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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. 1 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. K 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, 91 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 11 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)