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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. 4 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 3 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. 0 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: �kzo&�L- 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 L 99m ¢ > I , g >- 000 R >xo m � m g YALE... ge R T M 6f F ISW „� am R e ammneic � � , e. v c aav i li R B ¢ > I , g >- 000 R m � m g YALE... ge R T M 6f F ISW „� 9 � � � is _. artwcew R W fOlx } m ,Py am R e ammneic � � , e. v c aav i li R B Published: July 2011 m � m g y 6f M 6f F ISW „� R N � O p W fOlx } m ,Py Published: July 2011 Reference Contract Nos. 9481 (CCS) and 9482 (CCS).