SR-012709-1eCity Council Meeting: January 27, 2009
Agenda Item: 1 °~
To: Mayor and City Couhcil
From: Lee E. Swain, Director of Public Works
Subject: Bicknell Avenue Green Street Project
Recommended Action
Staff recommends that the City Council:
1. award a construction contract to Sully-Miller Contracting Company, the best
bidder, in the amount of $489,525 plus a 10% contingency for a total of
$538,477;
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 modification to the
professional services agreement with Kimley-Horn and Associates, Inc. in an
amount not to exceed $52,000 for design services during construction.
Executive Summary
The Bicknell Avenue "Green Street" Project (Project) is a partially grant-funded
demonstration project intended to provide water quality improvements by constructing
landscaped biofilter swales and infiltration areas to reduce impervious street surface.
The Project is located on a one-block area of Bicknell Avenue between Ocean Avenue
and Neilson Way. Implementation of the Project is expected to improve the quality and
reduce the quantity of storm water runoff from the adjacent drainage area. This project
is funded by Clean Beaches & Ocean Parcel Tax (Measure V) funds and. a grant from
the State Water Resources Control Board. Following a competitive bid process, the
construction contract is recommended to be awarded to Sully-Miller.- Contracting
Company in the amount of $538,477. The report explains the need for additional funds
for Kimley-Horn and Associates, Inc. (KHA) for engineer-of-record services during
construction.
Discussion
Federal, State, .and local regulations require the City to reduce urban runoff pollution
from storm drain discharges into the Santa Monica Bay. The Bicknell Avenue "Green
Street" project is intended to improve water quality and maintain the beneficial uses of
1
the Santa Monica Bay, as well as improve the street's aesthetics. This project. will
assist the City in complying with regulatory requirements imposed by the National
Pollution Discharge Elimination System and Total Maximum Daily Loads mandates.
On January 10, 2006, City Council authorized the City Manager to negotiate and
execute a grant agreement with the State Water Resources Control Board from
Proposition 50, for $450,000 for the construction of the Bicknell Green Street Project.
On August 9, 2007, a professional services agreement was executed with KHA in an
amount not-to-exceed $34,000 to conduct one community meeting and develop
preliminary design concepts for the project. On March 11. 2008, City Council reviewed
three preliminary concept designs and provided input on the Project: On March 25
2008, City Council approved a modification to the professional services agreement with
KHA in an amount not to exceed $106,000 for design services required for the
implementation of the project. On September 16, 2008, City Council approved the
concept design for the project.
Contractor/Consultant Selection
A Notice Inviting Bids was published in the Santa Monica Daily Press on December 18;
2008 and December 19, 2008. The. Notice Inviting Bids was also posted on the City's
website and the bidding document was sent to nine public plan rooms. Twelve
contractors requested bidding documents, and six (6) sealed bids were received by the
City Clerk's office and publicly opened on December 30, 2008, by the Deputy City Clerk.
The bid results are as follows:
Company Name Bid Amount
Sully-Miller Contracting Co. $489,525.00
Toro Enterprises, Inc.. $509,295.00
PALP, Inc. DBA Excel Paving Company $524,915.00
Clarke Contracting Corporation. $530,352.50
Metro Builders & Engineers Group, Ltd. $685,098.04
Steve Bubalo Construction Co. $904,160.00
2
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
Sully-Miller Contracting Co. is recommended as the best bidder based on the quality of
services offered and experience. Recent similar projects include: Pacific Electric Inland
Trail (City of Rancho Cucamonga), Marquardt Avenue (LA County), Rehabilitation of La
Mirada Blvd. (City of La Mirada), Douglas Park Street Improvements and Infrastructure
(Boeing Realty Corporation). All reference agencies reported the contractor's work was
completed in a timely and cost-efficient manner while maintaining consistent quality.
The State Contractors' License Board also verified that the company's license is current,
active, and in good standing. Additionally, Sully-Miller Contracting Co. has performed
similar work for the City of Santa Monica. City staff has reported that all work was
completed on time and. within budget.
Professional Services
KHA provided design services for the Bicknell Avenue Green Street Project. KHA's
continued service as engineer-of-record during construction is required for the review of
requests for information, shop drawings and submittals; attending project construction
meetings; and the preparation of record drawings. A modification to the existing
professional service agreement with KHA in an amount not-to-exceed $52,000 is
required for these additional services. This modification will increase the total amount of
Contract No. 8904(CCS) with KHA to an amount not-to-exceed $192,000.
Public Outreach
Public outreach for this project will be provided by Department of Public Works staff.
Public outreach will consist of public notifications to adjacent property owners and
tenants and the surrounding community on the scope of the project, potential impacts
and schedule and periodic updates.. Staff will also provide the community with contact
information for inquiries throughout the construction period.
3
Construction Management
Construction management for this project will be provided by Department of Public
Works staff. Construction management will include: inspection of the contractor's work
during construction;. verifying and controlling field changes and unforeseen conditions,
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.
Environmental Analysis
The project is categorically .exempt from provisions of the California Environmental
Quality Act (CEQA). A Notice of Exemption was filed with the Los Angeles County
Clerk on October 8. 2008.
Financial Impacts & Budget Actions
Funds in the amount of $538,477 for construction and $52,000 for professional services
will be available in the following accounts:
Account Source of Funding Amount
0060701.589000 Bicknell Street Greening $ 140,477
0200701.589000 Prop 50 -Bicknell Green Runoff $ 450,000
$ 590,477
The grant funding from the State Water Resources Control Board has been frozen due
to state budget issues. Staff expects that once the budget issues are resolved the grant
funding will be reinstated. If the grant funding is not reinstated, staff will return to
Council to request an appropriation from the Clean Beaches & Ocean Parcel Tax Fund
balance to compensate the funding disparity. Grant funds from the State Water
Resources Control Board must be expended by March 31, 2009 under the existing
grant agreement. However, the grant administrator from the State Water Resources
Control Board has indicated this date could be adjusted due to State budget issues.
Substantial completion of construction is anticipated by March 31, 2009.
4
The installation of .the landscaped bio-swales and new trees on Bicknell Avenue will
require periodic maintenance by the Public Landscape Division of the Community
Maintenance Department. The approximate cost .for annual maintenance of the
landscaping is estimated to be $3,000. Additionally, the new drain inlets and
underground infiltration chambers will require periodic maintenance by the Water
Resources Division of the Department of Public Works. The approximate cost of annual
maintenance of the drainage infrastructure is estimated to be $5,000.. The Clean
Beaches & Ocean Parcel Tax Fund is anticipated to provide funding for on-going
maintenance. Staff will include the annual. maintenance cost of $3,000 in the FY 2009-
10 proposed budget for City Council's review and approval.
Prepared by:
Mark Cuneo, P.E., Principal Civil Engineer
Approved:
A
Lee E. Swain, Director
Department of Public Works
Forwarded to Council:
P L ont Ewell
Manager
5
Reference Contract No.
9022 and Amendment to
Contract No. 8904 (CCS).