sr-120710-3bc7®
City Council Report
City of
Santa Monica
City Council Meeting: December 7, 2010
Agenda Item:
To: Mayor and City Council
From: Susan Cline, Acting Director of Public Works
Subject: Construction Contract for Grant-Funded Parking Structures No. 7 and 8
Bike Parking Facilities
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a construction contract with
Icon West, Inc., aCalifornia-based company, in an amount not to exceed
$1,385,907 (including a 10% contingency).
2. Authorize the City Manager to negotiate and execute a construction management
agreement with Civil Source, aCalifornia-based company, in an amount not to
exceed $193,938 (including a 10% contingency).
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
The Planning and Community .Development Department obtained a federal grant
funding commitment from the Los Angeles County Metropolitan Transportation Authority
(Metro) to build a bike parking facility in Parking Structure No. 2. Design challenges and
timing issues made a bike parking facility in Parking Structure No. 2 unfeasible. With
support from Metro, Council approved moving funding for bike parking facilities to
Parking Structures No. 7 and 8 on October 27, 2009.
In fall 2010, staff issued a Notice Inviting Bids and a Request for Qualifications to solicit
contractors and construction management firms to assist the City in building the bike
parking facilities in Parking Structures No. 7 and 8. After a thorough review process,
staff recommends Icon West, Inc. for construction services in the amount of $1,385,907
and Civil Source for construction management and inspection services in the amount of
$193,938. This results in a total project cost of $1,579,845.
Background
The City's Downtown Urban Design Plan adopted in 1997 emphasizes balancing the
streets to accommodate mixed modes of traffic, making streets bicycle-friendly, and
1
providing bicycle parking throughout downtown with activated storefronts to enliven the
pedestrian experience. The City's Land Use and Circulation Element (LUCE) adopted
this year identifies an increase in bicycling as necessary for the City to reach its goals of
reducing auto trips, meeting its greenhouse gas emission reduction commitments, and
promoting active living. Facilities listed in the LUCE to support increased bicycling
include secure bike parking and bicycle-transit centers with additional amenities such as
showers and repair services.
In an effort to meet the City's sustainability objectives and to support the development of
a multi-modal transportation system that reduces pollution and motor vehicle
congestion, the City's Planning and Community Development staff obtained a federal
grant funding commitment from the Los Angeles County Metropolitan Transportation
Authority (Metro) to build a bike parking facility in Parking Structure No. 2 featuring
attendant and self-parking as well as a bike center office, rental and retail space, a
restroom/changing room, and storage lockers.
Design challenges and issues related to the timing of community input made it doubtful
the project planning for Parking Structure No. 2 could be completed by the California
Transportation Commission deadline for FY2009-10 funding. In response, staff
explored the possibility of using the Metro grant to fund facilities in Parking Structures
No. 7 and 8, adjacent to the Santa Monica Place, instead of Parking Structure No. 2.
Parking Structures No. 7 and 8, located on the corner of 4th Street and Broadway and
2"d Street and Colorado Avenue, respectively, were recently upgraded as part of a
tenant improvement project associated with the Santa Monica Place. Metro supported
the transfer of funding to Parking Structures No. 7 and 8, as the projects are of similar
size, offer comparable services, and are adjacent to the planned Expo Line downtown
station.
Previous Council Actions
On March 11.2008, Council authorized staff to proceed with the feasibility study for the
bike parking facilities in Parking Structures No. 7 and 8. On Julv 8, 2008, City Council
2
approved schematic designs of the Parking Structures Fagade Improvements Project
including the bike facilities layout. The design of the elevation was approved by the
Architectural Review Board at the April 6, 2009 meeting. On July 14, 2009, Council
authorized further development of the bike facilities as part of the pedestrian oriented
uses at both parking structures. On October 27. 2009, Council approved moving funding
for the Downtown Storefront Bicycle Center to Parking Structures No. 7 and 8. The
transfer enables construction to begin in early 2011, which is within the time frame for
the actual expenditure of grant funds.
Discussion
Contractor Selection
A Notice Inviting Bids for the construction contract was posted on the City's website and
published in the Santa Monica Daily Press on September 13 and 15, 2010. The City
Clerk's Office received nine sealed bids that were. publicly opened by the Deputy City
Clerk on October 6, 2010. The bid results are as follows:
Company Name Bid Amount
Icon West, Inc. $1,259,915.00
JEvans Construction $1,388,198.06
Waisman Construction, Inc. $1,610,500.00
W. E.O' Neil $1,695,748.00
AVI-CON, Inc. DBA CA $1
937
000.00
Construction ,
,
Shefir Construction $1,994,000.00
G2K Construction Inc. $2,081,000.00
Alfa 26 Construction Co. $2,187,900.00
Acon Development, Inc. $2,299,110.00
A review panel including City staff experienced with Transportation Equity Act-funded
projects reviewed the bids. The bids were evaluated based on the lowest overall price
per federal requirements, direct experience on similar projects, qualifications in respect
to ability, capacity, skill to complete the work, materials, the ability to perform the service
3
promptly, financial resources, reputation, and the ability to provide future maintenance,
if needed, as well as responsiveness to federal bidding guidelines including
Disadvantaged Business Enterprise/Underutilized Disadvantaged Business Enterprise
(DBE/UDBE) solicitation and achievement of utilization goals.
Upon reviewing all bids, staff identified Icon West, Inc. as the lowest responsive and
responsible bidder. Icon West, Inc.'s bid includes 3% DBE participation, a requirement
of the federal bidding guidelines, while the three next highest bids included no
DBE/UDBE participation. Icon West, Inc.'s recent experience includes construction of a
seismic upgrade in Santa Monica Parking Structure No. 2 and a new gymnasium for the
Inglewood Unified School District. Staff checked references, and all reported that the
contractor's quality of work was satisfactory, and the work was completed in a timely
and cost-efficient manner. The California Contractors State License Board verified that
the contractor's license is active and in good standing.
Construction Management Selection
On October 19, 2010, a Request for Qualifications was issued for construction
management and inspection services for the Parking Structures No. 7 and 8 bike
parking facilities. A total of 26 firms submitted statements of qualifications, which were
then reviewed and rated by Public Works staff. The selection criteria included
experience on similar projects, technical competence, staffing capacity, project
approach and planning, contract dispute experience, quality control; cost control,
qualification of proposed staff, and knowledge of federal-funded project guidelines and
requirements. The top four firms were invited to interview with the City on November
16, 2010. Upon completing the interviews and contacting the .references, Civil Source is
recommended as the top ranked firm.
Financial and Budget Actions
The total cost for construction of Parking Structures No. 7 and 8 bike parking facilities is
$1,385,907, including a 10% contingency. Funds are available in the Bike Transit
4
Center accounts: $900,840 in 0207011.589052 (MTA) and $485,067 in
0207011.589054 (Prop C).
The total cost for construction management and inspection services of Parking
Structures No. 7 and 8 bike parking facilities is $193,938, including a 10% contingency.
Funds are available in the Bike Transit Center account 0207011.589054 (Prop C).
Prepared by: Alex Parry, Architect
Approved: Forwarded to Council:
Acting Director of Public Works
~-~-~
Rod Gould
City Manager
5