sr-102709-1fCity Council Meeting: October 27, 2009
Agenda Item: [`"
To: Mayor and City Council
From: Lee E. Swain, Director of Public Works
Subject: Stimulus Funded Santa Monica Boulevard Resurfacing - Phase 2
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 $613,307 plus a 10% contingency of $61,331 for a total
amount not to exceed $674,638;
2. authorize the City Manager to negotiate and execute a construction management
agreement with Tetra Tech in the amount of $61,000 plus a 10% contingency of
$6,100 for a total amount not to exceed $67,100;
3. authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority; and
4. authorize budget changes to establish budget in revenue account and
appropriate funding in capital project expenditure account.
Executive Summary
The Stimulus Funded Santa Monica Boulevard Resurfacing -Phase 2 Project (Project)
consists of pavement resurfacing, sidewalk repairs, concrete gutter installation and
other similar improvements to Santa Monica Boulevard between Cloverfield Boulevard
and Centinela Avenue. 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 an amount up to $882,288 have been authorized by
the Federal Highway Administration and the State of California, Department of
Transportation (Caltrans) for the construction of this Project. Funding for construction
management and inspection of the project is provided by 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
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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 second 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 Santa Monica Boulevard from Cloverfield Boulevard to
Centinela Avenue.
Contractor Selection
A Notice Inviting Bids was published in the Santa Monica Dailv Press on July 29 and 31,
2009, and the bid documents were sent to nine public plan rooms. The Notice Inviting
Bids was also posted on PlanetBids. A total of 18 prospective bidders requested bid
documents and six sealed bids were received by the City Clerk's office. The following
bids were publicly opened and read aloud on September 8, 2009, by the Deputy City
Clerk. The bid results were as follows:
1. All American Asphalt $ 613,307
2. Sequel Contractors, Inc. $ 647,461
3. Griffith Company $ 696,114
4. Palp, Inc. dba Excel Paving Co. $ 699,579
5. Sully-Miller Contracting, Co. $ 711,775
6. Silvia Construction $ 719,356
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
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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.
Construction Manaoement Selection
On July 2, 2009, the City requested Statements of Qualifications for construction
management and inspection services for the Stimulus and Prop 1 B funded resurfacing
projects. The request for Statements of Qualifications was advertised on the City's
website and 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 was selected as 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
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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.
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 $674,638 at account 20402.408090
• Appropriate funds of $674,638 to capital projects account number
0207033.589057.
The total project cost including construction, construction management, and
contingencies is estimated to not exceed $741,738 and is available in the following
accounts:
Construction Contract -All American Asphalt:
Account Name Amount
0207033.589057 ARRA-Citywide Street Resurfacing $ 674,638
Construction Manaaement Contract -Tetra Tech:
Account Name Amount
M020152.589000 Street Repair/Resurfacing $ 67,100
Total Funds Available: $ 741,738
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Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
Forwarded to Council:
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Lee E. Swain, Director
Department of Public Works
P. Lamont Ern
City Manager
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Reference Contract Nos.
9141 (CCS) & 9142
(ccs).