SR 05-10-2016 3H (2)
City Council
Report
City Council Meeting: May 10, 2016
Agenda Item: 3.H
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Civil Engineering
Subject: First Modification for the Idaho Avenue Pedestrian Overcrossing Project
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to contract# 10250 (CCS) in the amount of $400,000 with
MCM Construction, Inc., a California-based company, for improvements to Idaho Trail
associated with the California Incline Pedestrian Bridge. This will result in an amended
contract with a new total amount not to exceed $2,300,000.
Executive Summary
In conjunction with the work being done on the California Incline, the City is working to
repair and rebuild the California Incline Pedestrian Overcrossing (Overcrossing) and the
Idaho Trail (Trail) that scales the bluff from the beach to Palisades Park. The Idaho
Trail leading to the pedestrian overcrossing is in poor condition and in need of repair.
Staff recommends repairing the Idaho Trail in conjunction with the pedestrian
overcrossing. Staff recommends that Council authorize the City Manager to execute a
modification to contract CCS #10250 in the amount of $400,000 to rehabilitate the Idaho
Trail.
Background
On November 10, 2015 (Attachment C), Council approved the inclusion of the
Bridge Replacement project. The modification amount approved was $1,900,000.
However, modifying the existing MCM contract would have activated federal regulations
and required that it meet National Environmental Policy Act (NEPA) environmental
regulations. Staff was informed by Caltrans Local Assistance that obtaining NEPA
approval would require additional studies, environmental reports, and reviews that
would likely add nine to twelve months to the project timeline. Therefore, staff
recommended and Council approved entering into a separate contract with MCM to
alleviate the need to initiate a new and separate Federal NEPA process.
On February 9, 2016 (Attachment D), Council approved the amendment of Action #2 of
Item 3.I on the November 10, 2015 agenda and authorized the City Manager to
1 of 5
negotiate and execute a separate contract in lieu of a first modification to contract
#10025 with MCM Construction, Inc. in an amount not to exceed $1,900,000 for
construction of the California Incline Pedestrian Overcrossing.
The Idaho Trail is located along the bluff between the California Incline and Palisades
Park and enters the park near Idaho Avenue. The Trail connects Palisades Park to the
Idaho Avenue Pedestrian Overcrossing which crosses over the California Incline. The
Idaho Trail surface is in poor condition and the lack of protection from bluff erosion and
sediment runoff requires frequent maintenance. The Trail is often closed following a
rain event. The proposed improvements would create a safer walking surface and
would control bluff erosion soil from entering the Trail.
On April 2, 2014, TY Lin (the structural engineer that designed the California Incline
Bridge and Roadway) completed a Structural Assessment Report for the Overcrossing
and Trail and this report also recommends improvements to the Trail, which has
numerous erosion and drainage maintenance issues.
On January 27, 2015 (Attachment A), Council awarded a construction contract to MCM
Construction, Inc. (MCM), in an amount not to exceed $15,690,211 for the construction
of the California Incline. On August 25, 2015 (Attachment B), Council awarded a
professional services agreement to TY Lin to provide engineering design services for
the Overcrossing and Trail Project in an amount not to exceed $411,827. On August
28, 2015 the City processed and filed a CEQA Notice of Exemption completing the
CEQA process.
On November 10, 2015 (Attachment C), Council approved the conceptual layout of the
Overcrossing and authorized the City Manager to negotiate and execute a modification
to the existing MCM contract in an amount not to exceed $1,900,000 for the
construction of the Overcrossing.
On February 9, 2016 (Attachment D), Council authorized the City Manager to execute a
separate contract with MCM in lieu of a modification.
Discussion
The initial costs and budgets prepared for the Idaho Avenue Overcrossing project and
Trail were based on renderings, not full design drawings, as part of the expedited
process to construct the Overcrossing during the Incline closure. The complexity of
certain bridge elements were not fully realized until the design plans were finalized. The
heightened complexity directly affected construction means, methods and cost. This
meant the original budget of $1,900,000 was sufficient for only the bridge structure.
However, because the Trail is an important link between Palisades Park, the Idaho
2 of 5
Avenue Pedestrian Overcrossing, and the beach it should be constructed in conjunction
with the Overcrossing and California Incline project. Like the Overcrossing, the Trail
work requires closure of the California Incline during construction. Taking advantage of
the current Incline closure not only facilitates construction, but prevents another closure
of the Incline. By moving forward with this modification, the City meets the expectations
of the community to deliver in unison the California Incline, Idaho Avenue Pedestrian
Overcrossing, and the Idaho Trail.
The proposed work will completely remodel the existing Idaho Trail. The existing and
cracked asphalt concrete walking surface will be replaced with new concrete pavement
and the existing lights and light poles will be replaced with LED lighting and new poles.
Additionally, new fencing with an erosion control fabric will be installed on the east side
of the trail. The costs of this work is approximately $250,000 including a 10%
contingency. Site demolition costs for the Trail and Overcrossing will also be included at
a cost of $150,000 including a 10% contingency. The demolition cost includes both the
Trail and the Overcrossing. Based on discussion with Caltrans Division of Local
Assistance early in the design phase of the Overcrossing, staff was under the
impression that the demolition cost of the old overcrossing could be attributed to the
California Incline project as a change order because portions of the old overcrossing
foundation interfered with California Incline improvements. However, in subsequent
discussions, Caltrans has advised staff that the demolition of the old overcrossing
should not be part of the California Incline contract.
Contractor Selection
On October 27, 2014, the City published Bid #SP2059 for the California Incline Bridge
were advertised in the Santa Monica Daily Press and the Los Angeles Times in
accordance with City Charter and Municipal Code provision
received five sealed bids, which were publicly opened by the Deputy City Clerk on
December 16, 2014.
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 verified with the Contractors State License Board that MCM
standing. Staff contacted
reference agencies listed by the contractor to ascertain past performance on similar
projects. Based on these criteria, staff recommended MCM as the best bidder for the
construction of the California Incline Bridge Replacement Project. This recommended
action was approved by City Council on January 27, 2015.
On February 9, 2016, Council authorized the City Manager to execute a separate
contract with MCM for the construction of the Idaho Avenue Pedestrian Overcrossing.
3 of 5
The choice to utilize MCM for the construction of the Overcrossing and Trail projects
without initiating a new competitive bidding process is not normally utilized, but applied
in this unusual case due to cost savings, expediency in construction, and overall benefit
to the community.
Bidding the Trail work as a separate project would have several adverse ramifications.
First, the work would be delayed until fall 2016, creating a situation in which the
California Incline and Idaho Avenue Overcrossing are open, but the Idaho Trail leading
to Overcrossing would be closed. This would hinder pedestrian access from Palisades
Park to the beach. Second, construction of the Trail requires the contractor to stage
equipment on the California Incline, which is currently closed. Delaying the Trail work
would require an additional temporary closure of the California Incline. This additional
temporary closure would likely add significant traffic control and detour costs to the Trail
project and would require the City to coordinate with Caltrans for a new encroachment
permit because the south bound left turn on the Pacific Coast Highway would be closed.
Obtaining a new encroachment permit could also potentially delay the project beyond
fall 2016. Finally, the City would not be able to deliver the Idaho Trail in conjunction
with California Incline and Overcrossing as planned.
Construction Schedule
The anticipated completion date is July 2, 2016 for both the California Incline and Idaho
Avenue Overcrossing projects.
Financial Impacts and Budget Actions
The contract modification to be awarded to MCM Construction, Inc. is for an amount not
to exceed $400,000, for an amended contract total not to exceed $2,300,000. Funds
are available in the FY2015-16 Capital Improvement Program budget in the following
4 of 5
accounts:
C010652.589000 $300,338
C049096.589000 $ 99,662
TOTAL $400,000
Prepared By:
Curtis Castle, Civil Engineer
Approved Forwarded to Council
Attachments:
A. January 27, 2015 (web link)
B. August 25, 2015 (web link)
C. November 10, 2015 (web link)
D. February 9, 2016 (web link)
5 of 5
wĻŅĻƩĻƓĭĻʹ
aƚķźŅźĻķ/ƚƓƷƩğĭƷ
bƚ͵
ЊЉЋЎЉΛ//{Μ