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.
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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
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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
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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
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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:
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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
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Reference Contract Nos.
9436 (CCS) and 9437
(ccs)