SR 09-27-2016 3B
Ci ty Council
Report
City Council Meeting : September 27, 2016
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Civil Engineering
Subject: Award Construction Contracts for Street Light Modernization Project in
Sunset Park Neighborhood
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2406 to Servitek Solutions, Inc., a California -based company, for
the Street Light Mo dernization Program - Project 1 ;
2. Authorize the City Manager to negotiate and execute a contract with Servitek
Solutions, Inc., in an amount not to exce ed $ 1,501,11 6 (including a 10%
contingency );
3. Award RFP #SP2406 to Psomas, a California -based company, for construction
management and inspection services for the Street Light Modernization Program
– Project 1 ;
4. Authorize the City Manager to negoti ate and execute a Professional Services
Agreement with Psomas, in an amount not to exceed $187,53 0 (including a 10%
contingency );
5. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract a uthority.
Executive Summary
The Street Light Modernization Program - Project 1 would replace deteriorated high -
voltage series electrical circuits and High Pressure Sodium (HPS) lighting fixtures with
modern, reliable, 120 -volt electrical circuits and Ligh t Emitting Diode (LED) lighting
fixtures on various residential streets located within the Sunset Park area. These
upgrades would result in reduced energy use and subsequent savings to the City. This
project is the first in a multi -year five -part program to modernize the remaining high -
voltage series street lighting within the City .
In July 2016, the City solicited bids for construction services. Staff recommends Servitek
Solutions, Inc., as the best bidder for the Street Light Modernization Program - Pr oject
1, for an amount not to exceed $ 1,501,116 (including a 10% contingency).
Additionally, in June 2016, the City request ed proposals from pre -qualified construction
management firms for construction management and inspection services for the Street
Light Modernization Program - Project 1. Staff recommends Psomas to provide
construction management and inspection services for this project in an amount not to
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exceed $187,530 (including a 10% contingency).
Background
The City Council appropriated funds in the Capital Improvement Program (CIP) budget
for fiscal year 2014 -2016 and 2016 -2018 to replace deteriorated series street lighting
circuits and HPS fixtures with modern, reliable, multiple circuits and LED lighting
fixtures, as part of the City’s on -go ing program to modernize the remaining series circuit
lighting within the City. Series street lighting represent s older technology based on high
voltage circuitry with lighting fixtures connected in “series” similar to Christmas lighting
that may result i n an entire circuit being disabled if a single light fixture goes out.
Modern street lighting systems use standard 120 -volt circuitry, connected in ‘parallel”
that continues to operate even if one or more individual fixtures goes out. In addition ,
120 -volt circuitry supports modern energy -saving LED fixtures as well as other smart
technologies. To date, a pproximately 70% of the existing series street lighting circuits in
the City have been upgraded to modern 120 -volt systems under this CIP. Consistent
wit h efforts to preserve the “dark night sky” the LED cobra head replacements would
have a 0 up -light rating, the fixtures would have an internal level ensuring that the light
is di rected downward, as well as other specifications that address the preservation of
the "dark night sky." In 2012, a pproximately 600 LED fixtures were installed at various
locations throughout the City using American Recovery and Reinvestment Act (ARRA)
funds . Fixtures were upgraded in neighborhoods including North of Montana, Sunse t
Park, Ocean Park, Wilshire -Montana and Mid -City. An additional 1200 HPS fixtures are
currently being replaced with LED fixtures as part of the ongoing On -Bill Financed LED
Street Light Conversion Project.
This first project under the modernization pro gram is located on various residential
streets within the Sunset Park area as follows:
Bay Street from Lincoln Blvd . to 16 th Street
Grant Avenue from Lincoln Blvd . to 16 th Street
Pacific Street from Lincoln Blvd . to 16 th Street
Pearl Street from L incoln Blvd . to 16 th Street
Cedar Street from Lincoln Blvd . to 15 th Street
Pine Street from Lincoln Blvd . to 15 th Street
Maple Street from Lincoln Blvd. to 16 th Street
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10 th Street from Pico Blvd. to Ocean Park Blvd.
11 th Street from Pico Blvd. to Ocean Park Blvd.
Euclid Street from Pico Blvd. to Ocean Park Blvd.
14 th Street from Pico Blvd. to Ocean Park Blvd.
16 th Street from Pico Blvd. to Ocean Park Blvd.
The locations chosen were prioritized based on the maintenance and outage history
pro vided by staff from Public Works. Future projects under the modernization program
will address series street lights in the North of Montana, Ocean Park and Mid -Cit y areas
as shown under Attachment 1, contingent on adequate funding.
Contractor Selection – Construction
On July 6, 2016, the City published Notices Inviting Bids for the Street Light
Modernization Program - Project 1 to replace deteriorated series street lighting circuits
and fixtures with modern, reliable, multiple circuits and LED lighting fi xtures in
accordance with City specifications. 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. Fifty -two vendors downloaded t he bid.
Five bids were received and publicly opened on July 28, 2016. Bid results are as
follows:
Bidder Base Bid
Servitek Solutions, Inc. $1,364,651
International Line Builders, Inc. $1,579,737
Belco Elecnor Group $1,776,622
Comet El ectric $1,788,702
Select Electric, Inc. $1,953,441
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, capacity
to perform the work, experience on similar projects, availability of material, equipment
and qualified staff, u nderstanding of the project requirements, ability to meet the desired
time frames, and perfor mance of similar projects. Based on these criteria, Servitek
Solutions, Inc., the lowest bidder, is recommended as the best bidder.
Staff contacted references p rovided by Servitek Solutions, Inc. for similar projects for
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the Los Angeles Unified School District, the Palm Springs Airport, Metro, and Caltrans.
All references reported that the work was completed in a timely and cost -effective
manner while maintaining consistent quality. Staff also verified with the Contractor's
State Licenses Board that Servitek Solutions' license is current, active, and in good
standing.
Consultant Selection - Construction Management
On September 22, 2015, the City issued Request fo r Qualifications (RFQ) for
construction management and inspection services for upcoming construction projects.
The RFQ was posted on the City’s on -line bidding site, and notices were advertised in
the Santa Monica Daily Press in accordance with City Char ter and Municipal Code
provisions. One hundred twenty -four vendors downloaded the RFQ. Twenty -five firms
responded. Responses to the RFQ were reviewed by a selection panel of staff from the
Public Works Department.
Evaluation was based on the selection cr iteria set forth in SMMC Section 2.24.073 , with
specific review of the following: technical competence, staffing capability, project
approach, past performance, dispute resolution, quality control, cost control,
management services, customer service, and t he ability to meet required time frames.
The top three firms (Hill International, Psomas and Willdan) were invited to submit
scope and fee proposals in June 2016.
Based on the selection criteria set forth in SMMC 2.24.073, staff recommends Psomas
as th e best qualified firm to provide construction management and inspection services
based on its qualifications and its directly related experience providing similar services
for municipal agencies. Services provided by Psomas would include construction
manag ement, continuous inspection of the contractor’s work, verification and
management of field changes and unforeseen conditions, monitoring and mitiga tion of
impacts as a result of the construction activities, attendance of contractor’s safety
meetings, atte ndance of periodic progress meetings, recordkeeping of all nece ssary
inspection documentation relevant to the work performed during construction, and
public outreach.
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Public Outreach
Public outreach during construction of this project would be provided b y the City’s
construction management consultant as part of the construction management effort.
Public outreach would include notifications distributed to adjacent properties and the
surrounding community on the scope of the project, potential impacts inclu ding night
work, and schedule with periodic updates and weekly updates on the City’s “Know
Before You Go” (aka KBUG) website and Monday editions of the Santa Monica Daily
Pres s. Updates regarding the project would be provided on the City’s website and
var ious social media channels.
Properties impacted by the project will 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 not ice would be subsequently hand -
delivered to each adjacent property with 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.
Construction Schedule
Construction work is tentatively scheduled to begin in November 2016, pending material
availability. Construction duration is for a period of approximately six months.
Financial Impacts and Budget Actions
The contract to be awarded to Servitek Solutions is for an amount not to exceed
$1,501,116 (including a 10% contingency). The Professional Services Agreement to be
awarded to Psomas is for an amount not to exceed $187,530 (including a 10%
contingency). Funds are avail able in the FY 2016 -17 Capital Improvement Program
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budge t in account C010724 .589000.
Prepared By: Allan Sheth, Civil Engineering Associate
Approved
Forwarded to Council
Attachments:
A. Street Light Modernization Project Map
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Reference:
Agreement No. 10363
(CCS)
&
Agreement No. 10364