SR-05-12-2015-3ECity Council
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City Council Regular Meeting: May 12, 2015
Agenda Item: w
To: Mayor and City Council
From: Susan Cline, Interim Director of Public Works
Subject: Award Construction Contract for Safe Routes to Santa Monica High School
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2354 to All American Asphalt, a California -based company, for the
Safe Routes to Santa Monica High School Project;
2. Authorize the City Manager to negotiate and execute a contract with All American
Asphalt a California -based company, in an amount not to exceed $1,002,160
(including a 10% contingency);
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
4. Authorize budget changes as outlined in the Financial Impacts and Budget
Actions section of this report.
Executive Summary
The City was awarded a State of California Safe Routes to School Program grant in the
amount of $880,000 with a local match of $100,000 to complete design and construction
of intersection, crosswalk, street, signage, and bike improvements adjacent to Santa
Monica High School (Samohi). The project is intended to improve access for students to
utilize alternative modes of transportation to and from the school. Outreach, planning,
design and construction drawings for improvements defined during the planning process
are complete.
On April 22, 2015, four bids were received for the construction of the project. After
evaluating the bids received, staff recommends All American Asphalt for the
construction of the Safe Routes to Santa Monica High School Project (Project) in an
amount not to exceed $1,002,160.
Background
On February 11, 2014 (Attachment A), Council authorized staff to proceed with the
bidding process for design of the Santa Monica High School Safe Routes to School
Project. Elements of this project embrace goals of the City's Land Use and Circulation
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Element and Bicycle Action Plan, such as active transportation, public health, and
managing vehicle traffic in neighborhoods. To make movement towards achieving
these goals, this project would fulfill City policies with regard to physical improvements
to crosswalks, traffic flow, bike lanes, traffic signal modifications at nearby intersections
to facilitate active bicycling and walking to school.
Discussion
The Safe Routes to Santa Monica High School project would improve access to the
school. The fact that there are currently no marked /painted bicycle facilities on any of
the streets that surround the school would be addressed by this project. Additionally, it
would close a key network gap between the Michigan Avenue Neighborhood Greenway
and the beach, as well as to the Ocean Park neighborhood.
The project includes road reconfiguration to make Michigan Avenue one -way
westbound between Lincoln Boulevard and 7th Street, thus connecting to proposed one -
way southbound 7th Street between Michigan Avenue and Pico Boulevard. A new
signalized intersection would be built at the 7th Street and Pico Boulevard intersection.
This would reduce conflicts between pedestrians and vehicles during drop- off /pick -up,
provide space for buffered and protected green bike lanes, and create a wider sidewalk.
Current view of 71b Street — Michigan Ave. to Pico Blvd
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The project also proposes reconfiguration of the Pico median to accommodate a two-
way cycle track that would connect students to the south and remove a crucial gap in
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the bike network. The improvements have been designed to create an improved
environment that will encourage students to bicycle and walk to and from school, in
addition to considering the needs of vehicle access to the school and adjacent
commercial facilities.
Current view of Pico Blvd — 7" St. to 61b St.
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Proposed view of Pico Blvd — 7" St. to 6" St.
Contractor Selection
On March 26, the City published Bid #SP2354 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 April 22, 2015.
Bid results are as follows:
Bidder & Location
Base Bid
Base Bid &
Additive Alt.
Bid
Total Bid
All American Asphalt
$ 829,300.00
$1,124,000.00
$ 911,052.00
Sully - Miller Contracting, Co.
$ 903,611.50
$1,198,311.50
$ 985,363.50
PALP, Inc. DBA Excel Paving Company
$ 964,728.00
$1,268,728.00
$1,046,480.00
Minako American Corp. dba Minco
Construction
$1,216,490.00
$1,641,390.00
$1,298,242.00
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 All American Asphalt, located in City of Corona, CA, as the lowest
responsible bidder, consistent with federal requirements, based on their price, quality of
services offered, and experience with similar projects for a total amount not to exceed
$1,002,160. This figure includes the $829,300 bid, the $81,752 for the alternate work,
and a 10% contingency of $91,108. All American Asphalt provided over eight
references for recently completed projects, and a similar number for on -going projects.
All references reported that the work performed by All American Asphalt was completed
in a timely and cost - effective manner while maintaining consistent quality. The
Contractors State License Board also verified that Contractor and subcontractors'
licenses are current, active, and in good standing.
Public Outreach
Public outreach for the improvements began in the winter of 2013 with a round table
discussion and field work at the school, followed up with three public workshops and
attendance at various meetings including two Parent Teacher Student Association
meetings, as well as a Recreation and Parks Commission and the Urban Forest Task
Force meeting. A range of site specific countermeasures were identified by working
with students, parents and the project team. The countermeasures address site specific
issues, improve access, and seek to encourage walking and biking to and around the
school campus.
A range of improvements were identified and documented for Michigan Avenue, 7th
Street, Pico Boulevard, 4th Street and Olympic Drive that included physical and
operational intersection improvements, roadway reconfiguration, and off- street facilities.
Outreach identified a priority for improvements at the main campus entry at Michigan
Avenue and 7th Streets. Concept plans for improvements to be funded by the existing
Safe Routes to School grant have been developed for this area. Later phases would be
pursued as funds become available.
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City staff will conduct public outreach during construction of this project. The
construction management team would foster open lines of communication to receive
feedback from the public and disseminate the most current project information. Such
information would include alerting the public to detours, up -to -date project information
regarding key milestones and overall project objectives. Public communication efforts
would target not only motorists, but pedestrians and bicyclists, as well.
Four weeks prior to construction, staff will implement the following public outreach plan
and emphasize both construction impacts and permanent one -way street conversions of
7'h Street and Michigan Avenue:
• Samohi - meet with school officials and discuss access during
construction.
• Residents - meet with residents in the immediate vicinity to discuss and
address any concerns they may have.
• Businesses - meet with merchants in the immediate vicinity to discuss and
address any concerns they may have.
• Properties within a 1000 ft. radius of the project site will receive two
construction notices with up -to -date project information.
® Constant updates will
website and up -to -date
necessary.
Construction Schedule
be posted to the City's Know Before You Go
information will be shared via social media as
Construction is anticipated to begin in July 2015 and be completed by December 2015.
Construction will be done in two phases. One phase of construction includes the north
side of Michigan Avenue and the west side of 7`h Street and the second phase includes
the opposite sides of those streets. All phases of construction will be completed within
five months.
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Financial Impacts and Budget Actions
The contract to be awarded to All American Asphalt for the construction of the Safe
Routes to Santa Monica High School Project is for an amount not to exceed $1,002,160
(includes a 10% contingency and additive alternate bid). Funds in the amount of
$975,160 are included in the FY 2014 -15 Capital Improvement Program budget in the
following accounts:
Account No.
Description
FY14 -15
0017024.589000
ATMS Phase 4
$
160,000
C017042.589100
SR2SP Samohi
$
36,270
0207042.589000
SR2S Grant
$
713,890
C207042.589100
SR2SP PCLR
$
40,000
014982.533120
Special Equipment
$
25,000
Total
$
975,160
Award of the contract to All American Asphalt requires an additional appropriation of
$27,000 to account C207042.589300. The project will be funded by Transportation
Development Act (TDA) local return funds from Metropolitan Transportation Authority
(MTA) in revenue budget account 20267.403110.
Prepared By: Hany Demitri, Civil Engineer
Approved Forwarded to Council
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Susan Cline, Interim Director of POtIF2'OU
Attachments:
A. February 11, 2014 Staff Report
Elaine M Polachek, Interim City MSYr? Odds
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Reference:
Contract No. 10057
(CCS)