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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).