SR 07-24-2018 3V
City Council
Report
City Council Meeting: July 24, 2018
Agenda Item: 3.V
1 of 5
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Award Construction Contract for Bike Network Linkages to Exposition Light
Rail Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2390 to Elecnor Belco Electric Inc., a California-based company,
to provide construction services for the Bike Network Linkages to Exposition
Light Rail Project;
2. Authorize the City Manager to negotiate and execute a contract with Elecnor
Belco Electric Inc. in an amount not to exceed $5,214,148, including a 5 percent
contingency;
3. Authorize the Director of Finance to allocate up to $2 million in additional local
match from FY 2017-2018 savings to be repaid from future funding sources, and
approve changes outlined in the Financial Impacts and Budget Action section of
the report;
4. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Summary
The Bike Network Linkages to Exposition Light Rail Project (Project) consists of
installing green lane markings, video detection at traffic signals, and bike racks at
numerous locations in the City. Advancing the City’s Land Use and Circulation Element
and Bike Action Plan goals of making cycling safer, more convenient and appealing to
people of all ages and abilities, and linking the City’s bike network with the Metro light
rail would expand the City’s system of high-visibility facilities for use by bicycles and
scooters to help reduce drive-alone automobile trips in Santa Monica. This project
would improve safety through enhanced visibility, and provide 1,250 bike racks,
ensuring cyclists would have secure end-of-trip parking facilities in many more
locations. Staff recommends Elecnor Belco Electric, Inc. to provide construction
services for the Project.
2 of 5
Discussion
The City currently has about 5.3 miles of existing green lane markings , consisting of a
combination of applications that are either: (1) the full width and length of the bike path
or (2) the conflict zones only, at the start and end of street and alley intersections. The
Project would install an additional 19 miles of green lane markings, 39 video detection
cameras on existing traffic signal poles at various intersections, and 1,250 b ike racks at
various locations in the City.
The Project would support City planning and mobility goals while a significant portion of
the cost would be paid by grant funds. The Project would be funded by a 2009 Los
Angeles County Metropolitan Transportation Authority (Metro) Call for Projects grant,
which consists of funds from the Federal Highway Administration’s Congestion
Mitigation and Air Quality (CMAQ) Program in the amount of $2,057,488. The City is
contributing matching funds, as required by the fed eral agreement, in the amount of
$1,371,659.
Green lane markings installed on Main Street and Broadway have effectively increased
the visibility of lanes for bikes and scooters that help motorists be more aware of other
roadway users. These types of roadway treatments increase motorist yielding
behavior and help to reduce conflicts with turning vehicles. Additionally, upgrading
intersections with video detection cameras would allow cyclists and scooter riders to
trigger a green light without the presence of an automobile.
Public Outreach
This project advances the mode shift and Vision Zero components of the Mobility
Strategic Goal by further implementing the Bike Action Plan, which was developed with
extensive community outreach over the course of several community meetings.
Additional ongoing outreach by the GoSaMo Transportation Management Organization
(TMO) has promoted cycling as a convenient mobility option, while other programs,
such as the monthly Mayor’s Ride and Safe Routes to School, have promoted cycling
and educated the public about safe cycling behaviors. Public outreach would include
notifications distributed to adjacent properties and the surrounding community on the
scope of the project, potential impacts, and project schedule with periodic updates.
3 of 5
Vendor Selection
Bid Data
Bid Posting Date Bid Posted On Bid Advertised In (City
Charter & Municipal
Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
06/07/2018 City's
Online
Bidding Site
Santa Monica Daily
Press
37 3 07/09/2018
Submittals Received Vendor Selection Recommendation
Elecnor
Belco
Electric, Inc.
$4,946,051.60 Municipal Code SMMC 2.24.072
PTM General
Engineering
Services, Inc.
$5,695,059.0 Evaluation Criteria Price, previous experience, ability to deliver,
quality of product, compliance with City
specifications, references.
Comet
Electric, Inc.
$5,857,928.00 Best and lowest
bidder
Elecnor Belco Electric, Inc.
Best Bidder Justification
Elecnor Belco Electric, Inc. was selected based on their bid price, references, demonstrated quality of
work on past projects, and experience with similar projects in the cities of Santa Monica, Los Angeles,
Irvine, Santa Ana, and Caltrans.
Bids came in significantly higher than the budget estimate because of a new marking
product specified for the project that recently came on the market. The product is more
durable and requires fewer coat applications, reducing the construction timeline and
ongoing maintenance needs. Due to the recent introduction of the product, historical
unit prices were not readily available; staff worked with vendors, and assumed labor
rates and markups to prepare the budget estimate.
The bids were based on full green lane markings for all corridors. Staff recommends
allocating up to $2 million from unallocated General Fund FY 2017-18 savings to fund
the additional work not covered by the grant and required local match which will be
repaid from future funding sources. A significant source of anticipated funds to be used
for repayment is a new shared mobility use of the public right-of-way (PROW) fee,
which will be presented to Council for consideration on August 28, 2018. If adopted by
Council, this fee is expected to generate approximately $1.1 million annually.
An alternative approach would be to value engineer the project scope to fit within the
existing grant and local match funding by awarding the project with full green lane
markings only on key corridors including Main Street, 2nd Street, and Broadway, and
4 of 5
with more limited green lane markings in conflict zones on the remainder of the
corridors. The alternative approach would upgrade additional corridors to full green lane
markings only if funding is available from remaining project contingency at the end of
the project. This report recommends the full green lane markings, however, either
option would allow the project to move forward promptly with the current lowest,
responsive bidder and would advance the implementation of infrastructure that would
complement the Shared Mobility Device Pilot Program launching in September.
A Request for Proposal for construction management services is in the process of being
advertised and staff would return to the City Council in late August to award a
construction management (CM) contract for the Project. This CM contract would be
funded with the balance of the project budget.
Past Council Actions
October 23, 2012
(Attachment A)
Adopted resolution authorizing the City Manager to
administer and implement Metro 2009 Call for Projects grants
Financial Impacts and Budget Actions
Staff seeks authority to award a contract with Elecnor Belco Electric, Inc. Award of the
contract requires the appropriation of $2 million to account C0105120.689000. The
difference between the total project cost ($5.4 million) and funding from the grant and
the required local match ($3.4 million) of up to $2 million will be allocated from FY 2017 -
18 General Fund savings. This allocation will be repaid from future funding sources
including a new shared mobility use of the public right-of-way (PROW) fee, which will be
presented to Council for consideration on August 28, 2018. If adopted by Council, this
fee is expected to generate approximately $1.1 million annually. Any necessary
revenue budget changes will be authorized at the time Council considers the new fee.
The contract will be encumbered to the following accounts.
Contract Request
FY 2018-19 Budget CIP Account # Total Contract Amount
C2005120.689000 (Grant Funds) $1,894,431
C0105120.689000 (General Fund) $2,086,878
C2705120.689000 (Local Return) $1,232,839
Total $5,214,148
The remaining balance (approximately $0.2 million) of the total project budget of
5 of 5
approximately $5.4 million will be used for construction management (CM).
Prepared By: Tom Shahbazi, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. October 23, 2012 Resolution
B. Attachment C Oaks Initiatives Disclosure Form
REFERENCE:
Agreement No. 10725
(CCS)