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
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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).
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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.
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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:
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Martin Pastucha
Director of Public Works
Forwarded to Council:
R
Rod Gould
City Manager
Reference Contract No.
9731 & 9732 (CCS)