SR-010808-1E~®
~;tYaf City Council Report
Santa Monica
City Council Meeting: January 8, 2008
Agenda Item: ~ ^ ~
To: Mayor and City Council
From: Craig Perkins, Director -Environmental and Public Works Management
Subject: Award of Construction Contracts for the Annual Street, Sidewalk,
Drainage and Civic Auditorium Parking Lot Improvement Project;
Appropriation of Proposition C Grant Funds; and Acceptance and
Appropriation of Tire-Derived Product Grant Funds
Recommended Action
Staff recommends that the City Council:
1. award a construction contract to Sequel Contractors, Inc., the best bidder, in the
amount of $8,259,040 plus a 10% contingency for a total amount not to exceed
$9,084,944;
2. authorize the City Manager to negotiate and execute a construction management
agreement with URS Corporation in an amount not to exceed $832,700
(including 10% contingency);
3. accept a $54,000 Tire-Derived Product Grant from the California Integrated
Waste Management Board and authorize budget changes outlined in the
Financial Impacts and Budget Actions section of this report;
4. appropriate an additional $50,000 from Proposition C; and
5. authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority.
Executive Summary
The Annual Street, Sidewalk, Drainage and Civic Auditorium Parking Lot Improvement
Project will provide maintenance and repair to streets and sidewalks, improvements to
the Civic Auditorium parking lots, drainage improvements on Broadway Avenue, and
other improvements consistent with the project's scope of work. Each fiscal year, the
City Council authorizes the construction of street improvements identified by the
Environmental and Public Works Management (EPWM) Department including street
paving, street resurfacing, slurry sealing, and repairs to curbs, gutters, and sidewalks.
The improvements under this project are required to maintain the City's streets and
parking lots at a high functional rating level and to complete a 3-year backlog of
sidewalk repairs identified by the City's Street Maintenance Division. This project will
repair 588 of the 2,026 backlog locations. 1,258 locations are being repaired under the
Citywide Sidewalk Repair Project currently underway, and the remaining 180 locations
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are being repaired by Street Maintenance Division crews. Failure to complete the
repairs will lead to further deterioration of streets and sidewalks and higher liability
exposure. This project is funded by the General, Special Revenue Source,
Miscellaneous Grants, Water, Wastewater, Civic Auditorium and Gas Tax funds.
Discussion
The street and sidewalk maintenance work consists of asphalt overlay, slurry sealing,
re-striping, construction of concrete bus pads on transit routes, sidewalk removal and
reconstruction, curb and gutter removal and reconstruction and tree root pruning. Two
existing asphalt intersections will be reconstructed with concrete at 4t" Street/Olympic
Drive and 20t" Street/Arizona Avenue and concrete curb and gutter extensions will be
constructed at Centinela Avenue/Nebraska Avenue. The Civic Auditorium parking lot
work consists of slurry sealing and re-stripping the parking area and asphalt overlay of
the entrance road. Additionally, drainage improvements are planned on Broadway
Avenue between 20t" Street and 21St Street and sidewalk improvements on Olympic
Boulevard between 20t" Street and 21St Street. This project occurs in the following
areas of the City:
1) Area bounded by Adelaide Avenue to the north, Lincoln Boulevard to the
east, Pico Boulevard to the south and Ocean Avenue to the west;
2) Area bounded by Santa Monica Boulevard to the north, 26t" Street and
CloverField Boulevard to the east, Pico Boulevard to the south and Lincoln
Boulevard to the west; and
3) Area bounded by Pico Boulevard to the north, 14t" Street to the east, Ocean
Park Boulevard to the south and Lincoln Boulevard to the west.
Contractor Selection
A Notice Inviting Bids was published in the Santa Monica Daily Press on October 11
and 12, 2007, and the bid document was sent to nine public plan rooms. The Notice
Inviting Bids was also posted on the Civil Engineering and Architecture Division's
webpage. Eighteen contractors requested bid documents and three sealed bids were
received by the City Clerk's office. The following bids were publicly opened and read
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aloud on November 6, 2007 by the Deputy City Clerk:
Contractor Base Bid + Alternate Bid
Sequel Contractors, Inc. $8,259,040
PALP, Inc. dba Excel Paving Company $8,394,435
Sully-Miller Contracting Co. $9,560,270
City Engineer's Estimate Range $6,500,000 to $8,000,000
Bids were evaluated based 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 desired time frames.
Sequel Contractors, Inc., is recommended as the best bidder, based on the quality of
services offered and their experience with similar projects including Lakewood
Boulevard improvements for the City of Downey and various street improvements for
the cities of Laguna Beach and Tustin. All reference agencies reported the contractor's
work was completed in a timely and cost efficient manner while maintaining consistent
quality. The Center for Contract Compliance found Sequel Contractors, Inc., to be in
good standing and capable of handling labor compliance. issues. The State Contractors'
License Board also verified that the company's license is current, active, and in good
standing.
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. Twelve firms submitted Statements of
Qualifications for this Project, which were reviewed and rated by EPWM staff. Selection
criteria included experience on similar projects, staffing efficiency, technical
competence, understanding of the project's scope, approach to the work, qualification of
proposed staff, and the ability to meet required time frames. The top six firms qualified
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for the Street, Sidewalk, Drainage and Civic Auditorium Parking Lot Improvement
Project were invited to interview with the City. Staff from EPWM completed the
interviews of the firms in August of 2007. URS Corporation is the top ranked firm.
URS Corporation is recommended as the best proposer to provide construction
management and construction inspection services. Their services will include public
outreach, construction management, material testing, and continuous inspection of the
contractor's work. URS Corporation has relevant experience working on street
resurfacing projects for the County of San Bernardino, City of Monterey, and City of
Seaside. City staff contacted reference agencies and all respondents reported that the
firm provided exceptional construction management and inspection services.
Public Outreach
Public relations during construction of this project will be provided by URS Corporation
as a part of the construction management effort. The outreach process will consist of
public notifications on the scope of the project, potential impacts, schedule, and periodic
project updates.
Financial Impacts & Budget Actions
The total project cost, including construction, construction management and
contingencies, is estimated to not exceed $9,917,644. Funds in the amount of
$9,917,644 for construction and construction management are available in the following
accounts:
Account Name Amount
M010152.589000 Street Repair/Resurfacing $ 5,156,098
M020152.589000 Street Repair/Resurfacing $ 1,981,833
0040356.589000 Street Resurfacing -Mitigation $ 90,000
0040367.589000 Olympic Blvd Sidewalks $ 114,000
0200777.589000 Prop A Bus Pads $ 290,000
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M200152.589008 Prop C Street Repair/Resurfacing $ 775,000
M200152.589600 Tire-Derived Product Grant $ 36,000
M250152.589000 Street Repair/Resurfacing $ 392,853
M310152.589000 Street Repair/Resurfacing $ 196,695
0320563.589000 Civic Auditorium Renovation PR $ 220,000
M430728.589000 Traffic Congestion Relief $ 665.165
Total Funds Available $ 9,917,644
The following budget actions are required to record receipt of the grant funds and make
them available for program use:
1. establish a revenue budget in the amount of $54,000 at account number
20402.406180 (Tire Derived Product Grant);
2. appropriate $54,000 in capital improvement project account number
M200152.589600 (Tire Derived Product Grant); and
3. appropriate $50,000 to capital improvement project account number
M200152.589008 (Street Repair/Resurfacing).
The Tire-Derived Product Grant will be split between Sequel Contractors, Inc., and the
City's Maintenance Division for purchase and installation of rubber sidewalks (which is
made from 100% California recycled tires). Funds in the amount of $36,000 will be
encumbered under the Sequel Contractors, Inc., contract and the remaining $18,000
will be utilized by the City's Street Maintenance Division.
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Prepared by:
Allan Sheth, Civil Engineering Associate
Approved:
Craig Pe~ins
Director -Environmental and Public
Works Management Department
Attachment: 1. Map
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Forwarded to Council:
3mont Ewell
Manager
Map of Annual Street, Sidewalk, Drainage
and Civic Auditorium Parking Lot Improvement Project
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Reference Contract
Nos. 8871 (CCS) &
8872 (CCS).