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.
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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.
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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.
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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
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Prepared by: Allan Sheth, Civil Engineering Associate
Approved: Forwarded to Council:
Lee E. Swain, Director P. nt Ewell
Department of Public Works Cit anager
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Reference Contract Nos.
9108 (CCS) and 9109
(ccs).