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sr-090809-1gCity Council Meeting: September 8, 2009 Agenda Item: ~c'1 To: Mayor and City Council From: Lee E. Swain, Director of Public Works Subject: Stimulus Funded Street Resurfacing Citywide Project Contracts Recommended Action Staff recommends that the City Council: 1. award a construction contract to All American Asphalt, the lowest responsible bidder, in the amount of $1,890,980 plus a 10% contingency of $189,098 for a total amount not to exceed $2,080,078; 2. authorize the City Manager to negotiate and execute a construction management agreement with Tetra Tech in the amount of $189,065 plus a 10% contingency of $18,907 for a total amount not to exceed $207,972; 3. authorize the City Engineer to issue any necessary change orders to complete additional work within budget authority. 4. authorize budget changes to establish budget in revenue account and appropriate funding in capital project expenditure account. Executive Summary The Stimulus Funded Street Resurfacing Citywide Project (Project) consists of maintenance improvements to various arterial and collector streets throughout the City. The Project will provide improvements. to the existing street infrastructure including asphalt pavement resurfacing and repairs to sidewalks, curbs and gutters. The majority of funding for the Project is provided by the American Recovery and Reinvestment Act - Regional Surface Transportation Program (RSTP) funds. Stimulus funds in the amount of $1,794,533 have been authorized by the Federal Highway Administration and the State of California, Department of Transportation (Caltrans) for this Project. Funding for the balance of the project is provided by Proposition C and the General Fund. Background On February 17, 2009, President Obama signed into law the American Recovery and Reinvestment Act of 2009 making available. funds to state and local governments for projects that would spur economic activity, and save or create jobs. Stimulus funding in the amount of $ 2,677,000 was allocated to the City of Santa Monica based on formula grant criteria established for the Surface Transportation Program-Local. This Project is the first of two resurfacing projects developed using the City's allocation of transportation .stimulus funds administered through Caltrans. Discussion The Project consists of cold-milling/grinding and rubberized asphalt overlay, re-striping, sidewalk removal and reconstruction, curb and gutter removal and reconstruction and other appurtenant work on several arterial and collector streets within the City. Street locations were selected due to the deteriorated condition of the existing asphalt pavement. The locations to be resurfaced are: 26th Street from Carlyle Ave. to Montana Ave. Barnard Way from Ocean Park Blvd. to Neilson Way Broadway from 12th Street to 16th Street Broadway from 20th Street to 21st Street Broadway from Cloverfield Blvd. to 26th Street Colorado Ave. from 26th Street to Centinela Ave. Highland Ave. from Pier Ave. to South City Limits Lincoln Blvd. from Colorado Ave. to Freeway off-ramp Marine Street from Highland Ave. to Lincoln Blvd. Montana Ave. from 17th Street to 26th Street Ocean Ave. from Bicknell Ave. to Hollister Ave. Ocean Park Blvd. from Lincoln Blvd. to 14th Street Ocean Park Blvd. from 14th Street to 25th Street Olympic Blvd. (westbound) from Lincoln Blvd. to 5th Street San Vicente Blvd. from Ocean Ave. to 7th Street The locations to be resurfaced under this contract are in addition to locations that will be resurfaced under the annual street resurfacing program. 2 Contractor Selection A Notice Inviting Bids was published in the Santa Monica Dailv Press on June 27 and 29, 2009, and the bid documents were sent to nine public plan rooms. The Notice Inviting Bids was also posted on the City's website and Planet Bids. A total of 38 prospective bidders requested bid documents and seven sealed bids were received by the City Clerk's office. The following bids were publicly opened and read aloud on July 23, 2009, by the Deputy City Clerk. The bid results were as follows: 1. All American Asphalt $1,890,980 2. Hardy & Harper, Inc. $1,906,000 3. Silvia Construction, Inc. $1,909,439 4. Toro Enterprises, Inc. $2,051,200 5. Sequel Contactors, Inc. $2,077,750 6. Sully-Miller Contracting, Inc. $2,165,900 7. Excel Paving Company $2,412,520 Engineer's Estimate $1,630,000 The Federal grant requirements necessitate awarding to the lowest responsible bidder as a condition of receiving the funds. For this proposed award, the City's best bidder criteria was not used. The lowest responsible bidder, All American Asphalt, supplied the City with a list of similar projects for the cities of Huntington Beach, Corona; Mission Viejo, Hemet, Industry and Irvine as well as for the County of Los Angeles. The projects listed were either ongoing or completed within the last two years. Staff contacted the references for these projects and they all reported that the contractor's work quality was good and the projects were on schedule or completed in a timely and cost efficient manner. Staff also contacted the Center for Contract Compliance and found All American Asphalt 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. 3 Construction Management Selection On July 2, 2009, the City requested Statements of Qualifications for construction management and inspection services for the Stimulus and Prop 1B funded resurfacing projects. The request for Statements of Qualifications was advertised on the City's website and on Planet Bids. A total of 13 firms submitted Statements of Qualifications for these projects, 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 experience, qualification of proposed staff, and the ability to meet required time frames. The. top three firms were invited to interview with the City.. Staff from Public Works completed these interviews on July 22, 2009. Tetra Tech is the top ranked firm. Tetra Tech supplied the City with a list of similar projects for the cities of Buena Park, Burbank, San Diego, Huntington Beach, Palm Desert, and National City. Tetra Tech has provided Construction Management services to the City of Santa Monica in the past and has a proven record of successful budget and schedule management. Tetra Tech is recommended as the best proposer to provide construction management and construction inspection services. Their services will include public outreach, construction, management, Disadvantaged Business Enterprise and Davis Bacon reporting, and continuous inspection of the contractor's work. Tetra Tech has relevant experience working on various utility and street improvement 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 Tetra Tech 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. 4 Financial Impacts & Budget Actions The following FY2009-10 budget changes are needed to record receipt of the grant funds and make them available for program use: Establish a revenue budget in the. amount of $1,794,533 at account 20402.408100 • Appropriate funds of $1,794,533 to capital projects account number 0207033.589057. The total project cost including construction, construction management and contingencies is estimated to not exceed $2,288,050 and is available in the following accounts: Construction Contract-All American Asphalt Account Name Amount 0207033.589057 ARRA-Citywide Street Resurfacing $ 1,794,533 0200153.589008 Street Repair/Resurfacing $ 179,184 M020152.589000 Street Repair/Resurfacing $ 106,361 Construction Management Contract -Tetra Tech: Account Name Amount M020152.589000 Street Repair/Resurfacing $ 207,972 Total Funds Available: $ 2,288,050 5 Prepared by: Allan Sheth, Civil Engineering Associate Approved: Forwarded to Council: Lee E. Swain, Director P. nt Ewell Department of Public Works Cit anager 6 Reference Contract Nos. 9108 (CCS) and 9109 (ccs).