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SR-01-27-2015-3ICity Council Meeting: January 27, 2015 Agenda Item: 3_1 To: Mayor and City Council From: Martin Pastucha, Director of Public Works Subject: Award Construction Contract for the California Incline Bridge Replacement Project Recommended Action Staff recommends that the City Council: 1. Award Bid #SP2059 for the California Incline Bridge Replacement Project to MCM Construction, Inc., a California -based company, in an amount not to exceed $15,690,211 (includes 15% contingency). 2. Authorize the City Manager to negotiate and execute a contract with MCM Construction, Inc., in an amount not to exceed $15,690,211 (includes a 15% contingency) for the construction of the California Incline Bridge Replacement Project. 3. Authorize the City Manager to negotiate and execute a seventh modification to Professional Services Agreement No. 7148 (CCS) in the amount not to exceed $300,000 with Wallace, Roberts & Todd, a California -based company, for Engineer of Record (technical support) services during the construction of the California Incline Bridge Replacement Project. This will result in an amended agreement with a new total amount not to exceed $2,767,202. 4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within budget authority. 5. Appropriate the budget increases as outlined in the Financial Impacts and Budget Actions section of this report. Executive Summary The California Incline bridge and roadway (Incline), which was built in the 1930s, is in poor condition and needs to be replaced in order to meet current seismic standards. With the majority of funding from the California Department of Transportation (Caltrans) and the Federal Highway Administration (FHWA), the City will replace the bridge and roadway, as well as stabilize the adjacent upper bluffs to meet these standards. The bridge replacement and required bluff stabilization will be funded through FHWA Highway Bridge Program (HBP) and with TEA -21 Demonstration (Demo) Funding. HBP funds require an 11.47% local match and the Demo funds (through utilization of toll 1 credits) require no local match. Therefore the bridge will be replaced using roughly 91% federal funds requiring an approximate 9% local match. The exact match percentages will be finalized upon issuance of the final agreement with Caltrans. On December 16, 2014, five bids were received for the construction of the California Incline. After evaluating the bids received for this project, staff recommends MCM Construction, Inc. for the construction of the California Incline Bridge Replacement Project (Project) in an amount not to exceed $15,690,211. Staff also recommends executing a seventh modification to the professional services agreement with Wallace, Roberts & Todd for Engineer of Record services during the construction phase. This would result in an amended agreement with a new total amount not to exceed $2,767,201.85 Background On June 13, 1995, Council authorized two contracts with Wallace, Roberts & Todd (WRT) for the Design of the Beach Improvement Group projects, including the California Incline Replacement Project. A draft Environmental Impact Report / Environmental Assessment (EIR /EA) for the Project was circulated for public review from May 23, 2007, to July 9, 2007, and a public meeting was held on June 20, 2007. An updated draft EIR /EA was recirculated from September 7, 2011 to October 28, 2011. On April 27, 2012, Caltrans issued a Findings of No Significant Impact, meaning that the National Environmental Policy Act (NEPA) portion, the required Environmental Assessment, was complete. On July 10, 2012, Council adopted a resolution certifying the Final EIR /EA for the Project and authorized staff to proceed with the bridge design and development of bidding documents, thus completing the environmental documentation phase of the Project. City staff subsequently worked with WRT to complete the design and construction documents for the Project. Concurrently with design, staff began pursuing Caltrans permits and approvals necessary to proceed into construction. In the summer of 2014 the design was completed and all necessary permits were obtained. Continuing with the federal project process, staff requested authorization from Caltrans to move forward with the construction of the Project, which includes funding for construction and construction management. On September 9, 2014, the City received funding authorization from Caltrans to move forward with both the construction of the Project FA and the procurement of construction management services. On December 16, 2014, Council approved a construction management and communication services contract with CALTROP Corporation in an amount not to exceed $2,665,000. Both the construction and the construction management and communications services are funded by approved HBP (11.47% local match) and Demo funds (0% local match due to use of toll credits). •, The Incline is a bridge and roadway that extends roughly 1,500 feet from the intersection of Ocean and California Avenues at the top of the Palisades Bluffs to the Pacific Coast Highway (PCH) (see Figure 1). Figure 1 The Project entails demolition of the existing bridge and roadway and construction of a new bridge and roadway at the same location (see Figures 2 and 3). &1 Figure 2 Figure 3 The new Incline bridge would be approximately 750 feet long and consist of cast -in- place piles and a cast -in -place reinforced concrete slab structure. Overall width of the new Incline bridge would be 51 feet 8 inches, an increase of 5 feet 8 inches over the existing structure. The new Incline structure would have a 16 foot wide separated path for bicycle lanes and a pedestrian walkway. The new bicycle lanes and sidewalk would be physically separated from the vehicular traffic lanes by a concrete barrier (see Figure 4). S Figure 4 Construction would include the reconstruction of the upper roadway (roughly 50 feet long) and lower roadway (roughly 700 feet long) where the Incline joins Ocean Avenue and PCH. The Project also requires the installation of soil nails on the upper bluffs to stabilize the slopes. A new railing, similar to the existing concrete balustrade, with the addition of low -level LED lighting for pedestrian and bicyclist safety, would also be constructed and installed. Federal funding requires the City to maintain thorough construction records and documentation in accordance with federal guidelines set forth by the FHWA and Caltrans. CALTROP Corporation will provide construction management and communication services for the Project including adherence to federal funding guidelines. Contractor Selection On October 27, 2014, the City published Bid #SP2059 for the California Incline Bridge Replacement 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 five sealed bids, which were publicly opened by the Deputy City Clerk on December 16, 2014. Bid results are as follows: The Engineer's Estimate was $15,000,000 - $20,000,000 and a contract time limit of 365 to 420 calendar days was given. In order to complete the project as quickly as possible and shorten the period of time that the Incline is closed, the City utilized Cost plus Time Bidding (A +B Bidding), a method created by Caltrans to expedite construction projects. This method of bidding encourages the bidders to set a shorter contract time to help them win the bid. This is beneficial to the City because a shorter contract time means that the Incline would be closed for a shorter period of time. This method is further explained below. The City utilized A +B Bidding to determine contractor ranking. A +B Bidding requires contractors to competitively bid the construction cost and the number of calendar days to complete all work. The total basis for comparison of bids is the sum of "A" and "B ", where "A" is the contractor's total bid amount for all work to be done, and "B" is the product of the specified cost per day (as determined by the City) and the number of calendar days bid by the contractor. Staff followed Caltrans guidelines for A +B Bidding, which recommends the cost per day be equal to the sum of the standard and additional liquidated damages. Standard liquidated damages are costs incurred by the City for additional engineering and project oversight. Additional liquidated damages are assessed costs for the public's loss of use during a construction time extension. For R "A" Amount # of "B" Amount Bidder (Bid Amount) Calendar (# of Calendar "A" + "B" Days Bid Days Bid x Amount $9500/day) MCM $13,108,961 365 $3,467,500 $16,576,461 Construction, Inc. Steve P. Rados, $14,224,139 365 $3,467,500 $17,691,639 Inc. Shimmick $14,328,317 365 $3,467,500 $17,795,817 Construction, Inc. Meek Brutuco $14,588,566 365 $3,467,500 $18,056,066. Joint Venture Myers and Sons, $14,975,634 365 $3,467,500 $18,443,134 Construction, LP The Engineer's Estimate was $15,000,000 - $20,000,000 and a contract time limit of 365 to 420 calendar days was given. In order to complete the project as quickly as possible and shorten the period of time that the Incline is closed, the City utilized Cost plus Time Bidding (A +B Bidding), a method created by Caltrans to expedite construction projects. This method of bidding encourages the bidders to set a shorter contract time to help them win the bid. This is beneficial to the City because a shorter contract time means that the Incline would be closed for a shorter period of time. This method is further explained below. The City utilized A +B Bidding to determine contractor ranking. A +B Bidding requires contractors to competitively bid the construction cost and the number of calendar days to complete all work. The total basis for comparison of bids is the sum of "A" and "B ", where "A" is the contractor's total bid amount for all work to be done, and "B" is the product of the specified cost per day (as determined by the City) and the number of calendar days bid by the contractor. Staff followed Caltrans guidelines for A +B Bidding, which recommends the cost per day be equal to the sum of the standard and additional liquidated damages. Standard liquidated damages are costs incurred by the City for additional engineering and project oversight. Additional liquidated damages are assessed costs for the public's loss of use during a construction time extension. For R this project, the total liquidated damages amount of $9,500 per day includes both standard and additional liquidated damages. The contract award would be the "A" bid amount only. The number of calendar days entered by the successful bidder to calculate the "B" bid amount would become the contract duration. The "B" amount is not paid to the contractor, but is used for the bid evaluation and to set the contract duration. If a contractor elected to bid a contract duration longer than 365 days, its bid would have a corresponding $9,500 per calendar day fee assessed for bid comparison purposes. Therefore, A +B Bidding monetizes the contract time bid (for the purpose of bid evaluation) and rewards contractors for entering the shortest feasible contract duration and reducing their overall bid amount. With each calendar day bid raising a contractor's overall bid by $9,500, they are incentivized to bid the fewest number of calendar days to complete the work. 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. Staff verified with the Contractors State License Board that MCM Construction's license is current, active, and in good standing. Staff contacted reference agencies listed by the contractor to ascertain past performance on similar projects, including the following: 1. A freeway widening and interchange construction project for Caltrans in San Bernadino, CA 2. A freeway widening, bridge construction and HOV construction project for Caltrans in Santa Clarita, CA 3. A bridge construction project for the City of Sacramento 4. A 3 span cast -in -place box girder bridge project for the County of Placer in Roseville, CA 5. A bridge and bridge widening project for Caltrans in Prunedale, CA 6. A 5 -span cast -in -place prestressed concrete bridge project for the City of Modesto 7. A bridge replacement project over the Colorado River for Caltrans in Parker, AZ, and Southern California 8. A ramp bridge project for Caltrans in San Francisco, CA 7 9. A grade separation project for the Port of Los Angeles in San Pedro, CA 10.A freeway widening and bridge replacement project for Caltrans in Fresno, CA This project includes the installation of a Southern California Edison (SCE) electrical duct bank and three SCE junction boxes. This work is non - participating in the federal grant and will be paid for by SCE. It is anticipated that MCM Construction, Inc. would (with the use of an SCE approved subcontractor) perform this work and bill the City. The City would be reimbursed by SCE for the cost of construction. This work was bid as an alternate and wasn't considered in the A +B figures listed above. MCM Construction, Inc.'s cost for this work in bid alternate C1 is $534,700 (plus a 15% contingency). Based on these criteria, staff recommends MCM Construction, Inc. as the best bidder for the construction of the California Incline Bridge Replacement Project for a total amount not to exceed $15,690,211. This figure includes the $13,108,961 bid, the $534,700 bid for the SCE work, and a 15% contingency of $2,046,550 Professional Services Additionally, the professional services agreement with WRT for the environmental and design phase of the project did not include sufficient funding for as- needed technical support services such as design changes based upon unforeseen soil and other site conditions that may be necessary during the construction phase. Staff recommends a seventh modification to Professional Services Agreement No. 7148 (CCS) with WRT in the amount not to exceed $300,000, for a total contract amount of $2,767,202, to cover the as- needed technical support services necessary during the construction phase of the project. Construction Schedule Upon Council approval, staff would pursue executing the contract with MCM Construction, Inc. and issue a notice to proceed in late- February. The notice to proceed would authorize the contractor to begin work on certain components of the traffic detour including the installation of detour signing, traffic signal timing modifications, traffic striping modifications, and the installation of closed- circuit television cameras. The contractor would also be authorized to procure materials for the Project and begin the submittal process. The traffic notification signage must be in place four weeks before the Incline can be closed to traffic as specified in the EIR /EA. The earliest the bridge would be closed (assuming contract execution can be completed within one month) is late- March. With a contract time of 365 days, the bridge would need to be completely closed to through traffic until March 2016 barring any unexpected delays. In late -March staff would issue a second notice to proceed to close the Incline to traffic, pedestrians, and bicyclists and begin construction activities. The project also entails coordinating with Southern California Edison (SCE) so that a new electrical duct bank can be installed underneath the new roadway and bridge. Staff anticipates the project will be completed before the summer of 2016, pending any weather delays or unforeseen conditions. The proposed working hours for this project are 7am -10pm Monday through Friday and 7am -9pm on Saturdays. Public Outreach Public outreach during construction of this project would be provided by the City's construction management and communications consultant (CALTROP) and supplemented by City staff. The consultant would be responsible for preparing and implementing a public information plan prior to closure of the incline. During construction, 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 with alternate detours, 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: p • 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 to the surrounding community, including PCH residents and other interested parties, via US Mail, email, social media websites, and the City's web page; • Informational signs, banners, and other project graphics as directed by staff. Properties within a block radius of the project site, including the residences on the west side of PCH, will 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 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. Four weeks prior to the closure of the Incline changeable message signs will be installed 1,000 feet north and 1,000 feet south of the Incline, notifying commuters about the upcoming closure. During construction, a total of eight dynamic message signs (DMS) will be installed to provide real -time travel times to commuters. Three DMS will be installed along the 101 Freeway near the Topanga Canyon, Las Virgenes Road, and Kanan Road ramps. Five DMS will be installed along PCH between Malibu Canyon and the Incline. Parking The Contractor would be allowed to purchase up to 120 parking permits allowing employees and subcontractors to park in City parking lots 8N (80 spots max), 7N (20 spots max), and 6N (20 spots max). These parking lots are located on the west side of Pacific Coast Highway (PCH) within one -half mile of the project location. The contractor's employees and subcontractors would not be allowed to use street parking in the Project vicinity with the exception of the metered, angled street parking along the west side of Ocean Avenue just north of the Incline for staging during certain construction activities. Residents and businesses in the area would be notified two 10 weeks and two days prior to the contractor's use of these parking spots. Additionally, copies of the notices would be posted in the parking lot to notify users of the upcoming construction activities Coordination with Other Projects and Traffic Management This project would take place at the same time as other capital improvement projects in the vicinity. The City of Los Angeles Coastal Interceptor Relief Sewer Project (CIRS) along the westernmost lane of PCH is underway and scheduled to end in mid -April 2015. It is about 2/3 of a mile north of the Incline at the Santa Monica / Los Angeles border. Barring any delays, it is anticipated that the construction of CIRS and the Incline Project would only overlap about a month. It is not anticipated that the project overlap will create additional traffic disruption on the PCH. The Incline Project traffic management plan directs all detour traffic to Lincoln Boulevard, 7th Street, or Moomat Ahiko Way. The temporary operation of the traffic signal at the intersection of PCH and the Incline would result in one less traffic signal phase (the phase allowing cars onto and off of the Incline). This would create additional green time to the north / south movements at this intersection. As a result, there will be less delay at this intersection compared to current intersection operations. The phase allowing vehicles to exit the Jonathan Beach Club onto PCH and the phase allowing a protected north bound left turn into the Jonathan Beach Club would remain operational. Another project happening concurrently with the Incline Project is the Colorado Esplanade Streetscape Improvement Project (Esplanade Project). The Esplanade Project is about 2/3 of a mile south of the Incline along Colorado Avenue from Ocean Avenue to 4th Court and is anticipated to take place from March 2015 to January 2016. The Esplanade Project construction time restrictions are set up so that any work along Ocean Avenue (particularly at the intersection of Ocean Avenue and Colorado) will only take place at night. Therefore any detour traffic that uses the Moomat Ahiko ramp will not encounter lane closures at the Ocean Avenue and Colorado Avenue during peak or daytime hours. Ocean Avenue is anticipated to be one of the main 11 detour routes for the Incline project. The City also intends to phase construction so that two lanes of Colorado Avenue will remain open during construction. In addition to these two larger scale projects the EXPO rail construction will continue until mid -2015 but is not anticipated to conflict with any designated project detour routes. Other annual City paving and utility projects would continue as normal, but City staff would implement phasing strategies to avoid conflicts with the Incline project. Financial Impacts & Budget Actions The contract to be awarded to MCM Construction, Inc. is for an amount not to exceed $15,690,210.15 (includes a 15% contingency). Funds in the amount of $15,075,305.15 are available in the FY 2014 -15 Capital Improvement Program budget in the following accounts: Account No. Description FY14 -15 C010652.589020 California Incline —CON LOCAL MATCH $ 1,270,656.17 0209096.589020 California Incline —CON HBP $ 9,807,427.23 C209096.589040 California Incline —CON TEA21 $ 3,107,587.50 0259096.589000 California Incline Water Main Replacement $ 561,476.00 0049096.589000 California Incline Bridge Replacement $ 328,158.25 Total Funds Available $15,075,305.15 Award of the contract to MCM Construction requires an additional appropriation of $614,905 (including a 15% contingency) to account 0010652.589030. This amount would be reimbursed by Southern California Edison. The agreement modification to be awarded to WRT is an amount not to exceed $300,000, for an amended agreement total not to exceed $2,767,202. Funds are available in the FY 2014 -15 Capital Improvement Program budget in the following accounts: iE Account No. Description FY14 -15 0209096.589010 California Incline —CM HBP $ 265,590 C010652.589010 California Incline —CM LOCAL MATCH $ 34,410 Total Funds Available $ 300,000 Prepared by: Zach Pollard, P.E., Civil Engineer Approved: Y I Martin Pastucha Director of Public Works Forwarded to Council: Rod Gould City Manager 13 Reference: Contract No. 10025 (CCS)