SR-11-25-2014-3HCity Council Meeting: November 25, 2014
Agenda Item: ->
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: 2014 Annual Wastewater Main Replacement Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2303 to Vasilj, Inc., a California -based company, for the 2014
Annual Wastewater Main Replacement Project.
2. Authorize the City Manager to negotiate and execute a contract with Vasilj, Inc.,
in an amount not to exceed $2,042,756 (including 15% contingency).
3. Authorize the City Manager to negotiate and execute a contract with SA
Associates, a California -based company, in an amount not to exceed $240,000
(including a 10% contingency) for construction management and inspection
services for the 2014 Annual Wastewater Main Replacement Project.
4. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The 2014 Annual Wastewater Main Replacement Project would replace approximately
6,600 linear feet of sewer pipeline and rehabilitate approximately 1,100 linear feet of
sewer pipeline to extend their useful life, reduce maintenance needs, and upgrade
capacity throughout the city. Pipelines identified for replacement and rehabilitation are
selected based on factors such as age, condition, and capacity demand. Specific work
would include replacement, upgrade, lining and rehabilitation of existing wastewater
mains as well as construction of new and rehabilitation of existing maintenance access
structures.
In September 2014 the City solicited bids for construction services. Ramona, Inc. was
the lowest bidder, but requested that its bid be withdrawn due to a clerical error. After
reviewing the seven bids received, Vasilj, Inc., the second - lowest responsive bidder, is
recommended for construction of the project in an amount not to exceed $2,042,756.
Additionally, in May 2014 the City requested Statements of Qualifications for
construction management and inspection services for upcoming construction projects
throughout the city. Staff recommends SA Associates to provide construction
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management and inspection services for this project in an amount not to exceed
$240,000, for a project total of $2,282,756.
Discussion
The Water Resources Division operates and maintains an extensive sanitary sewer
collection system including approximately 150 miles of wastewater pipelines. The
Division uses an asset management plan that evaluates data such as age, pipe
condition, and capacity demands to identify the most critical wastewater infrastructure
improvement needs. Staff identified areas of the collection system tnat require
rehabilitation and upgrade through video and visual inspection to increase reliability and
reduce maintenance demands. This project includes improvements at selected areas
based on highest priority deficiencies in the wastewater collection system. The
proposed improvements consist of replacing substandard 6- inch - diameter pipe with new
8- inch - diameter pipe and replacing /repairing maintenance structures holes to ensure
adequate and reliable sewer service for customers. The project implements cured -in-
place lining and rehabilitation of existing mainline pipes providing substantial extension
to the lifecycle of the existing critical segments. Improvements are mostly south of the
I -10 freeway.
Vendor Selection — Construction
On September 26, 2014, the City published a Notice Inviting Bids for construction
services for the 2014 Annual Wastewater Main Improvements Citywide Project. The bid
was posted on the City's on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions.
There were 1320 vendors notified with 59 vendors downloaded the bid. Seven bids
were received and publicly opened on October 16, 2014, by the due date and time. One
bid was received late and was returned unopened to the company that submitted the
late bid. Bids results are as follows:
Bidder Bid Amount
Ramona, Inc. (withdrawn) $ 1,448,832.50
Vasilj, Inc. $ 1,776,310.00
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Bidder Bid Amount
SND Construction, Inc. $ 2,041,098.00
Williams Pipeline Contractors, Inc. $ 2,221,616.00
MNR Construction, Inc. $ 2,412,072.00
Dominguez General Eng, Inc. $ 2,471,060.00
GRFCO, Inc. $ 2,733,190.00
Engineer's Estimate $ 1,950,000.00
On October 20, 2014, staff received a letter from Ramona, Inc., requesting that its bid
be withdrawn due to a clerical error. The City Attorney reviewed the applicable
provisions in the Public Contract Code; and based on that review, advised staff to return
the bid bond submitted by Ramona, Inc.
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, capacity and skill, ability to deliver and provide future maintenance or
service, and compliance with City scope of work. Vasilj, Inc. has completed recent
similar projects for the cities of Santa Monica, Los Angeles, Long Beach, and
Pasadena. Staff contacted references listed in the bid package and all respondents
reported that work performed by Vasilj, Inc. was completed in a timely and cost - efficient
manner while maintaining consistent quality. Staff also verified with the Contractors
State License Board that Vasilj, Inc.'s and its subcontractors' licenses are current,
active, and in good standing. Based on these criteria, Vasilj, Inc. is recommended as
the best bidder for the construction services of the 2014 Annual Wastewater Main
Replacement Project in accordance with City scope of work.
Vendor Selection — Construction Management
In May 2014 the City requested Statements of Qualifications for construction
management and inspection services for upcoming construction projects throughout the
city to provide more seamless reporting and management of these projects.
Construction management services are also required for this project to provide better
coordination with adjacent private projects.
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The request for Statements of Qualifications was advertised on the City's online bidding
website. Fifteen firms submitted Statements of Qualifications for this project and they
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 Works
staff in July 2014: GK & Associates, SA Associates, and Willdan Engineering. SA
Associates is recommended as the best bidder to provide construction management
and inspection services based on their qualifications and their directly related
experience providing similar services for municipal agencies. Staff contacted reference
agencies and all respondents reported that SA Associates provided exceptional
construction management and inspection services.
Services provided by SA Associates would include construction management,
continuous inspection of the contractor's work, verification and management of field
changes and unforeseen conditions, monitoring and mitigation of impacts as a result of
the construction activities, attendance of contractor's safety meetings, attendance of
periodic progress meetings, recordkeeping of all necessary inspection documentation
relevant to the work performed during construction, and public outreach.
On October 28, 2014, SA Associates was awarded the construction management
contract for the City's annual water main replacement project in an amount not to
exceed $356,400. The water main project is scheduled to be completed in April 2015.
The wastewater main project is scheduled to begin in January 2015. The thee -month
overlap of these two projects with the use of the same construction manager would
result in a saving of $43,000 while allowing both projects to receive consistent
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.
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Public outreach would include notifications distributed to adjacent properties and the
surrounding community on the scope of the project, potential impacts and schedule with
periodic updates and weekly updates on the City's "Know Before You Go" (aka KBUG)
website and Monday editions of the Santa Monica Daily Press. Updates regarding the
project would be provided on the City's website and various social media channels.
Properties impacted by the project will receive two construction notices. The first
general notice would be mailed to properties adjacent to the proposed work two weeks
prior to the start of construction. A second two -day notice would be subsequently hand -
delivered to each adjacent property with detailed information regarding the planned
construction activity, potential impacts, and contact information. The notices would be
prepared by Public Works staff and distributed by the contractor.
Construction Schedule
Work is anticipated to begin in January 2015 and be completed by summer 2015.
Financial Impacts & Budget Actions
The contract to be awarded to Vasilj, Inc. is for an amount not to exceed $2,042,756
(including a 15% contingency). Funds are available in the FY 2014 -15 Capital
Improvement Program budget in the following accounts:
Account No Description FY14 -15
0310628.589000 Wastewater Main Replacement $ 1,021,378
C310947.589000 AB1600 Wastewater Main Replacement $1,021,378
Total Funds Available $ 2,042,756
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The contract to be awarded to SA Associates is for an amount not to exceed $240,000
(including a 10% contingency). Funds are available in the FY 2014 -15 Capital
Improvement Program budget in the following accounts:
Account No Description FY14 -15
0310628.589000 Wastewater Main Replacement $ 120,000
C310947.589000 AB1600 Wastewater Main Replacement $ 120,000
Total Funds Available $ 240,000
Prepared by: Selim Eren, P.E., Civil Engineer
Approved:
Martin Pastucha
Director of Public Works
Attachment: A — Project Location Map
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Forwarded to Council:
Rod Gould
City Manager
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Reference:
Contract No. 9999
(CCS)
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Contract No. 10000
(CCS)