SR 09-27-2011 3S0
c;iyo, City Council Report
Santa 1vtoniea6
City Council Meeting: September 27, 2011
Agenda Item: 3—
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Annual Paving Project Contracts and Grant Funds
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with PALP, Inc.
DBA Excel Paving Company, a California -based company, in an amount not to
exceed $5,569,836 (includes a 10% contingency) for the Annual Paving and
Sidewalk Repair Project.
2. Authorize the City Manager to negotiate and execute a contract with Civil Source,
a California -based company, in an amount not to exceed $509,388 (includes a
10% contingency) for construction management and inspection services for the
Annual Paving and Sidewalk Repair Project.
3. Authorize the City Manager to accept a $110,992 Rubberized Asphalt Concrete
(RAC) Grant from the California Department of Resources, Recycling and
Recovery (CalRecycle) for using rubberized asphalt concrete made from
California - generated waste tires.
4. Authorize budget changes as outlined in Financial Impact and Budget Actions
Section of this report.
5. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
Improvements made through the Annual Paving and Sidewalk Repair Project would
maintain the City's streets at a high functional rating level, improve pedestrian safety,
upgrade vehicle detection systems at signalized intersections, and begin implementing
the recommendations of the Draft Bicycle Action Plan. Specific work will include striping
improvements on newly- paved, adjacent, connecting, or priority streets; implementation
of recommendations of the Draft Bicycle Action Plan; video imaging vehicle detection
systems at seven signalized intersections; and other improvements consistent with the
project's scope of work.
This project is funded by General, Measure -V, Redevelopment Agency, Water,
Wastewater, and Miscellaneous Grant funds. 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 $5,569,836. CivilSource, Inc.
is recommended to provide construction management and inspection services in an
amount not to exceed $509,388.
Discussion
Annual street and sidewalk maintenance work consists of cold - milling and asphalt
overlay, slurry sealing, sidewalk removal and reconstruction, curb and gutter removal
and reconstruction, pervious gutter construction, and tree root pruning. In addition to
the annual work, striping modifications would be completed on newly paved, adjacent,
connecting, or priority streets to implement recommendations of the Draft Bicycle Action
Plan. Street paving would occur mainly in the Ocean Park area, south of Pico
Boulevard and west of Lincoln Boulevard. Some work, however, is also planned
outside this area to complete paving that was deferred from the previous annual paving
project in order to coordinate with the completion of planned water, sewer, and street
lighting improvements. Sidewalk repair work would occur throughout the City.
Paving in the Ocean Park area and striping modifications to implement the Draft Bicycle
Action Plan would begin in November 2011 and be completed in February 2012. All
other work under the project, including sidewalk repairs, slurry sealing and paving for
other locations, would be completed by June 2012 (see Attachment A).
Contractor Selection
On August 6 and 8, 2011, the City published a Notice Inviting Bids in the Santa Monica
Daily Press and on the City's online bidding website, Planet Bids. Twenty -two
prospective bidders requested bid packages. The City Clerk's office received seven
sealed bids, which were publicly opened by the Deputy City Clerk on August 24, 2011.
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Bid results are as follows:
Bidder
Bid Amount
PALP, Inc. DBA Excel Paving Company
$5,063,488
Sequel Contractors
$5,152,250
All American Asphalt
$5,351,470
EBS General Engineering, Inc.
$5,447,275
Sully - Miller Contracting Co.
$5,469,315
Toro Enterprises, Inc.
$5,974,065
Shawnan
$6,360,550
Bids were reviewed by Public Works staff and evaluated based on understanding 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. The
references provided by PALP -EPC include recent similar projects for the cities of
Westlake Village, Santa Ana, Thousand Oaks, Long Beach and Fountain Valley. 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 PALP -EPC's license is current,
active, and in good standing. PALP -EPC completed the Annual Street Improvement
Project for the City of Santa Monica in 2003. City staff reported that all work was
completed on time and within budget. Additionally, PALP -EPC has been selected to
construct the Ocean Park Boulevard Complete Green Street Project, which will help
facilitate coordination during construction of both projects.
Construction Management Selection
In August 2010, the City requested Statements of Qualifications for construction
management and inspection services for upcoming construction projects throughout the
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City. The request for Statements of Qualifications was advertised on the City's online
bidding website, PlanetBids. Twenty nine firms submitted Statements of Qualifications
for this project, which were reviewed and rated by Public Works staff. Selection criteria
included technical competence, staffing capability, project approach, past performance,
dispute resolution, quality control, cost control, management services, customer service
and the ability to meet required time frames. The top three firms were invited to
interview with Public Works staff on August 11, 2011. CivilSource, Inc. is recommended
as the best firm to provide construction management and inspection services based on
their competitive prices and their direct experience working on street resurfacing
projects for the City of Santa Monica. Civil Source's services would include public
outreach, construction management, material testing, and continuous inspection of the
contractor's work. Staff contacted reference agencies and all respondents reported that
Civil Source provided exceptional construction management and inspection services.
Public Outreach
Public outreach during construction of this project will be provided by Civil Source, Inc.
as part of the construction management effort. The outreach process will typically
consist of public notifications on the scope of the project, potential impacts, schedule,
and periodic project updates. Properties impacted by the project will receive two
construction notices. The first general notice will be mailed to properties within 500 feet
of the proposed work three weeks prior to the start of construction. A second two -day
notice would be subsequently hand - delivered to each adjacent property with detailed
information regarding the planned construction activity, potential impacts and contact
information. The notices would be prepared by the City and distributed by the
Contractor. A project information sign would be also be prepared by the Contractor and
placed at a highly visible location within the project. For work requiring temporary
closures or detours on major roads, highly - visible electronic changeable message signs
would be placed at strategic points one -week prior to the planned work to notify the
travelling public. Updates regarding the project would be provided on the City's website
and various social media channels.
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Financial Impacts & Budget Actions
The not to exceed contract amount to be awarded to PALP -EPC is $5,569,836
(including a 10% contingency). The not to exceed contract amount to be awarded to
Civil Source, Inc. is $509,388 (including a 10% contingency). The total project cost is
$6,079,224. Funds are included in the FY2011 -13 budget at the following accounts:
Account
Name
Amount
M010152.589000
Street Repair /Resurfacing
$
3,290,838
C010221.589000
Bicycle Network Connections
$
300,000
C066018.589000
Measure V — Permeable Street Gutters
$
142,773
M170152 589000
RDA - Street Repair /Resurfacing
$
834,423
M200152.589725
RAC Grant - Street Repair /Resurfacing
$
110,992
M200152.589750
Prop C - Street Repair /Resurfacing
$
768,247
M250152.589000
Water - Street Repair /Resurfacing
$
434,656
M310152.589000
Wastewater - Street Rer)air /Resurfacina
$
197295
Total Funds Available $ 6,079,224
Award of a $110,992 grant from CalRecycle for using rubberized asphalt concrete
requires the following FY2011 -13 budget changes:
1. Establish a revenue account in the amount of $110,992 at account number
20402.403470 (Rubberized Asphalt Concrete Grant); and
2. Appropriate $110,992 in capital improvement project account number
M200152.589725 (Rubberized Asphalt Concrete Grant).
Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
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Martin Pastucha
Director of Public Works
Forwarded to Council:
Rod Gould
City Manager
Attachment: A — Proposed Phasing for Annual Paving Project
Proposed Phasing for Annual Paving Project
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Published: July 2011
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Published: July 2011
Reference Contract Nos.
9481 (CCS) and 9482
(CCS).