sr-092209-1eCity Council Meeting: September 22, 2009
Agenda Item: , -'
To: Mayor and City Council
From: Lee E. Swain, Director of Public Works
Subject: Santa Monica Boulevard Resurfacing -Phase 1 Contracts
Recommended Action
Staff recommends that the City Council:
1. award a construction contract to Silvia Construction, Inc. the best bidder, in the
amount of $1,244,479 plus a 10% contingency of $124,448 for a total amount not
to exceed $1,368,927;
2. authorize the City Manager to negotiate and execute a construction management
agreement with Tetra Tech in the amount of $124,450 plus a 10% contingency of
$12,445 for a total amount not to exceed $136,895; and
3. authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority.
Executive Summary
The Santa Monica Boulevard Resurfacing -Phase 1 Project (Project) consists of
pavement resurfacing, sidewalk repairs, concrete gutter installation and other similar
improvements to Santa Monica Boulevard .between Lincoln Boulevard and Cloverfield
Boulevard. The Project will also replace existing in-road warning lights at four
intersections on Santa Monica Boulevard.. The Project utilizes Proposition 1 B and
Capital Projects funds.
Background
In November 2006, voters in the State of California adopted the Highway Safety, Traffic
Reduction, Air Quality, and Port Security Bond Act of 2006 (Proposition 1 B). The State
appropriated $950 million in the Local Streets and Road Improvement, Congestion
Relief, and Traffic Safety Account of 2006 for apportionment to cities and counties. The
allocation to cities and counties is determined by the most recent population estimate
prepared by the State of California Department of Finance. The City of Santa Monica
was allocated $1,465,667 in Proposition 1B funds in FY 2007-2008. On December 2.
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2008, the City Council adopted Resolution No. 10367 (CCS) designating the Santa
Monica Boulevard Street Resurfacing Project to utilize the FY 2007-2008 Proposition 1 B
funds.
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 Santa Monica Boulevard from Lincoln Boulevard to
Cloverfield Boulevard. The Project will also replace existing in-road warning lights at
four intersections on Santa Monica Boulevard at 9t", Euclid, 15t" and 18t" Streets.
Contractor Selection
A Notice Inviting Bids was published in the Santa Monica Dailv Press on July 8 and 11,
2009, and the bid documents were sent to nine public plan rooms. The Notice Inviting
Bids was also posted on PlanetBids. A total of 42 prospective bidders 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 July 29, 2009, by the Deputy City Clerk.
The bid results were as follows:
1. Silvia Construction, Inc. $1,244,479
2. All American Asphalt $1,350,440
3. Sequel Contactors, Inc. $1,419,370
4. Sully-Miller Contracting, Inc. $1,473,579.
5. Shawnan $1,519,650
Engineer's Estimate $1,600,000
Silvia Construction, Inc., (Contractor), the recommended best bidder, supplied the City
with a list of similar projects for the cities of Thousand Oaks, Long Beach, Santa Clarita,
Lakewood and Oxnard. The projects listed were either ongoing or completed within the
last two years with a construction value equal to or greater than the Engineer's estimate
for this project. Staff contacted the references for these projects and they all reported
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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 the Contractor 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. Silvia Construction Inc., is
currently under contract with the City for the Federally Funded Streef Resurfacing
Project #5 and staff reports that the project is on-schedule and progressing
satisfactorily.
Construction Management Selection
On July 2, 2009, the City requested Statements of Qualifications for construction
management and inspection services for the Stimulus and Proposition 1B funded
resurfacing projects. The request for Statements of Qualifications was advertised on
PlanetBids. 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, 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
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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.
Financial Impacts & Budget Actions
The total project cost including construction, construction management and
contingencies is estimated to not exceed $1,505,822 and is available in the following
accounts:
Construction Contract-Silvia Construction. Inc.:
Account Name
0207031.589000 Prop 1 B - SM Blvd
0020456.589000 Crosswalk Improvements
Construction Management Contract -Tetra Tech:
Account Name
0207031.589000 Prop 1 B - SM Blvd
0020456.589000 Crosswalk Improvements
Total Funds Available:
Amount
$ 1,339,815
$ 29,112
Amount
$ 125,852
$ 11,043
$ 1,505,822
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Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
Forwarded to Council:
G,
Lee E. Swain, Director ~-/ P
Department of Public Works ,f~