SR 02-23-2016 3N
City Council
Report
City Council Meeting: February 23, 2016
Agenda Item: 3.N
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Civil Engineering
Subject: 2015 Annual Wastewater Main Improvements Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2380 to Ramona, Inc., a California-based company, for the 2015 Annual
Wastewater Main Improvements Project.
2. Authorize the City Manager to negotiate and execute a contract with Ramona, Inc., in
an amount not to exceed $2,731,190 (including 15% contingency).
3. Authorize the City Manager to negotiate and execute a contract with Willdan
Engineering, a California-based company, in an amount not to exceed $252,000
(including a 10% contingency) for construction management and inspection services for
the 2015 Annual Wastewater Main Improvements Project.
4. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The 2015 Annual Wastewater Main Improvements Project would replace over 7,000
linear feet and rehabilitate nearly 6,000 linear feet of sewer pipeline to extend useful life,
reduce maintenance needs, and upgrade capacity throughout the city. Pipelines
identified for replacement and rehabilitation are selected based on factors such as age,
condition, and capacity demand. Specific work would include replacement, upgrade,
lining and rehabilitation of existing wastewater mains as well as construction of new and
rehabilitation of existing maintenance access structures.
In November 2015 the City solicited bids for construction services. After reviewing the
six bids received, Ramona, Inc., the best bidder, is recommended for construction of the
project in an amount not to exceed $2,731,190 (including a 15% contingency). To
support the 2015 Annual Wastewater Main Improvements Project, construction services
are needed. In May 2014 the City requested Statements of Qualifications for
construction management and inspection services for upcoming construction projects
throughout the city. Staff recommends Willdan Engineering to provide construction
management and inspection services for this project in an amount not to exceed
$252,000 (including a 10% contingency), for a project total of $2,983,190.
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Discussion
The Water Resources Division operates and maintains an extensive sanitary sewer
collection system including approximately 150 miles of wastewater pipelines. The
Division uses a sewer asset management plan that evaluates data such as age, pipe
condition, capacity demands, and maintenance needs. Information from this asset
management plan combined with video and visual inspection records are used by staff
to identify areas of the collection system that require rehabilitation and upgrade. This
project includes improvements at selected areas based on highest priority deficiencies
in the wastewater collection system. The proposed improvements consist of replacing
substandard 6-inch-diameter pipe with new 8-inch-diameter pipe and replacing/repairing
maintenance access structures to ensure adequate and reliable sewer service for
customers. Improvements are scheduled mostly northwest of Montana Avenue along
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Palisades Place North between 1 Court and 7 Street, Alta Place North between 4
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Street and 7 Street, Marguerita Place North between 4 Court and 7 Street and 9
Court between Marguerita Avenue and Georgina Avenue. Improvements would also
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take place southwest of the I-10 freeway on 11 Court north of Michigan Avenue,
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Pacific Street between 6 Street and 7 Street and Euclid Street and 14 Street, and on
Longfellow Street and Ozone Street. The project also implements cured-in-place lining
and rehabilitation of existing mainline pipes providing substantial extension to the
lifecycle of the existing critical segments. Sewer lining improvements are proposed at
beach parking lots 5 south (2600 Barnard Way) and 2030 Ocean Avenue, and along
Ocean Front Walk (Attachment A).
Vendor Selection - Construction
On October 28, 2015, the City published Notices Inviting Bids for construction services
for the 2015 Annual Wastewater Main Improvements Project as required by the Civil
Engineering Division-line bidding site, and notices
were advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Fourteen hundred sixty vendors were notified and 56
vendors downloaded the bid. Six bids were received and publicly opened on December
10, 2015. Bid results are as follows:
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Bidder Bid Amount
Ramona, Inc. $ 2,374,948.00
Blois Construction, Inc. $ 2,541,289.00
Mike Prlich and Sons. $ 2,805,000.25
GRFCO, Inc. $ 2,833,524.00
Vasilj, Inc. $ 2,971,579.00
PALP Inc. Excel Paving, Co. $ 3,350,358.00
$ 2,505,054.00
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. Ramona, Inc. has completed recent
similar projects for the cities of Los Angeles, Long Beach, Brea, Palos Verdes Estates,
and Vernon. Staff contacted references listed in the bid package and all respondents
reported that work performed by Ramona, Inc. was completed in a timely and cost-
efficient manner while maintaining consistent quality. Staff also verified with the
current, active, and in good standing. Based on these criteria, Ramona, Inc., the lowest
bidder, is recommended as the best bidder for construction services of the 2015 Annual
Wastewater Main Improvements Project in accordance with City scope of work.
Vendor Selection - Construction Management
In May 2014 the City requested Statements of Qualifications for construction
management and inspection services for upcoming construction projects throughout the
city to provide more seamless reporting and management of these projects. This
process established a list of consultants prequalified to provide construction
management services for the City. The consultant list is valid for selection for a period of
two years. Once selected for a project, the consultant and City would enter into a one
year contract with an option to extend for an additional year, if necessary to complete
the project. The 2015 Annual Wastewater Main Improvements Project requires
construction management services.
On June 6, 2014, the City received Statements of Qualifications in the category of
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itted
Statements of Qualifications for this project which were reviewed and rated by Public
Works staff. Selection criteria included technical competence, staffing capability, project
approach, past performance, dispute resolution, price, quality control, cost control,
management services, customer service, and the ability to meet required time frames.
The top three firms were invited to interview with Public Works staff in July 2014. These
included GK & Associates, SA Associates, and Willdan Engineering. Willdan
Engineering is recommended as the best bidder to provide construction management
and inspection services based on their qualifications and their directly related
experience providing similar services for municipal agencies. Staff contacted reference
agencies and all respondents reported that Willdan Engineering provided exceptional
construction management and inspection services.
Services provided by Willdan Engineering would include construction management,
continuous inspection of the contrac
changes and unforeseen conditions, monitoring and mitigation of impacts as a result of
the construction activities, attendance at ance at
periodic progress meetings, recordkeeping of all necessary inspection documentation
relevant to the work performed during construction, coordination with adjacent
properties, and public outreach.
Public Outreach
Public outreach during construction of this project would be provided by Willdan
Engineering, . Public outreach would
include notifications distributed to adjacent properties and the surrounding community
on the scope of the project and potential impacts. Weekly updates would be posted on
Santa
Monica Daily Press
website and various social media channels. Properties impacted by the project would
receive two construction notices. The first general notice would be mailed to properties
adjacent to the proposed work two weeks prior to the start of construction. A second
two-day notice would be subsequently hand-delivered to each adjacent property with
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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.
Sewer lining work in Beach Parking Lots and along Ocean Front Walk
Sewer lining work, which is much less invasive, would be performed at two beach
parking lots and along a portion of Ocean Front Walk. All vehicular and pedestrian
ingress and egress access points will be maintained at all times during sewer lining
operations at Parking Lot 5 South (2600 Barnard Way) and 2030 Ocean Avenue.
Various parking stalls will be utilized to stage construction vehicles and equipment
during construction operations at these locations, and will be coordinated with parking
office staff.
In addition, work along Ocean Front Walk between Bay Street and Moss Avenue would
also maintain pedestrian ingress and egress access points at all times during sewer
lining operations along the path.
Construction Schedule
Work is anticipated to begin in April 2016 and be completed by April 2017. Work in the
Beach Parking Lots and along Ocean Front Walk would take approximately two months
to complete. Work is tentatively scheduled to start in April and be completed end of May
2016 before the start of summer season.
Financial Impacts & Budget Actions
The contract to be awarded to Ramona, Inc. is for an amount not to exceed $ 2,731,190
(including a 15% contingency). Funds are available in the FY 2015-16 Capital
Improvement Program budget in the following accounts:
Account No. Description FY15-16
C310628.589000 Wastewater Main Replacement $ 1,365,595
C310947.589000 AB1600 Sewer Expo Project $ 1,365,595
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Total Funds Available $ 2,731,190
The contract to be awarded to Willdan Engineering is for an amount not to exceed
$252,000 (including a 10% contingency). Funds are available in the FY 2015-16 Capital
Improvement Program budget in the following accounts:
Account No. Description FY15-16
C310628.589000 Wastewater Main Replacement $ 126,000
C310947.589000 AB1600 Sewer Expo Project $ 126,000
Total Funds Available $ 252,000
Prepared By:
Joshua Carvalho, Civil Engineer
Approved Forwarded to Council
Attachments:
A. Annual Wastewater Main Improvements Citywide
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Attachment A
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