sr-060909-1fCity Council Meeting: June 9, 2009
Agenda Item: j ~' F
To: Mayor and City Council
From: Lee E. Swain, Director, Department of Public Works
Subject: Annual Street Improvement Project Contracts and 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 $3,969,150 plus a 10% contingency for a total amount not to exceed
$4,366,065;
2. authorize the City Manager to negotiate and execute a construction management
agreement with Civil Source iri the amount of $477,273 plus a 10% contingency
of $47,727 for a total amount not to exceed $525,000;
3. accept a $100,000 Rubberized Asphalt Concrete Grant from the California
Integrated Waste Management Board and appropriate $100,000 in Capital
Improvement Project funds; and
4. authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority.
Executive Summary
The Annual Street Improvement Project will provide maintenance and repair to streets
and sidewalks, maintenance-type repairs on four bridges, construction of concrete bus
pads and Americans with Disabilities Act accessible wheel chair pads at bus stops, 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 Public
Works 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 at a high functional rating level, to improve pedestrian safety,
and to complete repairs to four bridges identified in the most recent biennial inspection
of bridges conducted by the County of Los Angeles, Department of Public Works. This
project will repair 869 sidewalk locations north of Santa Monica Boulevard based on the
City's latest sidewalk inspection survey. An additional 291 locations south of Santa
Monica Boulevard are being repaired by Street Maintenance Division crews. Failure to
complete the repairs will lead to further deterioration of streets, sidewalks and bridges
and higher liability exposure. This project is funded by General, Water, and Wastewater
funds and Miscellaneous Grants.
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Discussion
The street and sidewalk maintenance work consists of asphalt overlay, slurry sealing,
re-striping, construction of concrete bus pads and wheelchair pads on transit routes,
sidewalk removal and reconstruction, curb and gutter removal and reconstruction, and
tree root pruning. Additionally, maintenance-type repairs will be done on four City
bridges identified in the most recent biennial inspection of bridges conducted by the
County of Los Ahgeles, Department of Public Works. The bridge work mostly involves
minor repairs such as sealing cracks, cleaning exposed rebar and patching spalls,
installing or painting signs, and repairing delamination of the deck surface. The street
paving will occur in the area bounded by Santa Monica Boulevard, 7th Street, San
Vicente Boulevard and 18th Street. The sidewalk repair work will occur at locations north
of Santa Monica Boulevard. Locations south of Santa Monica Boulevard are being
repaired by Street Maintenance Division crews. Bus pads and wheelchair pads will be
constructed at bus stops Citywide.
Contractor Selection
A Notice Inviting Bids was published in the Santa Monica Dailv Press on February 8 and
9, 2009, and the bid document was sent to nine public plan rooms. The Notice Inviting
Bids was also posted on the City's website and Planet Bids. Seventeen contractors
requested bid documents and five sealed bids were received by the City Clerk's office.
The following bids were publicly opened and read aloud on March 18, 2009 by the
Deputy City Clerk. The bid results were as follows:
1. Sequel Contractors, Inc.
2. All American Asphalt
3. Silvia Construction, Inc.
4. Sully-Miller Contracting Co.
5. Palp, Inc. dba Excel Paving Co.
City Engineer's Estimate
$3, 969,150
$4,143,000
$4,571,890
$4,718,615
$5,081,903
$3,900,000
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The best bidder, Sequel Construction, Inc., supplied the City with a list of similar
projects including street improvement, widening and beautification projects for the cities
of Industry, Westminster, Costa Mesa, Rancho Palos Verdes and Downey. Staff
contacted the city representatives for these projects and they all reported that the
contractor's work quality was good and was completed in a timely and cost efficient
manner. In addition, Sequel Contractors, Inc., was the successful bidder for the last
annual street improvement project for the City of Santa Monica. City staff has found
their work to be satisfactory. Staff also contacted the Center for Contract Compliance
and found Sequel Contractors, Inc., in good standing and capable of handling labor
compliance issues. The State Contractor's License Board verified that the. Contractor's
license. is active and in good standing.
Construction Management Selection
In December 2008, 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 and on Planet Bids. Twenty-eight firms
submitted Statements of Qualifications for this Project, which were reviewed and rated
by Public Works staff. Selection criteria included experience on similar projects, staffing
efficiency, technical competence, understanding of the project's scope, approach to the
work, contract dispute past performance, qualification of proposed staff, and the ability
to meet required time frames. The top three firms qualified for the Annual Street
Sidewalk Improvement Project were invited to interview with the City. Staff from Public
Works completed these interviews in April 2009. Civil Source is the top ranked firm.
Civil Source supplied the City with a list of similar projects for the cities of Rancho Palos
Verdes, Laguna Beach, and Seal Beach.
Civil Source 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
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contractor's work. Civil Sources has relevant experience working on street resurfacing
projects for the City of Santa Monica. 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 Civil Source 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 arid contingencies is estimated to not
exceed $4,891,065 and is available in the following accounts:
Account Name Amount
M020152.589000 Street Repair/Resurfacing $ 3,684,320
M200152.589009 Street Repair/Resurfacing $ 500,000
0200777.589001 Transit Route Concrete Bus Pads $ 300,000
M200152.589700 Rubberized Asphalt Concrete Grant $ 100,000
M250152.589000 Street Repair/Resurfacing $ 204,445
M310152.589000 _____ Street Repair/Resurfacing $ 102.300
Total Funds Available $ 4,891,065
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 $100,000 at account number
20402.406180 (Rubberized Asphalt Concrete Grant); and
2. appropriate $100,000 in capital improvement project account number
M200152.589700 (Rubberized Asphalt Concrete Grant).
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Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
~ ~`~~
Lee E. Swain, Director
Department of Public Works
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Forwarded to Council:
Reference Contract Nos.
9073 (CCS) and 9074
(ccs).