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SR-08-25-2015-3D City Council Report City Council Regular Meeting: August 25, 2015 Agenda Item: 3.D 1 of 6 To: Mayor and City Council From: Martin Pastucha, Director, Public Works, Civil Engineering Subject: Award Construction Contracts for the Annual Paving Project Recommended Action Staff recommends that the City Council: 1. Award Bid #SP2370 to All American Asphalt, a California-based company, for the Annual Paving Project. 2. Authorize the City Manager to negotiate and execute a contract with All American Asphalt in an amount not to exceed $1,400,300 (includes a 10% contingency). 3. Authorize the City Manager to negotiate and execute a contract with Civil Source, Inc., a California-based company, in an amount not to exceed $121,000 (includes a 10% contingency) for construction management and inspection services for the Annual Paving Project. 4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within budget authority. Executive Summary Improvements made through this Annual Paving and Sidewalk Repair Project maintain the City’s streets at a high functional rating level, enhance pedestrian safety, and improve drainage at ten residential intersections. Work will include : asphalt paving and slurry sealing; installing pervious concrete gutters and cross-gutters; repairing curbs, gutters, sidewalks and driveways damaged or uplifted by tree roots; and other improvements consistent with the project’s scope of work. In May 2015, the City solicited bids for the construction of this project. After reviewing five bids received, staff recommends All American Asphalt for the construction of the Annual Paving Project in an amount not to exceed $1,400,300. Additionally, staff recommends Civil Source, Inc. to provide construction management and inspection services for this project in an amount not to exceed $121,000. This project would begin in October 2015 and be completed by March 2016. Discussion 2 of 6 Annual street and sidewalk maintenance work consists of cold -milling and asphalt overlay, slurry sealing, sidewalk removal and reconstruction, curb and gutter removal and reconstruction, pervious gutter construction, and other appurtenant work consistent with the project’s scope of work. Street paving would occur on residential streets at various locations throughout the City. Additional street paving would occur on Cloverfield Boulevard between Olympic Blvd and the I-10 Freeway. To mitigate traffic impacts and disruption to businesses, an after- hours permit would be obtained by the contractor for cold-milling and paving Cloverfield Boulevard, 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. Contractor Selection On May 6, 2015, the City published Bid #SP2370 for the Annual Paving Project as required by the Civil Engineering Division 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 566 vendors were notified and 36 vendors downloaded the bid. Five bids were received and publicly opened on May 28, 2015. Bid results are as follows: Bidder & Location Total Base Bid All American Asphalt, Corona CA $ 1,273,000 Sully-Miller Contracting Co., Brea CA $ 1,286,400 Eagle Engineering & Development, Inc., Pomona, CA $ 1,341,105 Sequel Contractors, Santa Fe Springs, CA $ 1,375,180 PALP Inc. dba Excel Paving Co., Long Beach CA $ 1,388,370 Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, ability to deliver, quality of product, and compliance with City specifications Based on these criteria, All American Asphalt, located in Corona, CA, the lowest responsible bidder is recommended as the best bidder for the Annual Paving Project in 3 of 6 accordance with City specifications. Staff contacted references for five representative projects from the cities of Santa Ana, Fullerton, Beverly Hills, Hawthorne and Diamond Bar. All references reported that the work performed by All American Asphalt was completed in a timely and cost-effective manner while maintaining consistent quality. Staff verified with the Contractors State License Board that All American Asphalt’s license is current, active, and in good standing. Additionally, All American Asphalt is the contractor selected by the City for the Colorado Esplanade Streetscape Project. Construction Management Selection In May 2014, the City issued a request for Statements of Qualifications for construction management and inspection services for upcoming construction projects throughout the City. The request for Statements of Qualifications was advertised on the City’s online bidding website. Fifteen firms submitted Statements of Qualifications for this project. Responses to the Statement of Qualifications were reviewed by a selection panel of staff from Public Works staff. Evaluation was based on the following criteria: technical competence, staffing capability, project approach, past performance, dispute resolution, quality control, cost control, management services, customer service and the ability to meet required time frames. Staff interviewed three shortlisted firms in June 2014. Staff recommends Civil Source, Inc., the best qualified firm, to provide construction management and inspection services based on their competitive prices and their direct experience working on street resurfacing projects for the City of Santa Monica. Services provided by Civil Source, Inc. would include public outreach, construction management, material testing, and continuous inspection of the contractor’s work. Staff contacted reference agencies and all respondents reported that Civil Source, Inc. provided exceptional construction management and inspection services. Public Outreach Public outreach prior to and during construction of this project will be provided by the City’s construction management consultant as part of the construction management 4 of 6 effort. The outreach process will consist of public notifications on the scope of the project, potential impacts, schedule, and periodic project updates. Properties impacted by the project will receive two construction notices. The first general notice will be mailed to properties immediately adjacent to the limits proposed work two weeks prior to the start of construction. A second three-day notice will be subsequently hand-delivered to each adjacent property with detailed information regarding the planned construction activity, potential impacts and contact information. The notices will be prepared by Public Works staff and distributed by the contractor. For work requiring temporary closures or detours on major roads, highly visible electronic changeable message signs will be placed at strategic locations one-week prior to the planned work to notify the traveling public. Updates regarding the project will be provided on the City’s website and various social media channels. Construction Schedule Work is anticipated to begin in October 2015 and be completed by March 2016. 5 of 6 6 of 6 Financial Impacts & Budget Actions The contract to be awarded to All American Asphalt is for an amount not to exceed $1,400,300 (includes a 10% contingency). Funds are available in the FY 2015-16 Capital Improvement Program budget in the following accounts. Account No. Description FY15-16 M010152.589000 Street Repair/Resurfacing $264,300 M200152.589780 Annual Paving/Sidewalk - Measure R $520,000 M250152.589000 Annual Street/Park Parking Lot $300,000 M310152.589000 Annual Street/Park Parking Lot $250,000 C066018.589000 Permeable Street Gutters $66,000 Total $ 1,400,300 The contract to be awarded to Civil Source, Inc. is for an amount not to exceed $121,000 (includes a 10% contingency). Funds in the amount of $121,000 are available in the FY 2015-16 Capital Improvement Program budget in account M010152.589000. Prepared By: Allan Sheth, Civil Engineering Associate Approved Forwarded to Council Attachments: