Loading...
SR-012208-1D~~ ~;tYOf City Council Report Santa Monica° City Council Meeting: January 22, 2008 Agenda Item: ~ y To: Mayor and City Council From: Craig Perkins, Director -Environmental and Public Works Management Subject: Mountain View Mobilehome Park Improvement Project Recommended Action Staff recommends that the City Council: 1. award a construction contract to Griffith Company, the best bidder, in the amount of $4,960,000 plus a 10% contingency for a total amount not to exceed $5,456,000; 2. authorize the City Engineer to issue any necessary change orders to complete additional work within budget authority; and 3. authorize the City Manager to negotiate and execute a professional services agreement with Harris & Associates for construction management and community relations services in an amount not to exceed $558,360, including a 10% contingency. Executive Summary The Mountain View Mobilehome Park, Utility & Site Improvements Project consists of undergrounding electrical, telephone and cable TV lines, installation of new natural gas, potable water, sanitary sewer and street lighting systems., and construction of new curbs, gutters and roadway pavement surfaces. Griffith Company is the best bidder for construction and Harris & Associates was selected to perform construction management and community relations services. This project is funded by Tenant Ownership Rights Charter Amendment, Low-Moderate Income Housing, and Redevelopment funds. Background Mountain View Mobilehome Park (Park) is located at 1930 Stewart Street and consists of 105 residential mobilehome spaces. The property encompasses approximately five acres of land with an aged infrastructure in need of modernization. To meet these 1 needs, the City purchased the Park property and thirty six mobilehome units (in December 2000) as part of a legal settlement with the prior owner and to preserve the site for affordable housing. In July 2005, City Council awarded a contract to Lawrence McDermott in an amount not to exceed $180,000 for the design of the park and on August 16, 2006, the Planning Commission approved proposed improvements, including reconfiguration of the roadways and the establishment of lot lines for individual lots. The Planning Commission approval also included the repair and/or replacement of on-site infrastructure and utilities, and the placement of new mobile homes on existing or reconfigured sites. As recently as October 9, 2007, City Council authorized the City Manager to reject all bids submitted in July 2007 and authorized the City Engineer to negotiate with the two responsive bidders for the construction of the project. Discussion The City has undertaken a number of interim measures to improve conditions at the Park since taking ownership, including establishment of an emergency vehicle access road at the rear of the Park, implementation of off-street parking on vacant spaces to keep roadways clear, and installation of a fire hydrant outside the Park. Other temporary measures undertaken to date include; the installation of bollards to protect individual propane tanks from cars, the removal of units acquired by the City which were substandard, mitigation of overcrowding conditions by relocating families to other units within the Park, and repairs to City-owned mobilehomes. The park was built in the late 1940's and its infrastructure has only been minimally improved since that time. The current electrical system is insufficient to meet demand and has fused meter boxes instead of modern circuit breakers. Only a small portion of the site is serviced by natural gas lines with the majority of residents still using propane tanks to supply gas for cooking and heating. Additionally, water supply lines are undersized, old, and prone to leaking and there are no fire hydrants within the Park. 2 Upgrades will include undergrounding electrical, cable and telephone lines and installation of new natural gas, water supply and sanitary sewer systems. In addition; two on-site fire hydrants will be installed. The existing spaces will have all necessary hookups which will allow for the installation of new manufactured housing. Roads will be re-graded for drainage and re-paved with rolled curbs. Contractor Selection Pursuant to Council authorization to reject all bids and negotiate with the two responsive bidders to implement the project within budget, staff identified potential modifications to the project specifications/requirements which would reduce the cost of the proposed improvements within the available budget. The modifications to the project specifications/requirements include: 1. Changing the sewer pipe material to Standard Dimension Ratio 35 pipe; 2. Allowing using suitable native material for backfill of mainline and service trenches, with the provision that contractor shall employ appropriate methods and equipment to ensure adequate compaction; 3. Allowing the use of crushed miscellaneous base for roadway reconstruction. 4. Changing the street light pole to a less ornate and less expensive type; and 5. Revising the cost for relocation of mobilehome units based on contractor's re-bidding this item per City's input. The results of the cost negotiations are as follows: Company Excel Griffith Company Original Bid Amount $6,098,300 $5,769,000 Modified Bid Amount 5,169,550 4,960,000 3 Staff recommends that the contract be awarded to Griffith Company, the best bidder, based on the quality of services offered, capacity to provide the material and perform the services, capacity to perform the contract promptly, experience and efficiency of the company; and lowest cost. Griffith Company has experience with similar projects including the Incline Baggage Screening Project (Los Angeles World Airport), Ramon Road Project (County of Riverside), Magnolia Boulevard Improvements (City of Burbank), and the Ontario Airport Runway (Los Angeles World Airport). 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 Griffith Company 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 proposals from qualified firms to provide construction management and inspection services for various projects for the next two years. Thirteen firms submitted proposals, which were reviewed and rated by Environmental and Public Works Management staff. Firms were evaluated based on experience with similar projects, past performance, technical competence and project approach and planning. The top four firms were invited to interview with the City. Following the interview, Harris & Associates was selected as the best team to provide construction management and community relations services for the Mountain View Mobilehome Park Project. Their services will include construction oversight and continuous inspection of the contractor's work during construction of the utility and pavement upgrades, geotechnical inspections, management of traffic control and detour plans, review of change order requests, monitoring noise and vibration, conducting periodic progress meetings, providing information to the contractor on an as-needed basis, maintaining all necessary project documentation relevant to the work conducted during construction, and ongoing 4 communication with the residents in coordinating the construction. Harris & Associates' past previous projects for the City of Santa Monica include the Repair and Replacement of Earthquake Damaged Sewer Mains, and Cloverfield Boulevard Widening, Phase I and II. The construction management team proposed by Harris & Associates has experience in this type of work. Additionally, the proposed management team has excellent references and a demonstrated skill in public relations and problem solving for construction phasing in a confined work area such as the Mountain View Mobilehome Park. Financial Impacts & Budget Actions Funds in the amount of $6,014,360 are budgeted and available in the following account numbers: Account Number Amount Source of Fundinc H14037707.589000 $1,508,301 TORCAAffordabl~ H15004907.589000 $ 695,576 Low/Mod Housing H15004908.589000 $ 410,483 Low/Mod Housing H17004907.589000 $2,800,000 Low/Mod Housing H18005007.589000 $ 600,000 Low/Mod Housing Housing Trust Fund This project will upgrade existing infrastructure. As a result no increased maintenance costs are anticipated. Prepared by: Allan Sheth, Civil Engineering Associate Approved: Craig Perkin Director- Environmental and Public Works Management Department Forwarded to Council: Mont Ewell Manager 5 Reference Contract Nos. 8879 (CCS) and 8880 (CCS).