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SR-04-23-2013-3EAMA City of City Council Report Santa Monica' City Council Meeting: April 23, 2013 Agenda Item:' To: Mayor and City Council From: Martin Pastucha, Director of Public Works Subject: Construction Contracts for Lincoln Boulevard Resurfacing Project, Federal Aid Project No. STPL -5107 (034) Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a contract with Sully - Miller Contracting Co., a California -based company, in an amount not to exceed $2,010,872 (includes a 10% contingency) for the resurfacing of Lincoln Boulevard from the Santa Monica Freeway to the southern City limit. 2. Authorize the City Manager to negotiate and execute a contract with Onward Engineering, a California -based company, in an amount not to exceed $176,000 (includes a 10% contingency) for construction management and inspection services for the resurfacing of Lincoln Boulevard. 3. Authorize the issuance of an after -hours construction permit to perform work between the hours of 8 PM and 6 AM, Monday through Friday over the project duration, contingent on satisfying notification requirements as contained in Santa Monica Municipal Code 4.12.110. 4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within budget authority. Executive Summary The Lincoln Boulevard Resurfacing Project would resurface the roadway and perform related maintenance repairs, install video detection at five signalized intersections, and update the pavement striping and markings to current standards using the City allocation of Surface Transportation Program -Local (STPL) funds and Federal Earmark funds. In March 2013, the City solicited bids for construction services. After reviewing the four bids received, Sully - Miller Contracting Company, the lowest responsible bidder, is recommended for construction of the project at a cost not to exceed $2,010,872. In January 2013, the City solicited statements of qualifications for construction management and inspection services. After reviewing statements of qualifications from eight firms, Onward Engineering is recommended to provide construction management and inspection services in an amount not to exceed $176,000. The issuance of an 1 after -hours construction permit is recommended to allow paving - related activities between the hours of 8 PM and 6 AM, Monday through Friday, in order to minimize traffic and congestion during construction. After -hours work would be limited to no more than three non - consecutive nights for any block- segment or address. Background On August 23 2011, a Cooperative Agreement with the State of California to relinquish to the City the portion of Lincoln Boulevard from the Santa Monica Freeway to the southern City Limit was authorized. The Cooperative Agreement was fully executed on May 14, 2012, and subsequently recorded in the Office of the County Recorder, finalizing the relinquishment process and transferring ownership of the Lincoln Boulevard right -of -way to the City. Discussion Under this project the contractor would resurface the existing asphalt pavement on Lincoln Boulevard from the Santa Monica Freeway to the southern City Limit, near Ozone Avenue, repair damaged sections of the concrete parking lane, install video detection at five signalized intersections within the project limits, and update the pavement striping and markings to address current traffic requirements and standards. In order to mitigate congestion and construction related traffic impacts along this busy transportation corridor, staff recommends that the paving and striping work would be performed at night between the hours of 8 PM and 6 AM, Monday through Friday, consistent with established traffic control and lane closure guidelines for Lincoln Boulevard. An after -hours construction permit is recommended for this project, contingent on satisfying notification requirements as contained in Santa Monica Municipal Code 4.12.110. A temporary traffic control and phasing plan would also be prepared and implemented during the paving and striping phases to minimize impacts of the night work to a maximum of three non - consecutive nights for any specific block - segment or address within the project limits. Additionally, operations that generate higher noise levels such as grinding would be scheduled between 8 PM and 12 AM (midnight). 2 Contractor Selection On March 12 and 14, 2013, the City published a Notice Inviting Bids in the Santa Monica Daily Press and on the City's online bidding site. Four sealed bids were received by the City Clerk's office and publicly opened on April 2, 2013 by the Deputy City Clerk. The bid results are as follows: Sully - Miller Contracting Co. All American Asphalt PALP, dba Excel Paving Co. Hardy & Harper, Inc. Company Location Bid Amount Brea, CA $1,828,065 Corona, CA $1,977,977 Long Beach, CA $2,228,142 Santa Ana, CA $2,399,000 The bids were evaluated on competitive pricing, understanding of the project's scope, direct experience with similar projects, approach to the work, technical competence, qualifications of the proposed staff, and the ability to meet the project schedule. Pursuant to requirements for federal -aid construction projects, the award of the contract shall be to the lowest responsible bidder whose bid complies with all the requirements prescribed. Staff recommends Sully - Miller Contracting Co., located in Brea, CA, as the lowest responsible bidder based on their price, quality of services offered, and experience with similar projects. Sully - Miller Contracting Co. provided over twenty references for recently completed projects, and a similar number for on -going projects. Staff contacted references for five representative projects from the cities of Torrance, Long Beach, West Hollywood, Cerritos, and La Mirada. All references reported that the work performed by Sully - Miller Contracting Co. was completed in a timely and cost - effective manner while maintaining consistent quality. Additionally, in 2012 Sully - Miller Contracting Co. successfully completed the Robson Avenue and Marine Street Reconstruction Project, a federal -aid project, for the City. Staff also verified with the Contractors State License Board that Sully - Miller Contracting Co.'s and its subcontractors' licenses are current, active, and in good standing. 3 Construction Manager Selection In January 2013, the City requested Statements of Qualifications for construction management and inspection services for this project. The request for Statements of Qualifications was advertised on the City's online bidding website. Eight 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 four firms were invited to interview with Public Works staff. Onward Engineering is recommended as the best firm to provide construction management and inspection services based on their competitive prices and past performance delivering similar projects at the cities of Brea, La Habra, Diamond Bar, and Commerce. Onward Engineering'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 Onward Engineering provided exceptional construction management and inspection services. Public Outreach On September 10, 2012, staff conducted a community meeting with area residents and business owners regarding the planned maintenance work and the proposed peak -hour bus -lanes on Lincoln Boulevard. The bus -lanes were subsequently deleted from the project scope based on community feedback, and after additional analysis conducted by Big Blue Bus staff, as described in the February 7, 2013 information item to Council. Public outreach during construction of this project would be provided by Onward Engineering as part of the construction management effort. The outreach process would include public notifications on the scope of the project, potential impacts, schedule, and periodic project updates. Properties impacted by the project would receive two construction notices. The first general notice would 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 M 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. For work requiring temporary closures or detours, 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. Construction Schedule Work is anticipated to begin the week of June 3, 2013 and be completed by August 16, 2013. Financial Impacts & Budget Actions The construction contract to be awarded to Sully - Miller Contracting Co. is for an amount not to exceed $2,010,872 (includes a 10% contingency). The construction management and inspection contract to be awarded to Onward Engineering is for an amount not to exceed $176,000 (includes a 10% contingency). Funds are included in the FY2012 -13 Capital Improvement Program budget at the following accounts: Account Name Amount 0207041.589010 Lincoln Boulevard HPP (Federal Earmark) $ 1,590,357 0207041.589000 Lincoln Boulevard Resurfacing - STPL $ 596,515 TOTAL $ 2,186,872 Prepared by: Allan Sheth, Civil Engineering Associate Approved: �4 Martin Pastucha Director of Public Works Forwarded to Council: R Rod Gould City Manager Reference Contract No. 9731 & 9732 (CCS)