SR 04-12-2016 3R
City Council
Report
City Council Meeting: April 12, 2016
Agenda Item: 3.R
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Civil Engineering
Subject: Construction Contract for the I-10 Freeway Signs Replacement Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2304 to Peterson-Chase Construction, Inc., a California-based
company for the I-10 Freeway Signs Replacement Project.
2. Authorize the City Manager to negotiate and execute a contract with Peterson-
Chase Construction, Inc., in an amount not to exceed $597,355 (including a 15%
contingency).
3. Award Proposal #SP1982 to Anderson Penna, Inc., a California-based company
for construction management services.
4. Authorize the City Manager to negotiate and execute a professional services
agreement with Anderson Penna, Inc. in an amount not to exceed $97,506
(including a 10% contingency).
5. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Executive Summary
The I-10 Freeway Signs Replacement Project would replace signage along the State of
California Department of Transportation (Caltrans) highway and arterial surface streets
within the City of Santa Monica limits. Improved signage would prevent last minute
weaving at ramps, improve lane assignments, and reduce congestion through efficient
lane utilization. Wherever possible, the existing sign structure or truss would be re-
used.
In November 2015 the City solicited bids for construction services. After reviewing the
five bids received, staff recommends Peterson-Chase Construction Inc. for the
construction of the Project in an amount not to exceed $597,355 (including a 15%
contingency). In September 2015 the City requested Requests for Proposal for
construction management services, including construction monitoring and
documentation. Staff recommends Anderson Penna Inc. to provide construction
management services in an amount not to exceed $97,506 (including a 10%
contingency).
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Background
In January 2011, City staff met with Caltrans District 7 regarding the I-10 Freeway Signs
Replacement Project. Caltrans advised that they would not be able to provide funding
for these improvements. The City would need to be the project lead, while Caltrans
would provide oversight to the design and would be required to approve all construction
adopted FY 2011-12 Capital Improvement Program (CIP) budget. Since that time, staff
has utilized the preliminary funding to complete planning and design work, and was
recently able to obtain Caltrans approval and permitting for construction. Staff
recommends utilizing broader traffic mitigation funds currently included in the FY 2015-
16 Capital Improvement Program budget to fund construction of the Caltrans approved
I-10 Freeway signs.
Discussion
The signage along the Santa Monica Freeway (I-10) both westbound and eastbound, as
City and Caltrans staff. At certain locations the deficient signage leads to incorrect lane
use by vehicles exiting or entering the freeway. This incorrect lane use then leads to
traffic congestion, on both I-10 and City streets. The City received permit approval from
the California Department of Transportation in April 2015 with an extension in
November 2015.
The proposed new signs are standard Caltrans signs with arrows and text and will
replace the existing signs. The signs were designed by RBF Consulting firm. The
project would improve signage at the following locations:
th
Westbound Santa Monica Freeway (I-10) at 14 Street Overcrossing
th
Westbound Santa Monica Freeway (I-10) at 11 Street Overcrossing
Westbound Santa Monica Freeway (I-10) at Lincoln Boulevard Overcrossing
Westbound Santa Monica Freeway (I-10) at Centinela Avenue/ Pico Boulevard
Exit
Southbound Lincoln Boulevard between Colorado Avenue and I-10 On-Ramp
Southbound Pacific Coast Highway (CA-1) at 1550 Parking Lot entrance
Southbound Pacific Coast Highway (CA-1) between Montana Avenue Pedestrian
Overcrossing and California Incline
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Eastbound Santa Monica Freeway (I-10) approaching Centinela Avenue/ Pico
Boulevard Exit
Construction is anticipated to begin in September 2016 and be completed by December
2016. Signage fabrication is anticipated to take three months.
Vendor Selection - Construction
On November 27, 2015, the City published Notices Inviting Bids for construction
services for the I-10 Freeway Signs Replacement Project. The bid was posted on the
Santa Monica Daily Press
in accordance with City Charter and Municipal Code provision. 1670 vendors were
notified and 43 vendors downloaded the bid. Five bids were received and publicly
opened on December 17, 2015. Bid results are as follows:
Bidder Bid Amount
Peterson-Chase Construction $519,439.80
Statewide Traffic Safety $521,266.54
$558,858.20
Powell Constructors, INC. $591,270.00
Coral Construction Company $662,727.00
Bids were evaluated based on criteria in SMMC 2.24.072, including pricing,
understanding of the project 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 contacted reference agencies listed by the contractor
to ascertain past performance on similar projects, including Caltrans Districts 4, 7, and
12. Staff also verified with the Contractors State License Board that Peterson-Chase
Construction licenses are current, active, and in good standing.
Based on these criteria, Peterson-Chase Construction, Inc., the lowest bidder, is
recommended as the best bidder for construction services of the I-10 Freeway Signs
Replacement Project.
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Vendor Selection Construction Management
On September 22, 2015 the City published a Request for Proposal for construction
te. A total of
1674 venders were notified and 124 vendors downloaded the proposal. The City
received twenty five proposals that were publicly opened on October 14, 2015.
Proposals were reviewed and rated by Public Works staff. Selection criteria included
price, competency, qualifications of proposed staff, and technical ability. The top four
firms (MNS Engineers, Civil Source, Anderson-Penna, Psomas Engineering) were
invited to participate in interviews with staff from Public Works and Planning and
Community Development in January 2016.
Anderson Penna Inc. is recommended as the best proposer to provide construction
management and inspection services based on their price, qualifications of staff,
competency, extensive knowledge and experience on numerous construction projects in
the cities of Long Beach, Carson, Manhattan Beach, and Huntington Beach. Services
provided by Anderson Penna Inc. would include construction management services,
material testing, wage compliance monitoring, and team lead by a Resident Engineer
(RE). The RE would be responsible for ensuring the contractor is in compliance with
the project plans, specifications, permits, and environmental requirements. Anderson
Penna Inc. would provide a full time inspector for night work and material testing
services.
Public Outreach
Public outreach during construction of this project would be provided by the City and by
distributed to all impacted properties in the City. Motorists on the freeway would be
notified via Changeable Message Signs (CMS) deployed at least one week in advance.
Notifications will also be posted on social media and in local newspapers.
Traffic Impacts and Access
To mitigate traffic impacts and daytime access, an after-hours permit would be obtained
by the contractor for work where access and traffic must be maintained during business
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hours, 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. Working hours will be at
night between the hours of 9:00 PM and 5:00 AM. An after-hours permit will be needed
for this project.
During certain times when large-sized signs are being hoisted over the freeway lanes
and/or City Streets, partial and possibly full closure of the I-10 freeway, Lincoln
Boulevard, and Southbound Pacific Coast Highway (CA-1) may be necessary to ensure
safety of motorists and workers. Said closures would be kept to a minimum with plenty
of advance notice to reduce congestion on the freeway and City streets.
Financial Impacts and Budget Actions
The contract to be awarded to Peterson-Chase Construction, Inc.is for an amount not to
exceed $597,355 (including a 15% contingency). The contract to be awarded to
Anderson Penna Inc. is for an amount not to exceed $97,506 (including a 10%
contingency).
Funds in the amount of $694,861 are available in the FY 2015-16 Capital Improvement
Program budget in account C017024.589000.
Prepared By:
Hany Demitri, Civil Engineer
Approved Forwarded to Council
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