SR 05-10-2016 3D
City Council
Report
City Council Meeting: May 10, 2016
Agenda Item: 3.D
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Civil Engineering
Subject: Award Construction Contracts for the Los Amigos Park Stormwater
Harvesting and Direct Use Demonstration Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid# SP2311 to J.R. Filanc Construction, a California-based company,
for the construction of Los Amigos Park Stormwater Harvesting and Direct
Use Demonstration project;
2. Authorize the City Manager to negotiate and execute a contract with J.R.
Filanc Construction, in an amount not to exceed $2,025,495 (includes a 15%
contingency);
3. Authorize the City Manager to negotiate and execute a contract with
Anderson-Penna Partners, in an amount not to exceed $214,500 (includes a
10% contingency) for construction management and inspection services for
the Los Amigos Park Stormwater Harvesting and Direct Use Demonstration
project;
Authorize the Director of Public Works to issue any necessary change orders
4.
to complete additional work within contract authority.
5. Authorize budget changes as outlined in the Financial Impacts and Budget
Actions section of this report.
Executive Summary
The Los Amigos Park Stormwater Harvesting and Direct Use Demonstration Project
would harvest urban runoff from an exis
storm drain located within the 5th Street public right-of-way near Hollister Avenue. The
project would pilot a sustainable strategy to harvest local water resources for non-
potable uses such as irrigation and toilet flushing, in lieu of potable water. Los Amigos
Park is a location for stormwater harvesting identified under the Measure-V, 5-year
Capital Improvement Program.
Staff recommends J.R. Filanc for the construction of the Los Amigos Park Stormwater
Harvesting and Direct Use Demonstration Project in an amount not to exceed
$2,025,495 (includes a 15% contingency). Staff recommends Anderson-Penna to
provide construction management services in an amount not to exceed $214,500
(includes a 10% contingency).
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Background
On January 28, 2014 (Attachment B), Council accepted a grant from the Foundational
Actions Funding Program (FAF) of the Metropolitan Water District of Southern California
(MWD) in the amount of $400,000 for a local runoff harvesting and direct use
demonstration project.
The FAF program distributes funds for technical studies or demonstration projects to
enable effective future planning and potential development of alternative sources, such
as stormwater, to offset potable water demands. The intent of the grant is to
demonstrate the feasibility of harvesting local water resources such as stormwater
runoff to decrease potable water use, reduce polluted urban runoff discharge to the
receiving water body and protect future water supplies in California. It is anticipated that
the project would treat up to 550,000 gallons of stormwater and dry weather runoff
annually and make it available for irrigation and indoor toilet flushing.
On August 26, 2014 (Attachment C), Council awarded a design contract to California
Watershed Engineering (CWE) to provide engineering design services, develop
construction documents, and provide engineering support during construction for the
Los Amigos Park Stormwater Harvesting and Direct Use Demonstration Project.
Discussion
The Los Amigos Park Stormwater Harvesting and Direct Use Demonstration Project
would divert stormwater and dry weather flows from an existing storm drain line running
along 5th Street into a 53,500-gallon underground cistern for storage and on-demand
delivery of treated urban runoff to the park irrigation system and restrooms for toilet
flushing.
The park parcel is owned by the Santa Monica Malibu Unified School District
(SMMUSD) and is used as an athletic field by the School District during school hours,
and managed as a public park by the City for the remainder of the time. The City of
Santa Monica and SMMUSD executed an easement agreement on October 12, 2015
that allows for the construction, operation, maintenance and eventual de-commissioning
of the stormwater harvesting system. The easement agreement is for 50 years from
date of execution.
The existing 45-inch diameter storm drain on 5th Street, adjacent to Los Amigos Park,
collects runoff from a 50-acre upstream watershed. Given the typical annual rainfall and
impermeability of this upstream watershed, it is anticipated that about 6 million gallons
of runoff and dry-weather flows will be available to harvest. Of that, approximately
550,000 gallons of the combined wet- and dry-weather runoff would be diverted,
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captured, stored, treated and used annually, based on average monthly flows in the
storm drain and the operational capacity of the proposed diversion, storage and
treatment system. Excess stormwater not captured by the proposed storage cistern
would remain in the existing storm drain line, bypass the proposed diversion structure,
and flow as it normally does through the storm drain system.
Vendor Selection Construction
On November 20, 2015, the City issued a Request for Qualifications (RFQ) for general
engineering contractors specializing in civil and mechanical work with experience
relevant to the project requirements. The RFQ was posted on -line bidding
site, and notices were advertised in the Santa Monica Daily Press in accordance with
City Charter and Municipal Code provisions. Twelve firms responded, per Attachment A.
Responses to the RFQ were reviewed by a selection panel of staff from the Public
Works department.
Evaluation was based on quality and experience of the prime contractor,
safety and regulatory compliance record, financial capacity including insurance and
bonding, quality control, and experience with State of California prevailing wage
requirements including compliance with certified payrolls and other related labor
compliance documents.
On February 1, 2016, the City issued a letter pre-qualifying Cora Constructors, J.R.
Filanc Construction Company, PPC Construction, and SSC Construction for
construction services for the Los Amigos Park Stormwater Harvesting and Direct Use
Demonstration project with the intention to issue Notices Inviting Bids for the
construction contract to the four companies on the pre-qualified list.
On March 24, 2016, the City transmitted Bid #SP2311 for the Los Amigos Park
Stormwater Harvesting and Direct Use Demonstration project, via email, to Cora
Constructors, J.R. Filanc Construction Company, PPC Construction, and SSC
Construction, the pre-qualified contractors.
Three bids were received and publicly opened on April 19, 2016. Bid results are as
follows:
Bidder Base BidBase Bid & Additive Alt. Bid
J.R. Filanc Construction$ 1,761,300$ 1,813,300
PPC Construction$ 2,253,668$ 2,250,098
Cora Constructors$ 2,402,822$ 2,929,822
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SSC Construction declined to submit a bid due to a lack of resources at this time. Staff
recommends J.R. Filanc Construction as the best bidder, based on its price, quality of
services offered, and experience with similar projects for a total amount not to exceed
$2,025,495. This figure includes the $1,761,300 base bid and a 15% contingency of
$264,195. J.R. Filanc Construction provided four references for recently completed
projects, and a similar number for on-going projects. All references contacted reported
that the work performed by J.R. Filanc Construction was completed in a timely and cost-
effective manner while maintaining consistent quality. The Contractors State License
and in good standing.
Vendor Selection Construction Management
On September 22, 2015 the City published a Request for Proposal for construction
management services for this project 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
technical competence, staffing capacity, project approach & planning, past performance
record, experience in resolving contract disputes, quality control/assurance, cost
control/reporting and customer service. The top four firms (Anderson-Penna, Arcadis,
CWE, and GK Assoicates) were invited to participate in interviews with staff from Public
Works and Planning and Community Development in April 2016.
Anderson-Penna 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 Anaheim, Long Beach, Rancho Palos Verdes, Santa Monica and Torrance.
Services provided by Anderson-Penna 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 would provide a full time inspector for daytime work
and material testing services.
Project Schedule
The construction duration is anticipated to last for approximately six months starting in
June 2016 to coincide with the school summer break, and continuing through December
2016. It is anticipated that construction of the storm drain diversion structure, diversion
th
piping, and CDS pre-treatment unit at the intersection of 5 Street and Hollister Avenue
would occur first to mitigate construction and traffic impacts once school starts. It is
further anticipated that construction of the on-site (underground) storage cistern,
treatment system and piping would continue past the start of school and be completed
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by the end of December 2016. As agreed to by SMMUSD, the northern-half of the Los
Amigos Park sports-field, including the baseball field, would be secured and fenced-off
during construction, since that portion of the field is not used by the school district.
Access to the basketball and tennis courts, as well as the southern-half of the sports-
field used by the school district would not be impacted during construction.
Public Outreach
Public Works staff attended the June 3, 2015 Field Sports Advisory Council (FSAC)
meeting hosted by Community and Cultural Services (CCS) Department staff to present
the project, discuss the construction phase impacts, and answer questions on the
proposed scheduled, which included starting in summer 2016 and completing
construction in December 2016, impacting use of the baseball and soccer fields by the
Santa Monica Pony League and AYSO for that duration.
Additionally, the City and its public outreach sub-consultant, Stephen Groner and
Associates (SGA), will conduct up to three community stakeholder events before the
start of construction. It is anticipated that one of the events would be integrated into
planned Parent Teacher Student Association (PTSA) meeting at the school, and
another with an upcoming meeting of the Santa Monica Field Sports Advisory Council.
At these meetings, SGA would facilitate discussion and provide summary explanations
of the project. The City and other stakeholders would also be present to ensure that the
technical and policy aspects of the installation are clearly articulated. Additionally, SGA
would develop outreach materials such as handouts and presentations for use during
the meetings, and for distribution to the community.
Approximately 3-weeks prior to the start of construction, Public Works staff would
prepare and mail a general project construction notice to the surrounding community
within a 500-feet radius of the project boundary, and to all interested stakeholders.
During construction, Public Works staff will prepare and distribute construction progress
notices to coincide with significant phases of the project to keep the community,
stakeholders and the School District apprised on the construction.
California Environmental Quality Act (CEQA)
On September 29, 2014 a Notice of Exemption (NOE) was filed with the Los Angeles
providing a Categorical Exemption for the project under Sections 15301(b) and
15061(b)(3) of Article 19 of the California Environmental Quality Act
.
California Coastal Commission De Minimis Waiver
On December 4, 2015 the California Coastal Commission issued a Notice of Permit
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Waiver Effectiveness regarding Coastal Development Permit (CDP) Waiver 5-15-1389-
W, allowing for development of the project as previously described. The waiver was
reported to the Coastal Commission on November 4, 2015 and became effective on that
date.
Division of State Architect
Construction at schools is under the purview of the Division of State Architect (DSA).
The plans were submitted to the DSA, and the DSA has made a determination that the
project did not require approvals for Fire, Health, Safety and Accessibility. The DSA
requested a letter of approval from the SMMUSD for signage such that students and
teachers are not within the vicinity of the operating equipment. The signage is part of
the project plans and would be implemented as part of the construction.
Financial Impacts & Budget Actions
The construction contract to be awarded to J.R. Filanc Construction is for an amount not
to exceed $2,025,495 (includes a 15% contingency). The contract to be awarded to
Anderson-Penna for construction management is for an amount not to exceed $214,500
(includes a 10% contingency).
Award of the contracts requires the following FY 2015-16 budget actions:
1. Appropriate $400,000 from account C209138.589000 MWD Grant - Local Runoff
Harvest to account C206021.589000 Los Amigos Park Retrofit.
2. Appropriate $1,070,000 from the Clean Beaches and Ocean Parcel Tax fund
balance to account C066021.589000 Los Amigos Park Retrofit
These additional appropriations would be added to existing funding to meet the financial
needs of the project. The contract to be awarded to J.R. Filanc Construction will be
charged to the following
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accounts:
Account Number Description Amount
C206021.589000 Los Amigos Park Retrofit - MWD $400,000
C066021.589000 Los Amigos Park Retrofit $1,625,495
Total $2,025,495
The contract to be awarded to J.R. Filanc Construction will be charged to account
C066021.589000 Los Amigos Park Retrofit.
Prepared By:
Allan Sheth, Civil Engineering Associate
Approved Forwarded to Council
Attachments:
A. List of contractors in response to RFQ published on November 20 , 2015
B. January 28, 2014 Staff Report (web link)
C. August 26, 2014 Staff Report (web link)
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Attachment A
Los Amigos Park Stromwater Harvesting and Direct Use Demonstration Project
(SP2311)
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