SR-012709-1KCity Council Meeting: January 27, 2009
Agenda Item: 1 '~ ~
To: Mayor and City Council
From: Lee E. Swain, Director of Public Works.
Subject: Pier Storm Drain Improvement Project
Recommended Action
Staff recommends that the City Council:
1. Award a construction contract to KEC Engineering, the best bidder, in the
amount of $1,024,040 plus a 10% contingency for a total of $1,126,444;
2. Authorize the City Manager to negotiate and execute a professional services
agreement with Tetra Tech, Inc. .for construction management services for the
project, in the amount $130,520 plus a 10% contingency, for a total contract
amount of $143,572;
3. Authorize the City Manager to negotiate and execute a modification to
Agreement (CCS 8933) with Psomas in the amount of $190,000., bringing the
total contract cost.to $440,000; and
4. Authorize the City Ehgineer to issue any necessary change orders to complete
additional work within budget authority.
Executive Summary
The Pier Storm Drain Improvement Project will upgrade the existing. storm drain
infrastructure adjacent to the Santa Monica Pier and is the highest priority Measure V
(Clean Beaches and Ocean Parcel Tax) funded project. The project is located under
and adjacent to the Santa Monica Pier between Ocean Front walk and an area
approximately 250 feet west of the bike path. Implementation of the project is expected
to eliminate dry weather urban run-off onto the beach and into Santa Monica Bay and
thereby reduce bacterial contamination in this area. The project is categorically exempt
from provisions of the California Environmental Quality Act because it replaces an
existing City-owned drainage facility with small structures and utility extensions of
reasonable length, with negligible or no expansion in capacity. This project is funded by
the Clean Beaches & Ocean Parcel Tax Fund. Contract actions include award of a
construction contract to KEC Engineering, authorization for construction management
services with Tetra Tech, Inc., and extension of Psomas' existing project management
contract to provide contiriuing professional services during the construction and
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closeout phases of this project. Funds for this work were previously appropriated and
are available in the Pier Storm Drain account.
Discussion
Federal, State, and local regulations require the City to reduce urban runoff pollution
from storm drain discharges into the Santa Monica Bay. On September 25, 2007, City
Council conceptually approved priority storm water projects to be funded by Measure ~/
revenues, of which the highest priority project is the Pier Storm Drain Improvement.
The project is intended to improve water quality and maintain the beneficial uses of the
Santa Monica Bay, as well. as improve beach aesthetics. by eliminating ponding caused
by dry weather urban runoff discharges onto the beach. The pier storm drain basin is
an 84 acre watershed located adjacent to Palisades Park bounded by Wilshire
Boulevard, 4th Street, Ocean Avenue and the Santa Monica Freeway, including the 3`d
Street Promenade area. The .project will help the City comply with regulatory
requirements imposed by the. National Pollution Discharge Elimination System and Total
Maximum Daily Loads mandates.
On October 14, 2008, City Council authorized execution of a professional services
agreement with RBF Consulting (RBF) in an amount not-to-exceed $350,000, to
prepare plans and specifications, provide public outreach services, and provide
engineering services during the project bidding and construction phases. RBF
completed the project design on schedule in late December 2008. The project was
advertised for construction bids in early January 2009.
Contractor Selection
A Notice Inviting Bids was published in the Santa Monica Daily Press on January 2,
2009 and January 3, 2009. The Notice Inviting Bids was also posted on the City's
website and the bidding document was sent to eight (8) public plan rooms. Sixteen (16)
contractors requested bidding documents, and twelve (12) sealed bids were received by
the City .Clerk's office and publicly opened on January 13, 2009, by a representative
from the City Clerk's office. The bid results are as follows:
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Company Name Bid Amount
KEC Engineering $1,024,040
Blois Construction $1,113,023
John Meek Co. $1,142,000
Palp, Inc. $1,175,601
Paulus Engineering- $1,180,528.
Majich Bros. $1,183,000
Clarke Construction $1,213,050
Mallcraft, Inc. $1,379,000
Steve Bubalo Construction $1,393,900
Garcia Juarez $1,525,020
Cedro Construction $1,615,171
Reyes Construction $1,623,400
City Engineer's Estimate: $1,365,000
Staff recommends awarding the contract to KEC Engineering based on the quality of
services offered and experience. Recent similar projects include San Jacinto MDP Line
E Stage 2 (Riverside County Flood Control), San Sevaine Channel Stage 7 (Riverside
County Flood Control), and Portola Springs PA6 Marshburn Basin Storm Drain and
Channel (Irvine Community Development Co). All reference agencies contacted
reported the contractor's previous 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,
KEC Engineering has performed similar work for the City of Santa Monica. KEC was
responsible for installing 60-inch and 72-inch transmission lines down Neilson Way as
part of the Coastal Interceptor Sewer Project. Water Resources staff has reported that
all work was completed on time and within budget, and that KEC's work on that project
was exemplary.
Construction Management
Staff recommends construction management services be provided by Tetra Tech, Inc.
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Due to staff availability constraints as well as the high priority of this project, a
consulting construction management firm is necessary. On November 11, 2008, the
City requested statements of qualifications for construction management services for
seven (7) upcoming construction projects in the City, including the Pier Storm Drain
project. Twenty-eight (28) firms submitted statements of qualifications. City staff
reviewed the qualification statements and recommended interviewing five (5) firms.
Representatives from Civil Engineering and Architecture Division interviewed those
firms on January 9th and 13th.
Tetra Tech, Inc. is recommended .as the top ranked firm to provide construction
management services for the construction of this project, at a cost of $130,520. These
services include construction oversight and continuous inspection of the contractor's
work; reviewing submittals and change order requests; conducting periodic progress
meetings; providing information to the contractor on an as-needed basis; and
maintaining all necessary project documentation relevant to the work conducted during
construction. Tetra Tech., Inc. has relevant experience working on underground utilities
projects for the cities of Long Beach and Oceanside, as well as the Vallecitos Water
District. City staff contacted references and all respondents reported that the firm
provided exceptional construction management and inspection services.
In addition, Tetra Tech, Inc., has provided excellent services to the City of Santa Monica
on several projects, including the Colorado Ocean Relief Sewer and the repair of
Earthquake Damaged Sanitary Sewer Main Projects 8, 9; 11, 12, 13, 14A, and 15B.
Their familiarity with the City, participation in its community outreach program and
previous direct involvement with other City construction projects, offer the City an
integrated approach to construction management. The firm's rates are competitive with
other companies in the construction management field.
Public Outreach
City staff will continue to work with RBF and its public outreach subconsultant Harris
and Company, to provide public notifications to adjacent properties and the surrounding
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community on the scope of the project, potential impacts and schedule, periodic
updates and response to questions from the public.
Project Management Services
On June 10, 2008, City Council retained Psomas for Measure V program management,
project management of the Pier Storm Drain Improvement. Psomas' major objective
was to manage this high priority project on a fast-track schedule that called for award of
a construction contract in January 2009-and completion of construction by June 1, 2009,
prior to the peak beach summer season and the commencement of activities
celebrating the 100th Anniversary of the Pier.
Psomas' current contract is set to expire on March 31, 2009; however, given their
successful completion of all contracted tasks during the design phase, it is now
necessary to extend their contract to provide continuing services for implementation of
the Measure V program during construction as well as during aclose-out transition
period following construction. Additionally, a 3-month transition time is required for
Psomas staff to train the new City staff Measure V project manager who is anticipated
to be hired by July 2009. Psomas' original authorization approved by City Council on
June 10. 2008 was in the amount of $250,000. This extension through project
completion will require an additional. $190,000, bringing the total authorization to
$440, 000.
Environmental Analysis
The recommended concepts included in the project are considered to be minor in
nature because they involve replacement of an existing City-owned drainage facility with
small structures and utility extensions of reasonable length with negligible or no
expansion in capacity. Therefore, the improvements recommended for the project are
categorically exempt from the provisions of the California Environmental Quality Act
(CEQA) pursuant to Sections 15301 [Existing Facilities], Class 1(b), 15302
(Replacement or Reconstruction], Class 2(c) and 15303 [New Construction. or
Conversion of Small Structures], Class 3(d) of the CEQA Guidelines.
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Financial Impacts & Budget Actions
On October 14, 2008, City Council appropriated $2,000,000 from the Clean Beach and
Ocean Parcel-Tax Fund balance into Account No: 0069010.589000 for Pier Storm
Drain. These funds are sufficient to cover the recommended actions included in this
report and no further appropriations are required.
The approximate cost for annual maintenance of the new portions of the Pier Storm
Drain is estimated to be $25,000. Construction is anticipated to be completed by June
2009. Staff will include the annual maintenance costs in the FY 2009/10 budget for
Council review and approval. The Clean Beaches and Ocean Parcel Tax Fund balance
is anticipated to provide funding for-these on-going maintenance costs.
Prepared by: Mark Cuneo, P.E., Principal Civil Engineer
Approved:
Forwarded to Council:
~'.~~~ ~~
Lee E. Swain, Director
Department of Public Works
P/. Lamont EN
City Manager
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Reference Contract Nos.
9024 (CCS), 9025 (CCS),
and amendment to
Contract No. 8933 (CCS).