SR-01-27-2015-3F - 513-017/913-002City Council Meeting: January 27, 2015
Agenda Item: 3F
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Construction Contract and Construction Management Services
Agreement for the Colorado Esplanade Streetscape Improvement Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2217 for the Colorado Esplanade Streetscape Project to All
American Asphalt, a California -based company, in an amount not to exceed
$13,286,900 (includes a 10% contingency).
2. Authorize the City Manager to negotiate and execute a contract with All American
Asphalt in an amount not to exceed $13,286,900 (includes a 10% contingency)
for the construction of the Colorado Esplanade Streetscape Project.
3. Award Request for Proposal (RFP) #SP2217 for construction management
services for the Colorado Esplanade Streetscape Project to MNS Engineers, Inc.,
a California -based company, in an amount not to exceed $500,000 (includes a
10% contingency).
4. Authorize the City Manager to negotiate and execute a professional services
agreement with MNS Engineers, Inc. in an amount not to exceed $500,000
(includes a 10% contingency) for construction management services for the
Colorado Esplanade Streetscape Project.
5. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
6. Authorize the budget changes as outlined in the Financial Impacts and Budget
Actions section of this report.
Executive Summary
The Colorado Esplanade Streetscape Project (Project) is a circulation infrastructure and
streetscape project located between the future terminus of the regional Expo light rail
line, Downtown, and the Santa Monica Pier. The final design of the entire project was
approved by Council on May 14, 2013, and a revised design of a portion of the project
was presented to Council in a September 2, 2014 Information Item.
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On January 6, 2015, 5 bids were received for the construction of the Project. After
reviewing the bids received for this Project, staff recommends All American Asphalt for
the construction of the Project in an amount not to exceed $13,286,900. Staff also
recommends MNS Engineers, Inc. to provide construction management services
including materials and geotechnical testing, construction monitoring and
documentation in an amount not to exceed $500,000.
An after -hours construction permit would be obtained for work on Ocean Avenue, 4m
Street, Main Street and portions of Colorado Avenue (see Attachment 1).
Background
On June 28, 2011, Council authorized a contract with Peter Walker and Partners
Landscape Architecture (PWP) to design the Project and prepare construction bid
documentation. In compliance with California Environmental Quality Act (CEQA), a
Mitigated Negative Declaration (MND) for the project was adopted by Council on March
19, 2013. In compliance with the National Environmental Policy Act (NEPA), a
Categorical Exclusion (CE) was issued by Caltrans for this project as a result of the
Preliminary Environmental Study (PES). CE re- validations were issued on June 26,
2013 and August 22, 2014.
On Mav 14, 2013, Council approved the final design for the Full Project, with the
exception of the Gateway Triangle area (Figure 1).
Figure 1 —Full Project
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At the same meeting Council also authorized staff to prepare a bid package and to
solicit bids for a Reduced Footprint Core Project (Core Project) so that the project can
be built at a lower cost (see Figure 2).
Figure 2 — Reduced Footprint Core Project
On September 2, 2014, in an information item, staff revised the Gateway Triangle
design to provide more open space as requested by Council at the May 14, 2013
meeting (figure 3).
Figure 3 — Updated Gateway Triangle Design
At the request of Council and in order to meet the existing budget, the updated Gateway
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Triangle design was developed and utilizes only sidewalk, turf grass and meadow
grass. This design was included with the Core Project that was bid for construction
(Area D in Figure 4).
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Figure 4
As design progressed, minor improvements to adjacent areas were identified as
necessary for construction of certain intersections of the Core Project. These
improvements could be completed at relatively low cost and include minimal restriping
and slurry seals in Areas A, B, and C (Figure 4). Staff recommends that the work in
these areas be added to this project. The area on 4th Street north of Colorado (Area E
in Figure 4) was bid as an alternate and staff recommends including these proposed
improvements in this project. The cost bid for Area E is much less than estimated and
proceeding without constructing this area would result in significant redesign costs. The
northeast corner of the Colorado and 4th Street intersection is being widened into 4th
Street and the widening tapers roughly 200 feet northward to join the existing sidewalk
condition. Without building Area E the taper would be eliminated and a new curved join
line would have to be created incurring additional design costs and creating a less
M
aesthetically appealing transition to the existing sidewalk.
The proposed improvements on the north side of Colorado at the east terminus of the
project (Area G in Figure 4) are currently included in the offsite improvement plans for
the adjacent OTO hotel development (OTO). It is anticipated that OTO will design and
build improvements in front of their hotel that match the City's Esplanade design. With
the anticipation that Area G will likely be built by OTO, staff recommends constructing
Area F as part of this project so that the Esplanade Design is continuous throughout this
block. Areas A, B, C, D, E and F were added to the project that was bid for construction.
Discussion
This Project would transform Colorado Avenue from a vehicular corridor to a multi -
modal hub connecting the Los Angeles County Metropolitan Transportation Authority
(Metro) Exposition (EXPO) Light Rail Downtown Santa Monica Station, downtown, the
Santa Monica Pier, Tongva Park and the Civic Center area. The Project would convert
Colorado Avenue (from Ocean Avenue to 4t" Street) into a one -way, two -lane roadway,
realign Main Street to join 2nd Street at one intersection, and widen the sidewalk along
Ocean Avenue (see Figure 5).
Figure 5
The project would also significantly widen the southernmost sidewalk along Colorado,
provide a separated two -way bike path, and provide new street trees and sustainable
landscaping (see Figure 6).
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Figure 6
In consideration of the stage 2 water restrictions approved by Council on August 12
2014, the City has made several efforts within this project to significantly reduce the use
of potable water for irrigation. This gateway triangle area, along with the rest of the
landscaping in the entire project would be irrigated by treated urban runoff from the
Santa Monica Urban Runoff Recycling Facility (SMURRF) reducing the need of potable
water for irrigation. Landscaping throughout the majority of the 5.5 acre project would
utilize underground drip irrigation thus reducing treated urban runoff consumption. The
areas within 5' of the pathways within the Gateway Triangle area would use drip
irrigation as well. Areas more than 5' away from the path would utilize restricted spray
irrigation of treated urban runoff. The existing 0.38 acre gateway triangle area (before
this construction) utilizes spray irrigation. Only 0.23 acres of the 5.5 acre project area
would utilize spray irrigation, resulting in a 40% reduction in spray irrigated areas.
The construction portion of this project is partially funded by Congestion Mitigation and
Air Quality Improvement Program (CMAQ) and Surface Transportation Program — Local
(STPL) Funds. Both CMAQ and STPL funds are federal funding sources administered
through California Department of Transportation (Caltrans). Federal funding requires
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Figure 6
In consideration of the stage 2 water restrictions approved by Council on August 12
2014, the City has made several efforts within this project to significantly reduce the use
of potable water for irrigation. This gateway triangle area, along with the rest of the
landscaping in the entire project would be irrigated by treated urban runoff from the
Santa Monica Urban Runoff Recycling Facility (SMURRF) reducing the need of potable
water for irrigation. Landscaping throughout the majority of the 5.5 acre project would
utilize underground drip irrigation thus reducing treated urban runoff consumption. The
areas within 5' of the pathways within the Gateway Triangle area would use drip
irrigation as well. Areas more than 5' away from the path would utilize restricted spray
irrigation of treated urban runoff. The existing 0.38 acre gateway triangle area (before
this construction) utilizes spray irrigation. Only 0.23 acres of the 5.5 acre project area
would utilize spray irrigation, resulting in a 40% reduction in spray irrigated areas.
The construction portion of this project is partially funded by Congestion Mitigation and
Air Quality Improvement Program (CMAQ) and Surface Transportation Program — Local
(STPL) Funds. Both CMAQ and STPL funds are federal funding sources administered
through California Department of Transportation (Caltrans). Federal funding requires
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the City to maintain thorough construction records and documentation in accordance
with federal guidelines set forth by the Federal Highway Administration (FHWA) and
Caltrans. A construction management team would be needed to assist City staff with
the construction of the Project and adherence to federal funding guidelines.
Construction Management Scope of Services
Construction management services would include inspecting the contractor's work
during construction and ensuring adherence to approved plans and specifications,
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 progress meetings, and maintaining all necessary inspection
documentation relevant to the work conducted during construction. Additionally, the
construction management services would include providing materials and geotechnical
testing, maintaining proper records for federally- funded projects, and wage compliance
monitoring of the contractor to ensure compliance with the Davis -Bacon Act and state's
prevailing wage.
The not -to- exceed contract amount of $500,000 is based on hourly costs for inspection
and construction management services. A Resident Engineer (RE) and a Night Time
Inspector would be onsite as well as the City's Project Construction Manager and Public
Works Inspector.
Construction Manager Selection
On December 4, 2014, the City published a Request for Proposal for construction
management services for this Project on the City's online bidding site in accordance
with City Charter and Municipal Code provisions. The City received nine proposals on
December 30, 2014. A selection committee consisting of staff from the Civil
Engineering Division reviewed, evaluated, and ranked the proposals.
MNS Engineers, Inc., Berg & Associates, Inc., and Cannon Corporation were invited to
participate in interviews. The selection process followed the consultant selection
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guidelines set forth by Caltrans and FHWA for federally funded projects. Caltrans'
guidelines for professional services require that services agreements be awarded based
on demonstrated competence and professional qualifications. The selection criteria
included understanding of the project's scope, experience on similar projects,
qualifications of the proposed staff, familiarity with State and Federal procedures, and
demonstrated technical ability.
MNS Engineers Inc. ranked highest among the three teams interviewed. MNS
Engineers Inc. demonstrated extensive knowledge and experience on numerous
federally- funded construction projects. Relevant projects recently completed by MNS
Engineers Inc. include: State Route 246 Streetscape Improvements in Buellton, Coastal
Rail Trail in Solana Beach, Willow Road Interchanges and Bridges in County of San
Luis Obispo, and Magic Mountain Parkway Interchange in Santa Clarita. During the
selection process, MNS Engineers Inc. demonstrated that it has the most qualified team
for the project in accordance with Caltrans and FHWA specifications. MNS Engineer's
price is competitive with other consultants.
The construction management team would be led by the Resident Engineer (RE). The
RE would be onsite every day the contractor is working and would be responsible for
ensuring the contractor is in compliance with the project plans, specifications, permits,
and environmental requirements. The RE would supplement a City team including a
City Project Construction Manager and Public Works Inspector (daytime). The
consultant would provide a part time inspector for night work and material testing
services. The RE would be Joseph Ruzicka. As an RE, Joseph has completed several
projects similar to this Project including La Brea Avenue Pavement Reconstruction
Phase 1 in Inglewood, Moorpark Road Widening in Moorpark and Katella Smart Street
Improvements in Anaheim.
Public Outreach
The City's public outreach consultant, whose services were previously procured, will be
responsible for preparing and implementing a public information plan prior to project
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commencement. The public outreach consultant was hired utilizing the City's
procurement process for professional services for contracts under $80,000. During
construction, the consultant and the construction management team would foster open
lines of communication to receive feedback from the public and disseminate project
information, ensuring constant outreach to the public and project stakeholders. Such
information would include alerting the public about potential impacts, providing up -to-
date project information regarding key milestones and overall project objectives, and
periodic evaluation of outreach effectiveness. Public communication efforts would
target not only motorists, but pedestrians and bicyclists, as well.
The key deliverables from the public communications team include the following:
• A public information plan that would familiarize the stakeholders with the project,
the construction schedule milestones, and the long -term value of this project;
• The development and maintenance of an online construction schedule;
• A project hotline;
• Written public information materials distributed via US Mail, email, social media
websites, and the City's web page;
• Informational signs, banners, and other project graphics as directed by staff.
Project Street Trees
This project includes a number of City trees that are proposed for relocation, removal,
and replacement. A comprehensive process was used to determine the number of
trees impacted by construction and their candidacy for relocation. Each tree was
assessed by a certified arborist to determine its overall health, structural characteristics,
appraised value, and its ability to thrive if relocated, in order to determine which trees
would be suitable for relocation. Utilizing this study and the specifics of the proposed
project, 58 trees were identified as being potentially impacted. Seventeen (17) trees will
be relocated, 18 trees will be removed and 23 will be protected in place.
The trees to be relocated would fill vacancies on streets with similar species and be
planted within parks. The trees to be removed did not meet one or more of the
evaluation criteria due to their poor viability, inability to tolerate relocation, or
excessively high relocation costs associated with work that would be required on
utilities, buildings, or hardscape around the current tree sites.
The Project will consist of the installation of 96 new trees including 71 Platanus
Mexicanas (approved by Council on July 22 2014), 13 Eucalyptus Degluptas, and 13
Howea Forsterianas. The project will provide a 5.3 for 1 (16 for 3) replacement for any
City tree that is not relocated and must be removed.
The City and their public outreach consultant will provide public notification regarding
the landscaping elements proposed. The community will have an opportunity to learn
about the tree relocation and replacement plan, among other items, and provide input
and feedback.
Contractor Selection
On November 18, 2014, the City published a notice inviting bids for the Colorado
Esplanade Project. The bid was posted on the City's online bidding site, and notices
were advertised in the Santa Monica Daily Press and the Los Angeles Times in
accordance with City Charter and Municipal Code provisions. The City Clerk's office
received 5 sealed bids, which were publicly opened by the Deputy City Clerk on
January 6, 2015. The bid results are as follows:
Bidder
Base Bid
Bid Alternate
Total Bid
(Base +Alt.)
All American Asphalt
$11,700,000
$379,000
$12,079,000
Sully - Miller Contracting Co.
$12,522,568.90
$431,035.10
$12,953,604
Los Angeles Engineering, Inc.
$13,240,347.50
$399,097.10
$13,639,444.60
PALP, Inc. dba Excel Paving Co.
$13,784,521.50
$476,370.75
$14,260,892.25
Griffith Company
$13,806,867
$746,112
$14,552,979
The Engineer's Estimate for the base project was $10,500,000 - $12,500,000.
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The bid was evaluated on competitive pricing, understanding of the project's scope,
direct experience with similar projects, approach to the work, technical competence,
qualifications of the proposed staff, and the ability to meet the project schedule. All
American Asphalt's price is competitive with other bidders. Staff contacted reference
agencies listed by the contractor to ascertain past performance on similar projects,
including Bristol Street Improvements for the City of Santa Ana, Crown Valley Parkway
Street Improvements for the City of Mission Viejo, Route 710 Street Reconstruction for
the California Department of Transportation, Street Improvements for the City of Long
Beach, Hawthorne Blvd. Street Improvements for the City of Hawthorne, and Pavement
Resurfacing for the City of Thousand Oaks. Staff verified with the Contractors State
License Board that All American Asphalt's license is current, active, and in good
standing.
Staff recommends that a construction contract with All American Asphalt be executed in
the amount of $13,286,900 (includes a 10% contingency).
Construction Schedule
With Council approval, staff would pursue executing the contract with All American
Asphalt and issue a notice to proceed in March 2015. With a contract time of 325
calendar days, the Project is anticipated to be substantially completed and open to the
public by late January 2016. The project would also entail coordinating with utility
companies and the Macerich Multi- screen Arclight Movie Theater Complex construction.
The EXPO light rail is tentatively scheduled to open for revenue operations between
March and May of 2016, thus this Project would be on schedule to be substantially
complete and open to the public before the light rail opening.
Coordination with Other Projects
This Project would take place at the same time as a several other capital improvement
projects in the vicinity. The California Incline Bridge Replacement Project (Incline
Project) is about 2/3 of a mile north of the Colorado Avenue and Ocean Avenue
intersection and is anticipated to take place from February 2015 to May 2016. The
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Incline Project would require a full closure of California Avenue from Ocean Avenue to
the Pacific Coast Highway (PCH) and would designate Moomat Ahiko Way and Lincoln
Boulevard as the two detour routes. Vehicles using the Moomat Ahiko Way exit are
anticipated to use Ocean Avenue to travel to and from north Santa Monica. The
Esplanade Project construction time restrictions are set up so that any work along
Ocean Avenue (particularly at the intersection of Ocean Ave. and Colorado) would only
take place at night. Therefore any detour traffic that uses the Moomat Ahiko Way ramp
would not encounter lane closures at the Ocean Avenue and Colorado Avenue during
peak or daytime hours. The City also intends to phase construction so that a minimum
of one lane of Colorado Avenue would remain open during construction.
Macerich is currently constructing a new movie theater on the third level of the
Bloomingdale's building at the northwest corner of 4t" Street and Colorado Avenue.
Their construction equipment is in the Phase 3 area of Figure 7. This project is
underway and is anticipated to be completed in April of 2015. The Esplanade Project
phasing plan accommodates this construction, thus resulting in no delays to the
Esplanade Project.
Figure 7
Staff anticipates that Macerich would vacate the Phase 3 area prior to commencement
of phase 3.
In addition, the EXPO rail construction will continue until approximately September of
2015 but is not anticipated to conflict with the Project construction. Two OTO hotel
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developments at the northwest and northeast corners of the 5th Street and Colorado
Avenue intersection would be underway throughout the Project construction but are not
anticipated to cause conflicts. Other annual City paving and utility projects would
continue as normal but staff would implement phasing strategies to avoid conflicts with
the Project and inconveniences for the public.
Working Hours
To mitigate traffic impacts and daytime access to parking structures and driveways, an
after -hours permit would be obtained by the contractor for work where access and traffic
must be maintained during business hours, 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 locations for the after -hours permit are provided in
Attachment 1.
The Ocean Ave. and Colorado Ave. intersection paving would be done from 9pm -6am
Monday through Thursday (with the exception of nights when there are special events
at the Pier)
Traffic Impacts and Access
The construction sequence shall be defined by a four phase plan (reference Figure 7)
that limits work impact to manageable phases using temporary traffic control plans.
Eastbound traffic will be permanently closed from Ocean Ave. to 4th Street. Westbound
traffic will be maintained during construction.
Phase 1 would require westbound vehicular traffic to be routed to the south side of
Colorado Ave. while construction progresses on the north side. Traffic flow from Main
Street to 2nd Street in this phase will be maintained.
Phase 2 would require westbound vehicular traffic to be routed to the north side of
Colorado Ave. while construction progresses on the south side. The realignment of
it,
Main Street will take place in this phase and will require the traffic flow from 2 "d Street to
Main Street to be diverted to Ocean Ave. Northbound traffic from Main Street to 2nd
Street would be maintained except for occasional day and night closures.
Phase 3 will only be necessary (as a stand -alone phase) if the Macerich theater
construction equipment is still in place at the completion of Phase 1. If the construction
equipment is not in place at the completion of Phase 1, work will proceed directly to
Phase 3 while Phase 2 and Phase 4 will be combined into one phase. Pedestrian
crossings on Colorado Avenue would be maintained and modified according to the
phasing plan.
All driveways would remain open during business hours and delivery times. Driveway
demolition and construction would be phased to allow the driveway to remain open
during business hours and delivery times. Driveway demolition and construction shall
be completed after close of business and temporarily restored to traffic by the next
morning. Where possible, driveway work may be completed during the day if driveway
width allows for the installation in two stages, which would allow vehicle access to
remain.
Financial Impacts & Budget Actions
When Council approved the Esplanade design on May 14 2013, staff indicated that
there would be an anticipated funding gap of approximately $1 million based on
preliminary cost estimates. That estimated funding gap in anticipated construction costs
remained. Proceeding with the bid alternate area, including some areas outside of the
Reduced Core Footprint Project, and procuring necessary construction management
services adds additional costs. The project as recommend will require additional budget
totaling approximately $2.4 million. Staff recommends entering into the construction
management and construction contracts as outlined. Additional budget needs are
recommended to be filled by appropriating Development Agreement contributions
specifically designated for Colorado Esplanade construction that have not yet been
budgeted, utilizing budget savings on a completed project, and drawing from available
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State Highway Relinquishment Funds as outlined below.
The contract to be awarded to MINIS Engineers Inc. is for an amount not to exceed
$500,000 (including a 10% contingency). Funds are available in the FY 2014 -15 Capital
Improvement Program budget in the following account:
Account No. Description FY14 -15
C017040.589000 Colorado Esplanade — General Funds $500,000
Cost for private 3m party utility relocation work will be charged to the following account
available in the FY 2014 -15 Capital Improvement budget:
Account No. Description FY14 -15
C017040.589000 Colorado Esplanade — General Funds $100,000
The contract to be awarded to All American Asphalt is for an amount not to exceed
$13,286,900 (including a 10% contingency). The construction contract with All
American Asphalt will utilize CMAQ and STPL Funds which will be reimbursed as
authorized through Caltrans. Funds are available in the FY 2014 -15 Capital
Improvement Program (14/15 CIP) budget in the following accounts:
Account No. Description FY14 -15
0017040.589000 Colorado Esplanade — General Funds $ 4,734,474
0047040.589100 Colorado Esplanade — McGuire Thomas $ 160,000
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Developer Agreement (DA)
C047040.589200
Colorado Esplanade —Ocean Ave.
$
200,000
Village Project DA
C207040.589000
Colorado Esplanade —CMAQ Funds
$
3,284,000
C207040.589010
Colorado Esplanade -STPL Funds
$
1,098,000
C207040.589020
Colorado Esplanade -Prop C Funds
$
1,175,227
C257040.589000
Colorado Esplanade -Water
$
25,410
C317040.589000
Colorado Esplanade - Wastewater
$
192,060
Total 2014 -15 CIP
Funds Available
$10,869,171
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Award of the contract requires moving $487,310 of from account C017021.589000 to
account C017045.589000 to utilize remaining budget from the completed Ocean Park
Boulevard Green Streets project.
Award of this contract also requires the following additional appropriations:
Account No. Description FY14 -15
C047040.589300
Construction - Macerich DA
$
120,000
0047040.589400
Design - Macerich DA
$
20,820
0047040.589500
OTO Hotel DAs
$
380,000
0047040.589600
1318 2 "d Street DA
$
125,000
0047040.589700
State Highway Relinquishment Funds
$1,284,599
Total Appropriated Funds Needed
$1,930,419
Prepared by: Zach Pollard, P.E., Civil Engineer
Approved: Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachment:
1 — Proposed After -Hours Permit Details
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Reference:
Contract No. 10022
(CCS)
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Contract No. 10023
(CCS)