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SR 07-26-2011 3J~~r c;~yo, City C®uncil ep®Ct Santa Monica® City Council Meeting: July 26, 2011 Agenda Item: To: Mayor and City Council From: Martin Pastucha, Director of Public Works Subject: Construction Contracts and a Contract Modification for the Ocean Park Boulevard Complete Green Street Project Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a construction contract with PALP, INC. DBA Excel Paving Company, aCalifornia-based. company, in an amount not to exceed $4,893,282 (includes a 10% contingency). 2. Authorize the City Manager to negotiate and execute a contract with Arcadis US, Inc., aColorado-based company, for construction management and inspection services in an amount not to exceed $366,652 (includes a 10% contingency). 3. Authorize the City Manager to negotiate and execute a modification to Contract No. 9207 (CCS) with Kimley-Horn and Associates, Inc., aNorth-Carolina-based company, in an amount not to exceed $90,000, for a total contract amount of $585,000, for design services during construction. 4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within budget authority. Executive Summary The Ocean Park Boulevard Complete Green Street Project is located on Ocean Park Boulevard between Neilson Way and Lincoln Boulevard. This project is expected to improve the character. and functionality of the street for all users, and improve the quality and reduce the quantity of storm water runoff from the adjacent drainage area. This project is funded through a combination of Clean Beaches & Ocean Parcel Tax (Measure V) funds, Prop 1 B funds, Prop. C funds and General Fund. Following a competitive bidding process, the construction contract is recommended to be awarded to PALP, INC. DBA Excel Paving Company (PALP-EPC) in an amount not to exceed $4,893,282. Staff recommends a modification to Contract No. 9207 with Kimley-Horn and Associates, Inc. (KHA) for engineer-of-record services during construction in an amount not to exceed $90,000, for a total contract amount of $585,000. Arcadis US, Inc. is recommended to provide construction management and inspection services in an amount not to exceed $366,652. 1 Background In June 2007, at the request of the Ocean Park community, the City Council directed staff to prepare a conceptual streetscape improvement plan for Ocean Park Boulevard between Neilson Way and Lincoln Boulevard that would respond to growing concerns for aesthetics, safety, noise, traffic and circulation. Urban Studios was selected in January 2008 to develop design concepts. On January 27, 2009, the City Council considered two design alternatives and requested further study. On Aril 27. 2010, the City Council approved the integrated design for this project and authorized the City Manager to execute a professional services agreement with KHA for design services in an amount not to exceed $495,000. Discussion The Ocean Park Boulevard Complete- Green Street Project is reflective of citywide sustainability goals for reducing greenhouse gas (GHG) emissions, increasing COZ capture, prioritizing non-motorized travel, and increasing the size and biodiversity of the urban forest. Central to the Land Use and Circulation Element's (LUCE) philosophy on the role of streets, a "Complete Green Street" is one that is pedestrian scaled, landscaped to provide shade and canopy, conserves water and reduces urban run-off, calms traffic, and provides for all modes of travel including pedestrian, bicycle, automobile, and public transit. Consistent with this comprehensive vision, the project asserts two specific objectives: 1) to improve the character and functionality of the street for all users by introducing streetscape enhancements like wider sidewalks, wider and more visible bike lanes, new tree species and landscaping, new and enhanced crosswalks and pedestrian lighting; and 2) to provide water quality improvements by reducing impervious street surface and installing landscaped biofilter swales and infiltration areas. Federal, State, and local regulations require the City to reduce urban runoff pollution from storm drain discharges into the Santa Monica Bay. This project is intended to improve water quality and maintain the beneficial uses of the Santa Monica Bay, as well 2 as improve aesthetics. This project will assist the City in complying with regulatory requirements imposed by the National Pollution Discharge Elimination System and Total Maximum Daily Load mandates. Commission and Task Force Actions The California Coastal Commission issued a Waiver of Coastal Development Permit Requirements on September 27, 2010. The Urban Forest Master Plan Task Force approved the proposed design and replacement of several trees on September 29, 2010. This decision was communicated to the City Council via a letter from the Task Force Chair on November 10, 2010. Environmental Analysis The Project is categorically exempt from provisions of the California Environmental Quality Act (CEQA). A Notice of Exemption was filed with. the Los Angeles County Clerk on May 5, 2010. Contractor Selection A Notice Inviting Bids was published in the Santa Monica Daily Press on May 19, 2011 and May 21, 2011. The Notice Inviting Bids was also posted on the City's website. Seventy-five companies requested bidding documents, and six sealed bids were received and publicly opened on June 13, 2011 by the Deputy City Clerk. The bid results are as follows: Company Name Bid Amount PALP, Inc. DBA Excel Paving Co. $4;448,438 Shawnan $4,513,841 C.A. Rasmussen, Inc. $4,542,267 Sully-Miller Contracting Co. $4,638,602 Griffith Company $5,179,078 Icon West, Inc. $6,976,320 3 Bids were evaluated based on understahding of the project's scope, direct experience on similar projects, approach to the work, technical competence, qualifications of the proposed staff, and the ability to meet the desired time frames. PALP-EPC is recommended as the best bidder based on the evaluation criteria. Recent similar projects completed by PALP-EPC include Highland Avenue Widening, Alameda Street Redesign (City of Los Angeles), Santa Monica Transit Parkway project (City of Los Angeles), Bridge Construction and Street Landscaping (Dana Point), Jefferson Blvd Widening (Playa Capitol Company, LLC). All reference agencies reported the contractor's work was completed in a timely and cost-efficient manner while maintaining consistent quality. The Contractors State License Board also verified that the company's license is current, active, and in good standing. Additionally, PALP- EPC completed the Annual Street Improvement Project for the City of Santa Monica in 2003. City staff has reported that all work was completed on time and within budget. Professional Services KHA provided design services for the project. KHA's continued service as engineer-of- record during construction is required to review requests for information, shop drawings, and submittals, to attend project construction meetings, and to prepare record drawings. A modification to Contract No. 9207 (CCS) with KHA in an amount not to exceed $90,000, for a total contract amount of $585,000, is required for these additional services. Construction Management In January 2010, the City issued a Request for Qualifications for construction management and inspection services. Construction management includes inspection of the contractor's work during construction, verifying and controlling field changes and unforeseen conditions, monitoring and mitigating impacts as a result of the construction activities, attending contractor's safety meetings, attending periodic progress meetings, and maintaining all necessary inspection documentation relevant to the work conducted 4 during construction. Twenty-six firms responded and five were shortlisted and interviewed by staff. Staff recommends Arcadis, US, Inc. based on its experience with overseeing streetscape improvement projects and the qualifications of the staff assigned to this project. Arcadis US, Inc. provided similar services for streetscape projects in the cities of Los Angeles, Gilbert, AZ and Tucson, AZ. Staff verified references and all respondents reported that Arcadis US, Inc. provided quality services. Public Outreach Public outreach for this project will be provided by Public Works staff, consisting of public notifications to adjacent property owners and tenants and the surrounding community on the scope of the project, potential impacts and schedule. Staff will also provide periodic updates and contact information for inquiries throughout the construction period to the community. Financial Impacts & Budget Actions The contract to be awarded to PALP, INC. DBA Excel Paving Company is $4,893,282 (includes 10% contingency). The professional services agreement to be awarded to Arcadis US, Inc. is $366,652 (includes a 10% contingency). The contract modification to be awarded to Kimley-Horn and Associates, Inc. is $90,000, for a total of $585,000. These three contract total an obligation of $5,349,934. Funds are available in the FY2011-13 Adopted Budget in the following accounts: 5 Account 0010456.589000 0017002.589000 0017021.589000 0047032.589000 0066026.589000 0066021.589000 M200152.589000 M200152.589500 Source of Funding Amount Crosswalk Improvements $ 75,000 Ocean Park Blvd Improvement $ 383,630 Ocean Park Blvd Improvement $ 1,150,320 Ocean Park Blvd Improvement (Prop 1B) $ 1,354,680 Ocean Park Blvd Streetscape (Measure V) $ 1,063,355 Ozone Park Retrofit $ 778,460 Street Repair /Resurfacing (Prop C) $ 539,021 Street Repair /Resurfacing (Prop C) $ 5,468 Total: $ 5,349,934 The installation of the landscaped bio-swales along Ocean Park Blvd will require periodic maintenance by the Public Landscape Division of the Community & Cultural Services Department. The approximate cost for annual maintenance of the landscaping is estimated to be $7,500. Additionally, the new drain inlets and underground infiltration chambers will require periodic maintenance by the Water Resources Division of Public Works. The approximate cost of annual maintenance of the drainage infrastructure is estimated to be $5,000. Ongoing maintenance costs for the project have been programmed into the Measure V 5-year Capital Improvement Plan and funding will be allocated as part of the City's biennial budget process. Prepared by: Rick Valte, P.E., Principal Civil Engineer roved: Forwarded to Council: _~ artin Pastucha Rod Gould Director of Public Works City Manager 6 Reference Contract Nos. 9436 (CCS) and 9437 (ccs)