SR-10-22-2013-3ICity of City Council Report
Santa Monica,
City Council Meeting: October 22, 2013
Agenda Item: 3-1
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Construction Contract for Airfield Lighting Cable Replacement
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a construction contract with
Cindy Bales Engineering, a California -based company, in an amount not to
exceed $152,341 (includes a 10% contingency) for the Airfield Lighting Cable
Replacement project.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
The Airfield Lighting Cable Replacement project consists of replacing the electrical
cables and connectors for all the existing runway and taxiway lights, and repairing
approximately 95 feet of underground conduit adjacent to the runway and taxiways.
In July 2013, the City solicited bids for airfield lighting cable replacement services. Five
bids were received and opened on August 13, 2013. Staff recommends Cindy Bales
Engineering, the best bidder, for construction of the project at a cost not to exceed
$152,341.
An after -hours construction permit would be obtained to allow replacement of airfield
lighting cable over a period of approximately two weeks (excluding weekends) between
the hours of 10 PM and 6 AM, during which time the runway would be closed to aircraft
landing and take -off.
Discussion
The Airfield Lighting Cable Replacement project consists of replacing the electrical
cables and connectors for all the existing runway and taxiway lights and repairing
approximately 95 feet of underground conduit adjacent to the runway and taxiways.
This work is the second of a two -phase project to enhance airfield safety and reliability
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by upgrading the major electrical components of the runway and taxiway lighting
system. In 2010, Cindy Bales Engineering completed the first phase of this project
which included upgrades to the regulators, transfer switch, and related electrical vault
equipment for the runway and taxiway lights.
Electrical cable replacement for the runway lights requires closure of the runway and
would be performed at night between the hours of 10 PM and 6 AM, over a period of ten
consecutive nights, but excluding weekends. An after -hours construction permit would
be obtained by the contractor for this project, contingent on satisfying notification
requirements as contained in Santa Monica Municipal Code 4.12.110, which includes
notification to persons occupying property within a perimeter of 500 feet of the proposed
construction activity. The electrical cable replacement process, which involves
removing the old wiring and installing new wiring within the existing underground
conduits, is not anticipated to generate excessive noise.
Contractor Selection
On July 19 and 20, 2013, the City published a Notice Inviting Bids for the Airfield
Lighting Cable Replacement project in accordance with City specifications. The bid was
posted in the Santa Monica Daily Press and on the City's online bidding site in
accordance with City Charter and Municipal Code provisions. The City Clerk's office
received five sealed bids, which were publicly opened by the Deputy City Clerk on
August 13, 2013. Bid results are as follows:
Bidder
Location
Base and Additive Bid
Cindy Bales Engineering
Big Bear, CA
$ 138,492
Select Electric
Poway, CA
$ 171,286
Golden Phoenix Const.
Altadena, CA
$ 229,445
California Bldg. Evaluation & Const.
Buena Park, CA
$ 273,756
MS Navarro Engineering
Northridge, CA
$ 353,869
Engineering Estimate
$ 140,000
`a
Bids were reviewed by Public Works staff and evaluated based on understanding of the
project's scope, 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.
Cindy Bales Engineering, located in Big Bear, CA, is recommended as the best bidder
based on the price, product availability, selection, quality of material, and compliance
with City specifications. Staff contacted references provided by Cindy Bales
Engineering for airfield electrical projects at March Air Force Base, Camarillo Airport,
French Valley Airport in Riverside County, Barstow - Daggett Airport in San Bernardino
County, Big Bear Airport. Reference agencies reported that work was completed in a
timely and cost - efficient manner while maintaining consistent quality. Staff also verified
with the Contractor's State License Board that Cindy Bales Engineering's license is
current, active, and in good standing.
Construction Management and Public Outreach
Construction management and public outreach for this project would be provided by
City staff. Construction management would include inspecting the contractor's work
during construction, verifying and documenting 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. Public outreach would include notifications distributed to adjacent
properties and the surrounding community within a perimeter of 500 feet on the scope
of the project, potential impacts including night work, and schedule of additional periodic
updates, weekly updates on the City's "Know Before You Go" (aka KBUG) website and
in the Santa Monica DailV Press. Notifications will be distributed to approximately 150
residential properties south of Ashland Avenue and east of 21st Street within the Sunset
Park Neighborhood, approximately 85 residential properties in the City of Los Angeles,
and approximately 250 airport aviation tenants as well as all aircraft operators that use
the airport on a regular basis. The latter will be notified via the landing fee vendor.
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Cable replacement would be done at night and conduit replacement would be
scheduled during the day, therefore the impact to the surrounding community is not
expected to be significant.
Construction Schedu
Work is anticipated to begin the week of January 13, 2014 and be completed by
February 28, 2014.
Financial Impacts & Budget Actions
The contract to be awarded to Cindy Bales Engineering is for an amount not to exceed
$152,341 (including a 10% contingency). Funds are available in the FY2013 -14 Capital
Improvement Program budget in the following accounts:
Account FY2013 -14
0334023.589000 Airfield Lighting $ 149,000
M330638.589000 Airfield Pavement Rehabilitation $ 3,341
Total Funds Available $ 152,341
Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
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Reference:
Contract No. 9817
(CCS)