SR-06-25-2013-3TFrA
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City of City Council Report
Santa Monica
City Council Meeting: June 25, 2013
Agenda Item:J""�
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Construction and Construction Management Contracts for the Bus
Shelter Redevelopment Program
Recommended Action
Staff recommends that City Council:
1. Authorize the City Manager to negotiate and execute a contract with West Valley
Investment Group, Inc., a California -based corporation, in an amount not to
exceed $6,680,909 (includes a 10% contingency) for construction of the Big Blue
Bus Shelter Redevelopment Program.
2. Authorize the City Manager to negotiate and execute a professional service
agreement with Arcadis US, a Colorado -based corporation, in an amount not to
exceed $621,500 (includes a 10% contingency) for construction management
and inspection services for the Big Blue Bus - Bus Shelter Redevelopment
Program.
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
4. Appropriate the budget increases as outlined in the Fiscal Impact & Budget
Actions section of this report.
Executive Summary
The Big Blue Bus — Bus Shelter Redevelopment Program consists of the demolition and
reconstruction of approximately 313 bus shelters and 1,244 extended network signs
with a custom design developed for the City of Santa Monica.
Staff recommends West Valley Investment Group, Inc. as the best bidder for the project
for an amount not to exceed $6,680,909.
Arcadis US is recommended as the best firm to provide construction management
services for the project for an amount not to exceed $621,500.
Due to underfunding, the total number of shelters and extended network signs to be
constructed would be finalized by Big Blue Bus and Public Works staff and implemented
in two phases based on available funding.
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Background
On March 3, 2009, Council authorized a professional services agreement with Lorcan
O'Herlihy Architects (LOHA) for the bus shelters design services. LOHA developed the
shelter design based on input received at outreach meetings with three Big Blue Bus -
related groups: riders, drivers and maintenance staff. The design was reviewed by the
Cultural Affairs Art Commission, and the Architecture Review Board for review and
comments. On January 19 2010, the final design was presented to Council. LOHA
presented the final design at numerous Big Blue Bus public outreach events including
the business improvement districts, neighborhood associations, business groups, the
Convention and Visitor's Bureau, key boards and commissions such as the Commission
for the Senior Community and Disabilities Commission, and transit riders.
In September 2011, the City solicited bids for the construction of the Big Blue Bus - Bus
Shelter Redevelopment Program. Three bids were received; however, all three bids
were found to be non - responsive. Two bidders provided incomplete bids and one
bidder did not demonstrate a good faith effort in meeting the Underutilized
Disadvantaged Business Enterprise goal, a requirement in utilizing federal funds. On
January 10 2012 Council rejected all the bids due to incomplete submittals and /or
insufficient documentation.
The bidding process revealed questions regarding the reliability of the solar panels. The
project team implemented a testing program for the proposed solar panel system to
determine if it would produce enough power to reliably power the real time signs (RTS).
The RTS are a key feature to improve bus rider experience by displaying a maximum of
three lines of text with estimated arrival times of incoming buses. Test results indicated
insufficient power to consistently supply signs in suboptimal weather.
Staff is not confident that the originally proposed system would be reliable. The project
scope was revised to use solar panels to only power lights at high and medium volume
stops. Power for the RTS would instead use Power over the Ethernet (POE) with new
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infrastructure to install POE connections. POE utilizes existing line voltage for traffic
control devices and converts it to low voltage suitable to run the RTS.
The scope was also modified to upgrade shelters along the Expo Rail route to serve as
transfer points from rail to bus. Additionally, bid documents were revised to simplify the
bidding process. The revised project scope was rebid on December 17, 2012.
Discussion
The Big Blue Bus — Bus Shelter Redevelopment Program consists of constructing
approximately 313 bus shelters custom designed for the City of Santa Monica, and
installation of 1,244 extended network signs at bus stops outside of Santa Monica. The
Big Blue Bus — Bus Stop Shelter Redevelopment Program would incorporate
photovoltaic and custom design elements to increase sustainable and aesthetic
functionality. The improvements would comply with all current City codes and
standards, including but not limited to the Americans with Disabilities Act and Guidelines
(ADA &G) and the Santa Monica City Municipal Code. The project would be constructed
using sustainable building practices or materials. Materials would be easy to maintain in
a coastal environment, highly durable and graffiti, weather and vandal resistant.
Additionally, the Urban Forester issued approval for the design at locations that were
within the tree protection zone and assisted in developing an approach sensitive to
trees for the installation of shelters in areas adjacent to existing trees.
Contractor Selection for Construction
On December 17, 2012 a Notice Inviting Bids for general contracting services for the
construction of the federally- funded Big Blue Bus - Bus Shelter Redevelopment
Program was posted on the City's online biding site and advertised in the Santa Monica
Daily Press in accordance with City Charter and Municipal code provisions. Seventy -
three prospective bidders registered on the City's online bidding site. Ten bids were
received and publicly opened on February 12, 2013. The engineers estimate was
$6,500,000. Bid results are as follows:
Bidder Total Bid Amount
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West Valley Investment Group, Inc. $ 6,986,000
G2K Construction, Inc. $ 7,277,777
AWI Builders, Inc. $ 7,327,300
Angeles Contractor, Inc. $ 7,776,000
Mallcraft, Inc. $ 8,100,000
AMG and Associates, Inc. $ 8,106,000
Environmental Coast, Inc. $ 8,726,995
USS Cal Builders $ 8,728,000
Icon West, Inc. $ 9,057,572
Ian Thomas Group $10,219,807
Staff from Public Works, Big Blue Bus, the design consultant, and construction
management firm made up the bid evaluation committee. Bids were evaluated on price,
understanding of the project scope, approach to the work, direct experience on similar
projects, public sector work experience, quality of proposed staff, scheduling of project
activities, responsiveness to City requirements and experience with federal
requirements with an emphasis on good faith efforts to reach out to Disadvantaged
Business Enterprises (DBE). References listed in the bid packages for the two lowest
prime contractors were contacted and included: public agencies and (for the solar panel
assemblies "Or Equal' substitute) facilities managers for transit authorities in Olympia,
Washington; Orange, California; and Seattle, Washington. Staff visited the steel
fabrication sub - contractors facilities, bus shelters (Orange, California) with the solar
panel assemblies "Or Equal' substitute and also performed interviews with West Valley
Investment Group and G2K Construction.
Staff also verified with the California State License Board that West Valley Investment
Group, Inc. (WVIG) and all subcontractor licenses are current, active, and in good
standing. WVIG demonstrated a superior understanding of the project requirements
and ability to successfully complete the project based on the following criteria: approach
to public relations and project schedule, a proven track record of delivering high quality
projects, sub - contractors that specialize in essential project scopes, the highest DBE
participation and lowest bid price. Based on the foregoing, staff recommends WVIG as
the best bidder to provide construction services in accordance with City specifications.
Staff received a protest from the second low bidder regarding the "Or Equal" process
regarding the solar panel assemblies. Staff reviewed the protest and responded that
bidding documents requirements were met.
Consultant Selection for Construction Management
In January 2010, the City issued a Request for Qualifications for construction
management and inspection services. Construction management includes inspection of
the contractor's work during construction, verifying and controlling field changes and
unforeseen conditions, monitoring and mitigating impacts as a result of the construction
activities, attending contractor's safety meetings, attending periodic progress meetings,
and maintaining all necessary inspection documentation relevant to the work conducted
during construction. Twenty -six firms responded and five were short listed. Public Works
staff interviewed the five shortlisted firms. Staff recommends Arcadis, US, Inc. as the
best firm to provide construction management services for the project based on its
experience with overseeing streetscape improvement projects and the qualifications of
the staff assigned to this project. Arcadis US, Inc. provided similar services for
streetscape projects in Santa Monica; Los Angeles; Gilbert, AZ; and Tucson, AZ. Staff
verified references and all respondents reported that Arcadis US, Inc. provided quality
services.
Project Timeline
This project would be completed in two phases as available funding is not sufficient to
cover the entire project scope as bid. In phase 1, staff from BBB and Public Works
would remove bus stops and extended network signs to reduce the scope to be within
the existing budget. At this time, project locations identified for removal include 1,244
extended network signs outside Santa Monica, ten shelters on Colorado Boulevard
along the Expo Light Rail route, and bus shelters potentially eligible for funding as part
of a development agreement. Staff anticipates completing 303 of the 313 planned bus
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shelters and none of the 1,244 planned extended network signs. Actual project savings
would depend on the type and location of eliminated bus shelters.
Phase 2 would occur when additional funds are identified (approximately $1,005,000
including contingency). Staff would return to Council to request authorization to enhance
the budget so that remaining bus shelters and extended network signs could be added
back into the scope of work to complete the second phase of the project.
Public Outreach
Public outreach for the construction portion of this project would be provided by the Big
Blue Bus Government and Community Relations staff, general contractor, and
construction manager. Public outreach would include notifications distributed to
adjacent properties and the surrounding community on the scope of the project,
potential impacts and schedule with additional periodic updates on the City's
"Know Before You Go" (aka KBUG) and "Be Excited! Be prepared!" websites.
Construction Schedule
Construction would be rolled out in phases in order to minimize disruption and
inconvenience to the community. Shop drawings and a fully functioning mockup must
be developed prior to construction. Following approval of the mockup, the contractor
would manufacture and store the bus shelters before installation on the street could
begin. Installation of shelters is anticipated to begin in January 2014 and be completed
by spring 2015.
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Financial Impacts & Budget Actions
The contract to be awarded to West Valley Investment Group is for an amount not to
exceed $6,680,909 (includes a 10% contingency). The professional services agreement
to be awarded to Arcadis US, Inc. is for an amount not to exceed $621,500 (includes a
10% contingency). Funds in the amount of $6,581,263 are available in the FY 2012 -13
budget in the following accounts:
C200397.589080 $ 1,500,000
C410114.589000 $ 5,081,263
Total $ 6,581,263
Award of contract and professional service agreement require an additional
appropriation of $721,146 of Federal Sec 5307 1% Associated Transit Improvement
(ATI) funds awarded to Big Blue Bus on April 16, 2013. AT[ funds are allocated for
transit enhancement capital projects such as improvements to bus stops. The additional
appropriation will be posted to accounts:
C410114.589000 $ 99,646
C410114.589300 $ 621,500
Total $ 721,146
The contracts for phase 1 would be charged to the following accounts:
0200397.589080 $1,500,000
C410114.589000 $5,180,909
C410114.589300 $ 621,500
Total $7,302,409
(West Valley Investment Group)
(West Valley Investment Group)
( Arcadis US)
Additional funds in the amount of $1,005,000 (includes 10% contingency) would be
necessary to complete phase 2 of the project to install the remaining ten originally
planned bus stop shelters and 1,244 extended network signs. If this additional funding is
not identified over the course of phase 1 then the project would be completed with 303
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bus shelters in Santa Monica and none of the 1244 extended network signs planned for
outside of the city.
Prepared by: Alex Parry, Senior Architect
Approved:
N J& "-
Martin Pastucha
Director of Public Works
Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9758 (CCS)