SR-01-14-2014-3JCity of I
Santa Monica
City Council Meeting: January 14, 2014
Agenda Item: 3 -J
To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Construction Contract for the Real -Time Beach Parking Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with Select
Electric, Inc., a California -based company, in an amount not to exceed
$1,503,754 (including a 10% contingency) for the construction of the Real -Time
Beach Parking Project;
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
3. Appropriate the budget increases and authorize the budget changes as outlined
in the Financial Impacts and Budget Actions section of this report.
Executive Summary
This project would construct real time parking and travel information signs for motorists
traveling to Santa Monica beach parking lots adjacent to the Pier, on Ocean Avenue
and Palisades Beach Road. Signs placed near the Santa Monica Freeway off -ramps
would also display parking information for garages in the Downtown area. All signs
would display clear and concise parking information at the entrance to each parking lot
and at key gateways to the city. When central parking lots fill up, the signs would help
to distribute traffic, increase the efficiency of existing parking resources, and reduce
traffic congestion.
The City received permit approval from the California Department of Transportation in
January 2013 and from the California Coastal Commission in June 2013. Select
Electric, Inc. is recommended for the construction of the project at a cost not to exceed
$1,503,754.
1
Background
The City received a $533,000 grant from the Los Angeles County Metropolitan
Transportation Authority (Metro) to install signs that would display real -time parking
information available to motorists destined for Santa Monica beach parking lots. The
grant specifies that the $533,000 comes from the federal Congestion Mitigation and Air
Quality Improvement (CMAQ) Program and an additional $286,000 must be provided
through City local match funds. The grant funds are from the Federal CMAQ program.
Additionally, $346,500 in State of California Intelligent Transportation Systems (ITS)
funds were secured for the project. Additional City federal Surface Transportation
Program Local (STPL) funds were submitted to Metro for authorization and approved in
December 2013.
In January 2013, the City received the authorization to proceed with construction
activities from Caltrans. In June 2013, the City received a construction permit approval
from the California Coastal Commission.
Previous Council Actions
On November 27, 2007 Council authorized acceptance of a Real -Time Beach Parking
grant through the 2007 Metropolitan Transportation Authority (Metro) Call for Projects
On December 14, 2010 Council authorized a contract with Kimley -Horn for an amount
not to exceed $110,000 to provide project design services for the preparation of plans,
specifications and estimates for the installation of the Real -Time Beach Parking project.
On August 9, 2011 a contract amendment was executed with Kimley -Horn and
Associates, Inc., (Contract #9303) for an amount not to exceed $25,000, for a total of
amount of $135,000 to prepare of construction documents for 11 real time parking and
travel information signs for motorists traveling to Santa Monica beach parking lots
adjacent to the Pier, on Ocean Avenue and Palisades Beach Road.
2
On July 9, 2013 Council reviewed and approved the final design of the Real -Time
Beach Parking Project. This included a review and approval of the signs and the
specific installation locations. The staff report contains images of the approved sign
designs and a list of the locations where the signs would be installed.
On November 26, 2013 Council rejected all bids received on October 30, 2013 and
directed staff to reissue a bid in order to obtain the best bidder.
Discussion
The project is designed to provide real -time parking and travel information for motorists
traveling to Santa Monica beach parking lots. Signs placed near the Santa Monica
Freeway off -ramps would also display parking information for garages in the Downtown
area. The signs would be connected with the City's Traffic Management Center so
information can be managed as part of the larger circulation network. The Real -Time
Beach Parking project is the first step towards implementing a comprehensive real -time
congestion management system in the Downtown that will also include a web -based
and mobile "app" component funded by a more recent Metro grant. These tools are key
to achieving congestion management goals (T15) identified in the City's Land Use and
Circulation Element (LUCE) where real -time signage is also called out as a specific
"Action ".
This project is eligible to utilize the City's available Surface Transportation Program
Local (STPL) funds since the project is already using federal funds, and it is ready for
construction. To ensure City STPL funds do not lapse, changes to the project's funding
schedule were submitted to Metro and approved in December 2013.
3
Contractor Selection
On November 27 and 30, 2013, the City published a Notice Inviting Bids in the Santa
Monica Daily Press. The bid documents were posted on the City's online bidding
system. More than 30 contractors requested the bid documents. The City Clerk's
Office received two formal bids that were publicly opened by the Deputy City Clerk on
December 17, 2013. The bid results are as follows:
Bidder
Select Electric, Inc.
Bid Amount
$1,367,049
KDC, Inc., dba Dynalectric $1,435,630
City Estimate $1,400,000
All bids were evaluated on competitive pricing, understanding of the project's scope,
direct experience on similar projects, approach to the work, technical competence,
compliance with federal requirements, and the ability to meet the required time frames.
Other criteria considered for contractor selection included consistent accuracy in
bidding, volume of projects that involve traffic signal and fiber optic improvements, and
positive reference responses.
Staff recommends Select Electric, Inc. based on price, quality of services offered, and
experience with similar projects. Select Electric, Inc.'s price is within the City's estimate.
Select Electric, Inc.'s experience on similar projects is extensive and includes prior
projects with the City of Santa Monica involving the installation of traffic signals and fiber
optics.
Staff contacted the reference agencies and all respondents reported that Select Electric,
Inc.'s work was completed in a timely and cost - efficient manner while maintaining
consistent quality. The Center for Contract Compliance verified that Select Electric, Inc.
is in good standing and capable of handling labor compliance issues. The State
Contractors' License Board confirmed that Select Electric, Inc.'s license is current,
active, and in good standing.
IT
Financial Impacts & Budget Actions
The contract to be awarded to Select Electric, Inc. is for an amount not to exceed
$1,503,754. Funds in the amount of $1,503,754 are available in the FY 2013 -14 Capital
Improvement Program budget in the following accounts:
C207005.589000
— Metro Grant
$533,000
C207005.589100
— State ITS Grant
$346,500
0207005.589200
— STPL Fund
$498,005
C017005.589000
— Local Match
$126,249
TOTAL
$1,503,754
Award of the contract requires the following FY 2013 -14 budget changes:
1. Establish revenue budget at account 20416.40839Y in the amount of $498,005.
2. Appropriate the following expenditures to reflect receipt of the STPL grant:
$498,005 at account C207005.589200.
Prepared by: Andrew Maximous, P.E., T.E., Transportation Engineer
Approved:
12-o-Ij
David Martin, Director
Planning and Community Development
Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9858 (CCS)