SR-06-09-2015-3DCity Council Regular Meeting: June 9, 2015
Agenda Item: .3D
To: Mayor and City Council
From: Susan Cline, Interim Director of Public Works
Subject: Palisades Park Drainage Improvements
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2205 to STL Landscape, Inc., a California -based company, for the
construction services of the Palisades Park Drainage Improvements Project;
2. Authorize the City Manager to negotiate and execute a contract with STL
Landscape, Inc., in an amount not to exceed $300,000 (includes a 10%
contingency);
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The proposed project would improve drainage issues in Palisades Park at the following
locations:
1. Ocean Avenue and Santa Monica Blvd.
2. Ocean Avenue and Arizona Ave.
3. Ocean Avenue and Wilshire Blvd.
4. Ocean Avenue and Idaho Ave (just above California Incline).
5. Ocean Avenue between Montana and Alta Avenue.
6. Ocean Avenue and Alta Avenue.
7. Ocean Avenue and Marguerita Avenue
Existing grade issues along with deficient drainage infrastructure allow drainage flow to
by -pass its intended location, and ultimately, discharge over the top of the Palisades
bluffs causing erosion on the bluffs. Water also tends to pond in many locations. This
project will mitigate standing water and erosion of the bluff due to water runoff.
1 of 5
Staff recommends STL Landscape, Inc., to construct the Palisades Park Drainage
Improvements project in the amount of $300,000.
Background
The City of Santa Monica owns and maintains the historically landmarked Palisades
Park stretching from Colorado Boulevard to the south to Adelaide Drive to the north.
This park includes 26 acres of land used for recreational and passive uses as well as
providing views of Santa Monica Bay. Each year funds are appropriated to implement
the City's Watershed Management Plan, which aims to reduce urban runoff pollution,
reduce urban flooding, improve stormwater infrastructure and obtain compliance with
regulatory requirements. Funds are generated by the City's Clean Beaches and Ocean
Parcel Tax, also known as Measure V.
Existing drainage issues in Palisades Park, including ponding and runoff onto the bluffs,
are contributing to premature deterioration of the bluffs and creating a public nuisance.
Drainage deficiencies have been observed and documented by the Public Landscape
Division during rain events. Subsequently, the Civil Engineering Division performed site
visits, reviewed existing engineering records, and coordinated with Public Landscape
Division staff in order to develop a detailed scope of work for the improvements. In
June 2014, a consultant was hired to design and prepare final construction documents
for the project. Improvements consist of re- grading of existing trails and turf areas and
new and upgraded drainage infrastructure.
Drainage improvements are recommended to be implemented during the dry summer
season in order to rectify these drainage issues prior to the rainy season which starts in
October.
Discussion
Contractor Selection
On April 2, 2015, the City published Bid #SP2205 for the Palisades Park Drainage
2 of 5
Improvements project in accordance with the City scope of work. 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. A total of 56
vendors were notified, 48 vendors downloaded the bid, and three bids were received
and publicly opened on April 23, 2015. Bid results are as follows:
Bidder
Bid Amount
STL Landscape, Inc.
$ 270,000.00
Aramexx Construction
$ 333,999.00
El Camino Cons. & Eng. Corp
$ 344,959.50
Engineer's Estimate
$ 265, 814.00
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. STL Landscape, Inc. has completed
successful drainage projects for the cities of Santa Clara, West Hollywood, Irvine and
County of San Bernardino. Staff contacted references listed in the bid package and all
respondents reported that work performed by STL Landscape, Inc. was completed
within the project requirements. Staff also verified with the Contractors State License
Board that STL Landscape, Inc. and its subcontractors' licenses are current, active, and
in good standing.
Based on these criteria, STL Landscape, Inc., the lowest bidder, is recommended as
the best bidder for the construction of the Palisades Park Drainage Improvements
project in accordance with City scope of work.
Construction Management
Construction management for this project would be provided by City staff. Construction
management would include inspecting the contractor's work during construction,
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 periodic progress meetings, and maintaining all necessary
3 of 5
inspection documentation relevant to the work conducted during construction.
Construction management staff will coordinate with the Community and Cultural
Services Department regarding park activities, and the Public Landscape Division
regarding coordination of maintenance activities on a daily basis.
Coordination with Other Proiects
This project would take place at the same time as the California Incline Project. This
project will not impact the schedule and duration of the California Incline Project in any
way. Daily efforts will be made by the construction management team and the California
Incline Project team to coordinate construction activities occurring in the relative vicinity
of one another.
Public Outreach
Due to the nature of this project, access interruptions to specific park areas are
anticipated. In order to mitigate these temporary public impacts, staff will employ the
services of a public outreach consultant through the City's procurement process. The
public outreach consultant would be tasked to disseminate project information, and
ensure constant outreach to the public, park patrons, and project stakeholders. Such
information would include alerting the public about daily potential impacts, and providing
up -to -date project information regarding key milestones, timelines for completion, and
overall project objectives.
In addition, public outreach would also include notifications on the scope of the project,
weekly updates on the City's "Know Before You Go" (KBUG) website and in the Santa
Monica Daily Press. For work requiring temporary closures of park trails or facilities,
highly visible signs would be placed to notify the public patrons at the park. Updates
regarding the project would be provided on the City's "Be Excited Be Prepared" website.
The key deliverables from the public outreach team include the following:
• public information plan that would familiarize the stakeholders with the project;
4of5
• construction schedule milestones;
• development and maintenance of an online construction schedule;
• project hotline;
• written public information materials distributed via US Mail, email, social media
websites, and the City's web page;
• information signs, banners, and other project graphics as directed by staff; and
• attend community meetings.
Construction Schedule and Project Phasing
Construction work would tentatively begin in July 2015 and continue for approximately
four months. The anticipated completion date would be in November 2015. Project
construction hours would be between 8 a.m. and 5 p.m. Monday thru Friday and 9 a.m.
to 4 p.m. on Saturdays, for the duration of the project. The project would be phased to
start from the north and end of the park near Marguerita Avenue and continue to the
south, towards Santa Monica Boulevard.
Financial Impacts and Budget Actions
The contract to be awarded to STL Landscape, Inc. is for an amount not to exceed
$300,000 (includes a 10% contingency). Funds are available in the FY 2014 -15 Capital
Improvement Program budget in account C060265.589000.
Prepared By: Joshua Carvalho, Civil Engineer
Approved Forwarded to Council
tF a
Susan Cline, Interim director of FW0800J15
Elaine M Polachek, Interim City MSrYWO 5
5of5
Reference:
Contract No. 10070
(CCS)