SR-01-27-2015-3DCity Council Meeting: January 27, 2015
Agenda Item: 3D
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Construction Contract and Inspection and Testing Contract for San
Vicente Emergency Generator Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2212 to Cora Constructors, Inc., a California -based company, for
construction of the San Vicente Emergency Generator Project.
2. Authorize the City Manager to negotiate and execute a contract with Cora
Constructors, Inc., in an amount not to exceed $1,744,205 (including 15%
contingency) for construction of the San Vicente Emergency Generator Project.
3. Award Request for Qualifications (RFQ) #SP2212 to CivilSource, Inc., a
California -based company, for inspection and testing services for the San
Vicente Emergency Generator Project.
4. Authorize the City Manager to negotiate and execute a contract with CivilSource,
Inc., in an amount not to exceed $147,342 (including a 10% contingency) for
inspection and testing services for the San Vicente Emergency Generator
Project.
5. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The San Vicente Booster Pump Station Emergency Generator Project (Project) is
necessary to replace an existing, antiquated diesel engine with a new back -up electrical
power source in compliance with Southern California Air Quality Management District
(SCAQMD) regulations. The pump station is a critical asset of the City's potable water
distribution system for drinking water and fire protection in the northeast part of the City.
The existing diesel engine installed in the 1930's is at the end of its service life and must
be replaced by a new back -up emergency generator to ensure reliable water service in
the event of an electrical power outage and to comply with SCAQMD regulations. The
Project would replace the existing diesel engine driven standby generator with a new
diesel engine driven standby generator to provide power to the vault, drain pump,
existing booster pumps, and other appurtenant fixtures to effectively supply water to the
community in the event of an emergency.
In November 2014 the City solicited bids for construction services. Cora Constructors,
Inc., the lowest responsible bidder, is recommended for construction of the project in an
amount not to exceed $1,744,205. Additionally, staff recommends CivilSource Inc. to
provide inspection, deputy inspection and testing services for this project in an amount
not to exceed $147,342.00.
Background
In September 2012, Council authorized a professional services agreement with Lee &
Ro, Inc. to provide design services for the San Vicente Booster Pump Station
Emergency Generator Project. The design has been completed.
Discussion
The San Vicente Booster Pump Station is a critical and necessary facility, providing
potable water service to the area of the city north of Montana Avenue from 4th Street to
26th Street. Approximately five million gallons of water for this area is stored
underground in the San Vicente Reservoir. This facility accounts for roughly 20% of the
City's total water storage and is necessary for providing drinking water and fire
protection to the community. A booster pump station adjacent to the reservoir is utilized
to extract water from the reservoir and pressurize the water pipelines in the area. The
six booster pumps are operated by electric power supplied by Southern California
Edison. Currently, in the event of a power outage, a diesel engine is utilized to operate
one booster pump to maintain minimum water service in the area. The diesel engine,
located in the underground pump station vault, was installed in the 1930s and is at the
end of its service life. The replacement of the diesel engine with a modern emergency
back -up power generator is a necessary capital improvement to ensure the integrity and
reliability of the City's water system.
The City has obtained a permit from SCAQMD to construct and operate the
replacement generator. The proposed generator would meet SCAQMD regulations and
permit requirements for Stationary Diesel - Fueled Internal Combustion Engines as
addressed in SCAQMD Rules 431.2, 1470 and 1472.
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Contractor Selection — Construction
On October 27, 2014, the City published a Notice Inviting Bids for construction services
for the San Vicente Emergency Generator 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. Sixty -three vendors
downloaded the bid. The City Clerk's office received six sealed bids, which were
publicly opened by the Deputy City Clerk on November 20, 2014. The bid results are as
follows:
Bidder Bid Amount
Cora Constructors, Inc. $1,516,700
California Building Evaluation & Const., Inc. $1,664,740
Minako America Corp. dba Minco Construction $1,909,200
Blois Construction, Inc. $2,458,945
Engineer's Estimate $1,744,300
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. Cora Constructors, Inc., has
completed recent similar projects for other agencies: City of Calexico, Los Angeles
County Sanitation District, and City of Garden Grove. References listed in the bid
package were contacted and all respondents reported that work performed by Cora
Constructors, Inc., was completed in a timely and cost - efficient manner while
maintaining consistent quality. Staff also verified with the Contractors State License
Board that Cora Constructors, Inc. and its subcontractors' licenses are current, active,
and in good standing.
Based on these criteria, Cora Constructors, Inc., is recommended as the best bidder for
the construction services of the San Vicente Emergency Generator Project at a cost of
$1,744,205 including a 15% contingency for unforeseen conflicts related to
undergrounding /trenching activities in the public street and right -of -way.
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Contractor Selection — Inspection and Testing
In May 2014, the City requested Statements of Qualifications (RFQ) for inspection,
deputy inspection and testing services for the San Vicente Emergency Generator
Project. The RFQ was advertised on the City's online bidding website. Twenty -four
firms downloaded the bid. One firm submitted Statements of Qualifications for this
project, which was reviewed by Public Works staff. Selection criteria included technical
competence, staffing capability, project approach, past performance, quality control.
CivilSource, Inc. is recommended as the best bidder to provide inspection, deputy
inspection and testing 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 CivilSource, Inc. provided exceptional
inspection, deputy inspection and testing services.
Services provided by CivilSource, Inc. would include continuous inspection of the
contractor's work, quality control, traffic control monitoring, daily reports, progress
photos, monitor the approved storm water pollution prevention plan, compaction and
material testing, and deputy inspections.
Public Outreach
Public outreach during construction of this project would be provided by the City's
design consultant, Lee & Ro Inc., and supplemented by City staff. Public outreach
would include notifications distributed to adjacent properties and the surrounding
community on the scope and construction schedule of the project, potential impacts,
and periodic schedule updates. In addition, weekly updates on the City's "Know Before
You Go" (aka KBUG) website and Monday editions of the Santa Monica Daily Press
would be provided. Updates with photographs regarding the project would be provided
on the City's website and various social media channels.
Properties within a block radius of the project site would receive two construction
notices. The first general notice would be hand - delivered to properties adjacent to the
proposed work area two weeks prior to the start of construction. A second two -day
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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
The new generator has an approximate lead time of 16 to 20 week for production and
submittal review. Procurement is anticipated to commence in March 2015 while
construction is anticipated to begin in July 2015. Construction is tentatively scheduled
to be completed December 2015. There will be no work during the 2015 Los Angeles
Marathon.
Financial Impacts & Budget Actions
The contract to be awarded to Cora Constructors, Inc., is for an amount not to exceed
$1,744,205 (including a 15% contingency). Funds are available in the FY 2014 -1b
Capital Improvement Program budget in account 0250784.589000, San Vicente
Emergency Generator.
The contract to be awarded to CivilSource is for an amount not to exceed $147,342.00
(including a
10% contingency).
Funds
are available in
the FY 2014 -15 Capital
Improvement
Program budget in
account
0250784.589000,
San Vicente Emergency
Generator.
Prepared by: Carlos Rosales, Civil Engineering Associate
Approved: Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
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Reference:
Contract No. 10020
(CCS)
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Contract No. 10021
(CCS)