hearing for the formation of streetlight
assessment districts on 30th Street, from Pico Boulevard to Pearl Street (District "A")
and Georgina Avenue, from 4th Street to 7th Street (District "B"). Ballots were received
and accepted up to the end of the public hearing.
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On November 14. 2006 City Council accepted the certified results of the streetlight
assessment district election as tabulated by the City Clerk; approved the formation of a
street light assessment district on Georgina Avenue from 4th Street to 7th Street (District
"B"); adopted Resolution 10184 (CCS) to assess property owners for the construction
cost of streetlight improvements; and issued bonds as security for unpaid assessments
in conformance with Proposition 218.
Contractor Selection
A Notice Inviting Bids was published in the Santa Monica Daily Press on August 17 and
18, 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.
Thirteen contractors requested bid packages and seven sealed bids were received by
the City Clerk's office and publicly opened on September 12, 2007, by the Deputy City
Clerk. The bid results were as follows:
Freeway Electric, Inc. $126,500
KDC Inc., dba Dynalectric $142,900
TDS Engineering, Inc. $145,699
CSI Electrical Contractors, Inc. $168,900
Christopher R. Morales, Inc. $169,785
MS Navarro Engineering $171,620
Y & M Construction, Inc. $268,000
City Engineer's Estimate $139,500
Bids were evaluated based on competitive pricing, understanding of the project's scope,
direct experience on similar projects, approach to the work, technical competence,
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qualifications of the proposed staff, and the ability to meet the desired time frames.
Freeway Electric, Inc., is recommended as the best bidder, based the quality of services
offered and experience with similar projects. The contractor's recently completed
projects include Traffic Signal Modifications for the City of Bellflower, Traffic Signal
Upgrades on Balboa Boulevard for the City of Newport Beach, Traffic Signal
Modifications at Madison Avenue for the City of Indio, Traffic Signal Modifications at
Various Locations for the City of Indio, Traffic Signal Modifications for the City of Carson
and Traffic Signal Modifications for the City of Arcadia. 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. The Center for
Contract Compliance confirmed that Freeway Electric, Inc., is in good standing and is
capable of handling labor compliance issues. The State Contractors License Board
also confirmed that the company's license is current, active, and in good standing.
Construction Management and Public Outreach
Construction .management and public outreach for this project will be provided by
EPWM staff. Construction management will include inspection of the contractor's work
during construction, reporting field changes and unforeseen conditions to the
construction manager, monitoring and mitigating impact as a result of the construction
activities, attending contractor's safety meetings, attending periodic progress meetings,
and maintaining all necessary inspection documentation relevant to the work conducted
during construction. Public outreach will consist of public notifications to adjacent
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properties and the surrounding community on the scope of the project, potential impacts
and schedule, periodic updates and response to questions from the public. Staff costs
for construction management and public outreach is estimated to be $14,000 with the
City contributing 50%, or $7,000 from general funds, and the property owners'
contributing the remaining 50% through the assessment district.
Assessment administration for this project will be provided by EPWM and Finance
Departments. Assessment administration consists of assessment district formation
including petition processing, assessment cost confirmation, and assessment billing.
Staff cost for assessment administration is estimated to be $14,000 with the City
contributing 50%, or $7,000 from general funds, and the property owners' contributing
the remaining 50% through the assessment district.
Budget/Financial Impact
Funds required for this construction contract:
Construction Contract $126,500
Continpency (10%) $ 12,650
$139,150
Upon project completion and confirmation of assessment costs, invoices will be mailed
to property owners within the assessment district. Property owners will be invoiced at
the completion of the project, once final costs are confirmed by Council, and their
payments will be held in a Trust Account pending repayment to the contractor. Property
owners will have two (2) options to pay for the assessment: (1) pay the entire balance,
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without incurring any interest, within thirty (30) days of the invoice date; or (2) elect to
make payments over a 10-year period. Under the second option, bonds will be issued
for the unpaid amounts and a Tien will be placed upon the property until the full
assessment cost, including interest, has been paid. Payments will be made twice a
year with an annual interest rate equal to 8%. The total project cost is estimated to be
$172,050, with the City contributing 50% and the property owners contributing the
remaining 50%.
Estimated Project Cost Summary
Design $4,900
Construction $126,500
Construction Contingency (10%) $12,650
Public Outreach & Construction $14,000
Management
Assessment Administration 14 000
$172,050
Funds in the amount of $86,025 are available in account 0010724.589000 (Street &
Park Light Retro) to pay for the City's share of this construction contract. Account
80.201250 will be established for the property owners' share.
Prepared by:
Allan Sheth, Civil Engineering Associate
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Approved:
•~
Forwarded to Council:
Craig Perks `~--~C'X~vliont Ewell
Director- Environmental and Public Manager
Works Management Department
Attachment A: Aegean Concrete Style Street Lights
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Attachment A
Reference Contract
No. 8854 (CCS)