SR-05-14-2013-3ECity Council. Meeting: May 14, 2013
Agenda Item: F-
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Contracts for Annual Paving and Sidewalk Repair Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with Toro
Enterprises, Inc., a California -based company, in an amount not to exceed
$2,404,836 (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,
Inc., a California -based company, in an amount not to exceed $254,054 (includes
a 10% contingency) for construction management and inspection services for the
Annual Paving and Sidewalk Repair Project.
3. Appropriate the budget changes outlined in the Financial Impacts and Budget
Actions section of this report.
4. 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, enhance pedestrian safety,
and continue implementing recommendations of the City's Bicycle Action Plan. Specific
work would include asphalt paving and slurry sealing; striping improvements contingent
on the City's Bicycle Action Plan; repairing sidewalk locations damaged or uplifted by
tree roots; and other improvements consistent with the project's scope of work.
This project is funded by General, Water, Wastewater, Gas Tax, Proposition 1B,
Measure -V and Miscellaneous Grant funds. Following a competitive bidding process,
the construction contract is recommended to be awarded to Toro Enterprises, Inc., in an
amount not to exceed $2,404,836. Civil Source, Inc. is recommended to provide
construction management and inspection services in an amount not to exceed
$254,054.
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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 continue implementing recommendations of the City's
Bicycle Action Plan. Street paving would occur mainly in the North of Montana
neighborhood, north of Montana Avenue and east of 17th Street. Sidewalk repair work
is mainly concentrated in the North of Montana neighborhood based on the most recent
sidewalk inspection (Attachment 1).
Contractor Selection
On December 19 and 22, 2012, the City published a Notice Inviting Bids in the Santa
Monica Daily Press and on the City's online bidding site. The City Clerk's office
received seven sealed bids, which were publicly opened by the Deputy City Clerk on
January 10, 2013.
Bid results are as follows:
Bidder
Location
Bid Amount
Toro Enterprises, Inc.
Oxnard, CA
$2,186,214
PIMA Corp.
Los Angeles, CA
$2,195,808
Hardy & Harper
Santa Ana, CA
$2,196,000
All American Asphalt
Corona, CA
$2,277,277
Sully - Miller Contracting Co.
Brea, CA
$2,337,100
PALP, dba Excel Paving Co.
Long Beach, CA
$2,982,411
Shawnan
Downey, CA
$3,332,350
Bids were reviewed by Public Works staff and evaluated based on understanding of the
project's scope, price, 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.
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Toro Enterprises, Inc. located in Oxnard, CA, is recommended as the best bidder based
on the evaluation criteria. The references provided by Toro Enterprises, Inc. include
recent similar projects for the cities of Simi Valley, Burbank, Thousand Oaks, Ventura,
Oxnard and Santa Barbara. 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 Toro Enterprise's and its
subcontractors' licenses are current, active, and in good standing.
Construction Management Selection
In June 2011, the City requested Statements of Qualifications for construction
management and inspection services for upcoming construction projects throughout the
City. The request for Statements of Qualifications was advertised on the City's online
bidding site. Thirty -three 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 five firms were invited to interview with
Public Works staff in January 2012. Civil Source, 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. Services provided by Civil Source, Inc. 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, Inc. provided exceptional construction management and inspection
services.
Public Outreach
Public outreach during construction of this project would be provided by Civil Source,
Inc., as part of the construction management effort. The outreach process would
typically consist of public notifications on the scope of the project, potential impacts,
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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
detailed information regarding the planned construction activity, potential impacts and
contact information. The notices would be prepared by Public Works staff and
distributed by the contractor. A project information sign would 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 locations 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 17, 2013 and be completed by October
25, 2013.
Financial Impacts & Budget Actions
The contract to be awarded to Toro Enterprises, Inc., is for an amount not to exceed
$2,404,836 (including a 10% contingency). The contract to be awarded to Civil Source,
Inc. is for an amount not to exceed $254,054 (including a 10% contingency). The total
project cost is $2,658,890. Funds are available in the FY2012 -14 Capital Improvement
Program budget in the following accounts:
Account No.
Description
FY12 -13
FY13 -14 Total FYI 2-14
M010152.589000
Street Repair /Resurfacing
$1,060,000
$198,492
$1,258,492
M200152.589000
Street Repair /Resurfacing
$350,000
$0
$350,000
M250152.589000
Street Repair /Resurfacing
$300,000
$0
$300,000
M310152.589000
Street Repair /Resurfacing
$250,000
$0
$250,000
M430152.589000
Street Repair /Resurfacing
$350,000
$0
$350,000
C066018.589000
Permeable Street Gutters
$94,398
$0
$94,398
Total Funds Available
$2,404,398
$198,492
$2,602,890
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Award of the construction contract would require an appropriation of $56,000 to account
0047031.589000 using State Bond Proposition 1 B funds and release of $56,000 from
the Proposition 1 B fund balance at 4.366205.
The construction contract with Toro Enterprises, Inc. would be charged to the following
accounts:
Account No.
Amount
M010152.589000
Gould
$1,004,438
M200152.589000
$350,000
M250152.589000
$300,000
M310152.589000
$250,000
M430152.589000
$350,000
0047031.589000
$56,000
0066018.589000
$94.398
Total Contract Amount $2,404,836
The construction management contract with Civil Source, Inc. would be charged to the
following account:
Account No. Amount
M010152.589000
$254,054
Prepared by: Allan Sheth, Civil Engineering Associate
Approved: Forwarded to Council:
Attachment: 1 — Annual Paving Project Map
5
(Rod
Martin Pastucha
Gould
Director of Public Works
City Manager
Attachment: 1 — Annual Paving Project Map
5
Attachment: Annual
Paving Project Map
(Too Large to Scan)
Available in City Clerk's
Office
Reference Contract No.
9737 (CCS)