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sr-072710-1dCity Council Meeting: July 27, 2010 Agenda Item: ~ " To: Mayor and City Council From: Susan Cline, Acting Director of Public Works Subject: Construction Contract for the Santa Monica Airport Pavement Rehabilitation Project Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a contract with Valley Slurry Seal, Inc., aCalifornia-based company, in the amount of $1,062,658 (including a 10% contingency) for the construction of the Santa Monica Airport pavement rehabilitation. 2. Authorize the City Manager to negotiate and execute a Second Modification to Professional Services Agreement No. 1902 with Mead & Hunt, Inc., aCalifornia- based company, in the amount of $96,600 and extend the term to December 31, 2010, to provide construction observation, inspection, and testing services. This will result in a new contract amount of $164,614. 3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within budget authority. Executive Summary The Santa Monica Airport Pavement Rehabilitation Project consists of the following to comply with current Federal Aviation Administration (FAA) guidelines and planned airport operations: • Rubber removal from the surface of the runway. • Removal of existing striping and pavement marking from all airside areas including the runway and taxiways. • Removal of a delaminating slurry seal application in one of the infield areas. • Pavement rejuvenation of the existing grooved asphalt runway and Taxiway B. • Restriping and remarking of all airside areas including the runway and taxiways. Valley Slurry Seal, Inc. is recommended for the construction of the project at a cost of $1,062,658 and Mead & Hunt, Inc. for the oversight of the construction at a cost of $96,600, resulting in a total project cost of $1,159,258. Background In 1993, the original concrete runway of the Santa Monica Municipal Airport was overlayed with asphalt using a grant from the Federal Aviation Administration (FAA), resulting in the current grooved asphalt runway. Since then, no major maintenance has been performed on the runway. An inspection in 2008 by staff and a representative from the Asphalt Institute, an international trade association that promotes the use and benefits of petroleum asphalt, indicated that while the existing grooved asphalt runway is still in acceptable structural condition, 15 years of exposure to weathering elements has caused oxidation and stripping of the asphalt binder and oils from the surface. And since 1993, the runway and airfield markings have been refreshed or modified under several projects, causing the existing markings to be either inconsistent or incompliant with current FAA guidelines. Additionally, a slurry seal that was applied to a concrete section of the infield area between Taxiways A3 and A4 has been delaminating, forcing closure of that infield area to aircraft movement due to loose debris. Discussion The goal of this project is to rehab the Santa Monica Airport pavement to be consistent with current FAA guidelines and planned airport operations. The project consists of fully or partially removing all existing runway and airside markings, removing the rubber build-up from Runway 3-21, removing a delaminating slurry seal coat that was applied to a concrete section of the infield area between Taxiway A3 and A4 and replacing the existing joint sealant if necessary, installing a pavement rejuvenating agent to the existing grooved asphalt runway and to Taxiway B, and installing new striping and pavement markings to Runway 3-21, Taxiway A, Taxiway B, and all other airside areas. Airport Closures and Impacts to Airport Operations The construction will take about one month to complete and require either full or partial closure of the airport over a period of 22 days. The initial preparatory work will be done over a period of four consecutive nights. During this initial phase, the airport will be closed at night, but daytime operations can continue as normal. Following the initial phase, a full closure of the airport for five consecutive days is required to accommodate work on the runway and within the restricted work area, defined as an area 150 feet 2 either side of the runway centerline. Following the full closure, construction outside the restricted work area will be completed over a period of 10 consecutive working days. As the final phase of the construction, the second application of runway and airside markings, as required by FAA specifications, will be installed over a period of three consecutive nights, approximately one or two weeks after completion of all previous work. During the final phase, the airport will be closed again at night, but resume normal operations by day. Notifications to Airport Tenants Pilots and Fixed Base Operators Staff will convene a meeting at least 30 days prior to the start of construction with airport tenants, pilots, and fixed base operators impacted by the project. Notice to Airmen (NOTAMs) providing detailed information on the planned work and airport closures will be filed with the appropriate regulatory authorities and circulated to Air Traffic Control Tower staff, tenants, and pilots. Airport Commission Airport Administration staff has been providing periodic updates regarding this planned construction at the regularly scheduled Airport Commission meetings. This practice will continue until the project is complete. Contractor Selection On May 13 and 15, 2010, the City published a Notice Inviting Bids in the Santa Monica Daily Press. The Notice Inviting Bids and bid documents were made available on the City's online bidding system, PlanetBids. Twenty-seven prospective bidders made requests for the bid- documents. The City Clerk's Office received two formal bids that were publicly opened by the Deputy City Clerk on June 8, 2010. Staff identified mathematical errors in both bids, which were confirmed by the bidders. Correction of the mathematical errors did not result in a different low bidder. The bid results are as follows: 3 Base Bid Bidder .Base Bid Alternate Valley Slurry Seal, Inc. $ 985,040 $ 966,053 Hi-Cite Markings, Inc. $ 1,086,145 $ 1,042,862 Staff recommends Valley Slurry Seal, Inc. Valley Slurry Seal's previous work includes airport paving projects for the cities of Redding and Madera and the counties of Sonoma and Del Norte. These projects were completed within the last three years. Staff checked references for these projects and all reported the contractor's work quality was good and the projects were completed in a timely and cost efficient manner. In addition, the City's current aviation engineering consultant Mead & Hunt confirms that Valley Slurry Seal has a good reputation in the aviation industry. The State Contractor's License Board verified that the Contractor's license is active and in good standing. Construction Manaoement, Inspection and Testinq On March 5, 2009, the City issued a Request for Proposals. (RFP) on PlanetBids for aviation engineering design services for the Santa Monica Airport Runway Rejuvenation Project. Staff from the Public Works Department and Airport Administration thoroughly reviewed the proposals received and selected Mead & Hunt, Inc. based on their qualifications and proposed cost of services. The City entered into an agreement with Mead & Hunt, Inc. on October 19, 2009, in the amount of $68,014 to provide aviation engineering design services for the-Santa Monica Airport Runway Rejuvenation Project. As the total contract amount was below the threshold for Council approval, no Council action was taken. On May 18, 2010, a First Modification was established to reallocate the budget and modify the scope of work of the original contract to reflect the services necessary to complete the project design. The modification did not increase the contract amount or extend the term. Due to the specialized requirements of this project that includes performance testing and inspection, staff recommends a Second Modification to Professional Services Agreement No. 1902 in the amount of $96,600 that will enable Mead & Hunt, the City's 4 current aviation engineering consultant, to provide onsite observation, inspection, and testing services during construction. This second modification will result in a new. contract amount of $164,614 and extend the term to December 31, 2010. Construction management services for this project will be provided by City staff. Public Outreach Staff will conduct public outreach during the construction of this project. 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 contract amounts to be awarded to Valley Slurry Seal, Inc. and Mead & Hunt, Inc. are $1,062,658 and $96,600 respectively, resulting in a total project cost of $1,159,258. Funds are available in account number M330638.589000 Airfield Pavement Rehabilitation. This project is expected to have minimum impact on the City's revenue sources, such as landing fees. Although the total duration is 22 days for the project, the actual impact on the revenue sources is during the five-day full closure. Other closures are either partial at night time when traffic is significantly lower or when full operations can continue during construction. Prepared by: Allan Sheth, Civil Engineering Associate Approved: Sus Acting Director of Public Works Forwarded to Council: ~r , ~> Rod Gould City Manager 5 Reference Contract Nos. 9243 (CCS) and 9244 (ccs).