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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 1 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. 9 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 8 Reference: Contract No. 9817 (CCS)