SR-07-22-2014-3FCity Council Meeting: July 22, 2014
Agenda Item: 3—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. Award Bid #SP2296 for the Annual Paving and Sidewalk Repair Project to Sully -
Miller Contracting Company a California -based company, in an amount not to
exceed $4,006,588 (includes 10% contingency and additive alternate bid).
2. Authorize the City Manager to negotiate and execute a contract with Sully - Miller
Contracting Company, a California -based company, in an amount not to exceed
$4,006,588 (includes a 10% contingency and additive alternate bid) for the
Annual Paving and Sidewalk Repair Project.
3. Authorize the City Manager to negotiate and execute a contract with Civil Source,
Inc. a California -based company, in an amount not to exceed $386,804 (includes
a 10% contingency) for construction management and inspection services for the
Annual Paving and Sidewalk Repair Project.
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. This
project would also replace the damaged concrete roadway on Moomat Ahiko Way
during a three -week roadway closure prior to the start of California Incline
reconstruction. Work would include placing concrete pavement, asphalt paving and
slurry sealing; installing green bike lanes and striping modifications identified in 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.
In April 2014, the City solicited bids for the construction of this project. After reviewing
four bids received, staff recommends Sully - Miller Contracting Company for the
construction of the Annual Paving and Sidewalk Repair Project in an amount not to
exceed $4,006,588. Additionally, staff recommends Civil Source, Inc. to provide
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construction management and inspection services for this project in an amount not to
exceed $386,804.
An after -hours construction permit would be obtained for pavement rehabilitation on
Moomat Ahiko Way, 2nd Street and Ocean Avenue in the downtown, and for paving the
westbound 1 -10 Freeway off -ramps for Lincoln Boulevard, 5th Street and 4th Street.
This project would begin in August 2014 and be completed by May 2015.
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 paving work, green bicycle lanes would be installed on 2nd Street from
Colorado Avenue to California Avenue in the downtown, and other striping modifications
would be completed on newly paved, adjacent, connecting, or priority streets
(Attachment 1) to continue implementing recommendations of the City's Bicycle Action
Plan.
Street paving would occur on residential streets in the Mid -city neighborhood, between
Santa Monica Boulevard, Montana Avenue, 15th Street, and 26th Street. Additional
street paving would occur on 2nd Street between Colorado Avenue and Wilshire
Boulevard in the downtown, on Ocean Avenue between Seaside Terrace and Pico
Boulevard, and on the westbound 1 -10 Freeway off -ramps for Lincoln Boulevard, 5th
Street and 4th Street. To mitigate traffic impacts and disruptions to business, an after -
hours permit would be obtained by the contractor for paving the non - residential streets,
contingent on satisfying notification requirements per Santa Monica Municipal Code
4.12.110, which requires notification to persons occupying property within a perimeter of
500 feet of the proposed construction activity. Anticipated hours and durations for the
after -hours permit are provided in Attachment 2.
This project would also construct roadway improvements on Moomat Ahiko Way which
involves replacing damaged concrete pavement, curbs, gutters, driveways, curb ramps
and sidewalks; diamond grinding the entire roadway; and installing striping
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modifications. As the designated alternate route for the upcoming California Incline
Reconstruction Project, traffic volumes on Moomat Ahiko Way are expected to be
heavily increased, and the proposed roadway improvements are designed to enhance
the structural stability, smoothness and drivability of Moomat Ahiko Way in anticipation
of this designated role. To perform the necessary work, Moomat Ahiko Way would be
closed in both directions for twenty -one calendar days, as detailed in Attachment 2, to
enable timely and cost - effective construction operations while ensuring public safety.
Motorists would be directed to alternate routes via California Incline and the Lincoln
Boulevard ramps. The Moomat Ahiko Way improvements are expected to start in
October 2014 and to be complete prior to November 15, 2014.
Contractor Selection
On April 28 and 30, 2014, the City published Bid #SP2296 in the Santa Monica Daily
Press and on the City's online bidding site. The City Clerk's office received four sealed
bids, which were publicly opened by the Deputy City Clerk on June 3, 2014.
Bid results are as follows:
�
Bidder & Location
Additive Alt. Bid I
I
Total Bid
Sully- Miller Contracting Co., Brea CA
$ 3,047,7471
$ 3,642,353 1
$594,606
�AII American Asphalt, Corona CA
$ 3,353,130
$ 3,968,000
$614,8701
1
I -- -- --
PALP Inc. dba Excel Paving Co., Long Beach CA
- l - -_
$ 3,938,307
_-...- -- -
$ 4,597,471
$ 659,164
Shawnan, Downey CA
_
$ 3,834,184
_I
$ 5,020,824 '
$ 1,186,640 I
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,
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technical competence, qualifications of the proposed staff, and the ability to meet the
desired time frames.
Staff recommends Sully - Miller Contracting Company (Sully Miller), located in Brea, CA,
as the lowest responsible bidder based on their price, quality of services offered, and
experience with similar projects. Sully - Miller provided over twenty references for
recently completed projects, and a similar number for on -going projects. Staff contacted
references for five representative projects from the cities of Torrance, Long Beach,
West Hollywood, Cerritos, and La Mirada. All references reported that the work
performed by Sully - Miller was completed in a timely and cost - effective manner while
maintaining consistent quality. The Contractors State License Board also verified that
Sully - Miller and its subcontractors' licenses are current, active, and in good standing.
In 2013 Sully - Miller successfully completed the Lincoln Boulevard Resurfacing Project
for the City of Santa Monica. The project was completed on time and under budget with
excellent quality and no significant issues. Upon completion of the project, Sully - Miller
filed a claim in January 2014 in the amount of $132,737 (7.26% of the original contract)
for disputed work related to a pavement repair bid item in the contract documents.
Pursuant to the contract provisions, the claim is likely to be settled through binding
arbitration, with any probable settlement fully covered within the 10% contract
contingency.
Construction Management Selection
In May 2014, 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 website. Fifteen 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 firms were invited to interview with Public
W
Works staff in June 2014. 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 will be provided by the City's
construction management consultant as part of the construction management effort.
The outreach process will typically consist of public notifications on the scope of the
project, potential impacts, schedule, and periodic project updates. Properties impacted
by the project will receive two construction notices. The first general notice will be
mailed to properties within 500 feet of the proposed work three weeks prior to the start
of construction.
A second two -day notice will be subsequently hand - delivered to each adjacent property
with detailed information regarding the planned construction activity, potential impacts
and contact information. The notices will be prepared by Public Works staff and
distributed by the contractor. A project information sign will 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 will be placed at strategic locations one -week prior to the planned work
to notify the travelling public. Updates regarding the project will be provided on the
City's website and various social media channels. Additional changeable message
signs will be placed for the roadway closure on Moomat Ahiko Way.
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Construction Schedule
Work is anticipated to begin in August 2014 and be completed by May 2015.
Financial Impacts & Budget Actions
The contract to be awarded to Sully - Miller for the construction of the Annual Paving and
Sidewalk Repair Project is for an amount not to exceed $4,006,588 (includes a 10%
contingency and additive alternate bid). Funds in the amount of $4,006,588 are included
in the FY 2014 -15 Capital Improvement Program budget.
Account No. Description FY14 -15
M010152.589000
C014071.589000
M040152.589000
0066018.589000
M200152.589770
0200777.589003
M250152.589000
M310152.589000
M430152.589000
M017078.589000
Street Repair /Resurfacing
$1,264,810
Bicycle Infrastructure
$170,118
Annual Paving & Sidewalk Repair
$397,825
Permeable Street Gutters
$104,520
Street Repair /Resurfacing
$450,000
Transit Route Concrete Bus Pad
$100,000
Street Repair /Resurfacing
$300,000
Street Repair /Resurfacing
$261,285
Street Repair /Resurfacing
$350,000
Moomat Ahiko Way Pavement Rehab
$364,297
0207078.589000 Moomat Ahiko Way Pavement Rehab $243,733
Total
0
HOME ::
The contract to be awarded to Civil Source, Inc. for construction management services
for the Annual Paving and Sidewalk Repair Project, is for an amount not to exceed
$386,804 (includes a 10% contingency). Funds in the amount of $386,804 are included
in the FY2014 -15 Capital Improvement Program budget in the following account:
Account No Description FY14 -15
M040152.589000 Annual Paving & Sidewalk Repair
$72,145
M200152.589780 Annual Paving & Sidewalk Repair - Measure R $314,659
Total $386,804
Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
Forwarded to Council:
Attachments:
1 - Annual Paving Project Map
2 - Proposed After -Hours Permit Details
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Attachment 2
After Hours Permit Details for Annual Paving & Sidewalk Repair Project
Street paving on 2nd Street between Colorado Avenue and Wilshire Boulevard in the downtown and
Ocean Avenue between Seaside Terrace and Pico Boulevard.
To mitigate impacts to business, and to maintain daytime access to parking structures and
driveways, paving on 2nd Street will be performed after hours, Monday through Thursday
between 9pm and 7am, for duration of approximately 4 days. An after -hours construction
permit would be obtained by the contractor contingent on satisfying notification requirements
per Santa Monica Municipal Code 4.12.110. Cold- milling and removal of existing asphalt across
the full width of the street is to occur during daytime normal working hours.
Paving of westbound 1 -10 Freeway Lincoln Boulevard off -ramp, including the intersection of Lincoln
Boulevard and Olympic Drive, and westbound 1 -10 Freeway 4th & 5th Street off - ramps.
All paving at freeway off -ramps will be performed Monday through Thursday between the hours
of 11pm and 6am. An after -hours construction permit would be obtained by the contractor
contingent on satisfying notification requirements per Santa Monica Municipal Code 4.12.110.
Pavement reconstruction on Moomat Ahiko Way
Roadway closure and construction activities for Moomat Ahiko Way would be performed
Monday through Friday between 7am and 8pm and on Saturdays and Sundays between gam to
7pm, for the duration of the project. Recommended working hours and weekend work hours
are necessary to ensure the timely completion of the project. An after -hours construction
permit would be obtained by the contractor contingent on satisfying notification requirements
per Santa Monica Municipal Code 4.12.110.
Reference:
Contract No. 9938
(CCS)
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Contract No. 9939
(CCS)