SR 08-14-2018 3D
City Council
Report
City Council Meeting: August 14, 2018
Agenda Item: 3.D
1 of 6
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Award Contracts for On Call Signage/Striping and Civil Engineering
Design/Preparation of Temporary Traffic Control Plans
Recommended Action
Staff recommends that the City Council:
1. Establish a pre-qualified list for on-call Civil Engineering Design Services as part
of RFQual #SP2564 consisting of Cannon Corporation, Kimley-Horn and
Associates, Inc., KPFF Consulting Engineers, RICK Engineering Company, and
Stantec Consulting Services, Inc. (all California-based companies) to create a
pre-qualified list for on-call Civil Engineering Design Services,
2. Authorize the City Manager to negotiate and execute an agreement with Kimley-
Horn and Associates, Inc., in an amount not to exceed $750,000 for three years
with one two-year renewal option in the amount of $500,000, for a total amount
not to exceed $1,250,000 over a five-year period, with future year funding
contingent on Council budget approval. This is an on-call agreement and an RFP
would be issued once there is a known scope of work. Funding would be
identified as projects and tasks are identified.
3. Award Bid #SP2543 to Superior Pavement Markings Inc. and PCI, California-
based companies, for on-call signing and striping services,
4. Authorize the City Manager to negotiate and execute an agreement with Superior
Pavement Markings Inc. in an amount not to exceed $250,000 for three years,
with one two-year renewal option, which would extend the contract term but not
increase the budget, for a total amount not to exceed $250,000 over a five-year
period, with future year funding contingent on Council budget approval. This is an
on-call agreement and funding would be identified as projects and tasks are
identified, and
5. Authorize the City Manager to negotiate and execute an agreement with PCI, in
an amount not to exceed $250,000 for three years, with one two-year renewal
option, which would extend the contract term but not increase the budget, for a
total amount not to exceed $250,000 over a five-year period, with future year
funding contingent on Council budget approval. This is an on-call agreement and
an RFP would be issued once there is a known scope of work. Funding would be
identified as projects and tasks are identified.
Summary
2 of 6
In an effort to incorporate innovative procurement efficiencies by developing shortlists of
vendors for broadly defined services, Public Works is seeking to deliver projects more
quickly and in ways better suited to the current marketplace (Attachment A). The
procurement processes for Public Works projects were designed for large, complex
capital improvements and correspondingly require more time for consultant/contractor
selection and contract execution. Public Works projects that are smaller in scope and
budget, such as street striping and paving, routinely go through the same process,
causing significant delays and additional cost to the City in terms of staff time and lost
productivity. In order to streamline the selection and contract execution processes to
allow for the delivery of these smaller-scale projects more expeditiously staff
recommends awarding a professional services agreement for on-call civil engineering
design services to Kimley-Horn and Associates, Inc. and two construction contracts for
on-call signing and striping work to Superior Pavement Markings Inc. and PCI,
respectively. This would reduce staff time spent on bid postings and contract routing
and would enable rapid deployment of priority projects.
Discussion
The City does not currently have an efficient delivery model for infrastructure projects
that require expedited delivery. For example, Vision Zero improvements - roadway
safety projects designed to eliminate fatal and severe injury crashes on City streets –
would be subject to existing procurement and contract execution procedures which
could take up to 10 months. While existing procurement processes work well for large,
complex projects for which they were created, the lengthier processes hinder the City’s
ability to quickly deliver small- to medium-sized projects. Staff recommends utilizing an
on-call civil engineering designer and on-call contractors that would allow the City to
deliver certain projects up to eight months sooner (Table 1).
Table 1 – Typical Project Delivery vs. On-Call/Expedited Project Delivery (Administrative Processes)
Typical Process Typical Duration Expedited Process Expedited
Duration
De
s
i
g
n
Circulate for Approval and Post
Request for Proposals 45 days Confirm scope with designer 30 days
Prepare Staff Report 45 days N/A -
3 of 6
Negotiate & Execute
Professional Services
Agreement
60 days N/A -
Prepare Bid Package & Post
Bid 60 days Confirm scope with contractor 30 days
Co
n
s
t
r
u
c
t
i
o
n
Prepare Staff Report 45 days N/A -
Negotiate & Execute
Construction Contract 60 days N/A -
Total 315 days Total 60 days
An on-call civil engineering designer would be able to quickly provide design and
construction documents for projects such as, but not limited to, pedestrian and bicycle
striping improvements, bulb-outs, traffic control plans, and traffic-calming circles. The
work produced by the designer would clearly define the project scope and be used to
either competitively bid the work or to obtain quotes from the on-call contractors.
On-call signing and striping contractors would be able to quickly mobilize and construct
improvements for projects such as, but not limited to, pedestrian and bicycle striping
improvements, pavement marking upgrades, and traffic sign replacement.
Vendor/Consultant Selection
Table 2 – On-Call Civil Engineering Design / Preparation of Temporary Traffic Control Plans
Request for Qualifications (RFQual) Data
RFQual Posting Date RFQual
Posted On
RFQual Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
05/02/2018 City's Online
Bidding Site
Santa Monica Daily
Press 83 12 06/01/2018
Pre-qualified List Vendor Selection Recommendation
Cannon
Corporation
Kimley-
Horn &
Associates,
Inc.
Municipal Code SMMC 2.24.073
KPFF Consulting
Engineers
RICK
Engineering Evaluation Criteria Experience/Technical Competence, Ability to Meet Project
Work Plan & Timeliness, Quality Control, Cost Control,
Stability/References
Stantec
Consulting
Services, Inc.
4 of 6
Justification to Short-List
The vendor responses were reviewed by a selection panel from the Public Works
Department and evaluated using the evaluation criteria above, including their technical
expertise and ability to promptly respond to the City’s requests. Based on these criteria,
the vendors listed above are recommended as the best qualified firms to be placed on a
shortlist. The RFQual stated a shortlist of five consultants would be created and this
ensures competitiveness among the most-qualified consultants when proposing for future
projects. Staff recommends Kimley-Horn and Associates, Inc., the top-ranked firm, as the
best qualified firm to provide as-needed design services and be awarded an on-call
contract not to exceed $750,000 for three years with one two-year renewal option in the
amount of $500,000, for a total not to exceed amount of $1,250,000 over a five-year
period. Staff will utilize the shortlist as required.
Table 3 – On-Call Signing and Striping Contractors
Request for Qualifications (RFQual) Data
RFQual Posting Date RFQual
Posted On
RFQual Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
03/15/2018 City's Online
Bidding Site
Santa Monica Daily
Press 27 2 04/16/2018
Pre-qualified List Vendor Selection Recommendation
PCI Municipal Code SMMC 2.24.073
Superior Pavement
Markings Inc.
Evaluation Criteria Experience/Technical Competence, Ability to Meet
Project Work Plan & Timeliness, Quality Control, Cost
Control, Stability/References
Justification to Short-List
The vendor responses were reviewed by a selection panel from the Public Works
Department and evaluated using the evaluation criteria, including their technical
expertise and ability to promptly respond to the City’s requests. Based on these criteria,
the vendors listed above are recommended as best qualified firms to be placed on a
shortlist. Staff recommends PCI and Superior Pavement Markings as the best qualified
firms to provide as-needed signing and striping services and each be awarded an on-
call contract in an amount not to exceed $250,000, for three years with one two-year
renewal. Staff would utilize the shortlist as required.
Past Council Action
06/28/16 (Attachment A) Council gave staff direction to pilot or implement new
methods of procurement.
Financial Impacts and Budget Actions
5 of 6
Staff seeks authority to award a professional services agreement with Kimley-Horn and
Associates for on-call civil engineering design services.
Professional Services Agreement Request: Kimley-Horn
Request Amount
FY 2018-19 Budget
Department/CIP Account # Total Contract Amount
$250,000
Funding will come from various accounts
and be identified as projects requiring
engineering design and construction
services are identified.
$1,250,000
Future year funding is contingent on Council budget approval.
Staff seeks authority to award a contractual services agreement with Superior
Pavement Markings Inc. for on-call signing and striping services.
Contractual Services Agreement Request: Superior Pavement Markings Inc.
Request Amount
FY 2018-19 Budget
Department/CIP Account # Total Contract Amount
$250,000
Funding will come from various accounts
and be identified as projects requiring
engineering design and construction
services are identified.
$250,000
Future year funding is contingent on Council budget approval.
Staff seeks authority to award a contractual services agreement with PCI for on-call
signing and striping services.
Contractual Services Agreement Request: PCI
Request Amount
FY 2018-19 Budget
Department/CIP Account # Total Contract Amount
$250,000
Accounts and funding will be identified as
projects requiring engineering design and
construction services are identified.
$250,000
Future year funding is contingent on Council budget approval.
6 of 6
Prepared By: Curtis Castle, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. June 28, 2016 Staff Report
B. PCI Oaks Initiative_Rev1
C. Superior Oaks Initiative
D. Kimley-Horn Civil Engineering Design Oaks Form
'II) -.I
!lri•ii lillll -• •Wniili 1Jl CITY OF SANT A MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a "public benefit." If the "public benefit" is sought by
an entity, ra t her than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include :
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12-month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax "abatement, exception, or benefit" of a value in excess of $5,000 in any 12-
month period; or
7. Payment of "cash or specie" of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Superior Pavement Markings Inc
Name(s) of trustees, directors, partners, and officers:
John Lucas -President
Darren Veltz -CFO
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
John Lucas -President
Darren Veltz -CFO
Prepared by: _D_ar_r_en_V_el_tz ________ Title: _.....;:C=F'-"O"-----------
Signature: __ =>J_'--='------'Vi-~_Z.. _______ _ Date: _ _;5:...:../..::...16:...:../..::...18;:___ __ _
Email: darren@Superiorpavementmarkings.com Phone: (714) 995-9100
FOR CITY USE ONLY:
Bid/PO/Contract#----------Permit# ________ _
<•1y nl
Sn nl n ~l onh·u•
Project Name:
Bid/SP Number:
City of Santa Monica
Prevailing Wage Job Notice and Acknowledgment
Form Page 5 of 7
Sub Contractor/ Sub Consultant
(Attach additional sheet for each subcontractor).
On-Call Sie:nae:e And Strioine:
Location(s) of Work: Santa Monica
Each contractor and subcontractor shall keep accurate payroll records , showing the name , address , social security number, work
classification, straight time and overtime hours worked each day and week , and the actual per diem wages paid to each
journeyman , apprentice , worker, or other employee employed by him or her in connection with the publ ic works project. Each
payroll record shall contain or be verified by a written declaration that is made under penalty of perjury . The City will require
nonredacted hard copies of these records for verification, prior to making related payments to the contractor (this is
in addition to the electronic certified payroll reporting required by the DIR).
Please indicate the estimated number of staff and job classification(s) your company will employ on this project. To locate job
classifications , please reference the DIR prevailing wage website : http://www.dir.ca.aov/OPRL/PWD/index.htm or contact DIR-
Prevailing Wage Unit at (415) 703-4774 .
The City will assist your firm in determining the most relevant classification given the information provided to the City's
Prevailing Wage Consultant, but it is the sole responsibility of the Prime ContractorNendor to ensure that they are utilizing
the correct classifications at all times on the project. At bid submittal , contractors must complete the Prevailing Wage Job
Acknowledgment form , with classifications they anticipate will be working on the job . Should additional classifications be needed and/or
utilized not indicated on the form , prior to the new classification working onsite contractor must submit revised Prevailing Wage Job
Acknowledgment form with updated classifications .
# Craft Group Number/ Determination Issue Number of Apprenticeable?
Trade Classification Number Date Staff YIN
1 Traffic Striping Ciroup 4 Journeyman SC-23-102-2-2017-1 8/22/16 12 y
2 Traffic Striping Group 3 Journeyman SC-23-102-2-2017-1 8/22/16 10 y
3 Traffic StripinQ Group 2Journeyman SC-23-102-2-2017-8/22/16 8 y
4 Traffic Striping ~rn11n 1 ln1 irna"m~n SC-23-102-2-2017-1 8/22/16 5 y ,
5 Traffic Strioina Aoorentice LOS-2017-1 2/22/16 4 y
1. Is there a predetermined wage increase for any of the crafUtrade classifications listed? (Yes/No) ___ N_O __ _
2. Is the contract more than $30,000? (Yes/No) YES
When applicable to the craft , apprentices are required on all public works projects over $30 ,000 .
If yes , how many apprentices will you use? ___ 2 ___ _
3. Is your company aware of where to report and send training fund payments to? (Yes/No) YES
By signing below the contractor attests that he has read and understands this document, that he is aware of the public work and
prevailing wage requirements as set forth in the California Labor Code Sections 1720 et seq .; that he is an owner , officer, or oth er
duly authorized representative of the firm ; that he and each of his subcontractors is registered with the California DIR ; and that he is
aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers'
compensation or to undertake self-insurance in accordance with the provisions of that code, and will comply with such provisio ns
before commencing the performance of the work of this contract. Corrections or alterations to this form may trigger the Escalation/De-
escalation clause of your bid documents.
Company Name : Superior Pavement Markings Inc .
Address : 5312 Cypress St., Cypress CA 90630
Email Address :Darren@superiorpavementmarkings,comphone Number: 714-995-9100
Contractor State Lice nse Board Number (CSLB}: 776306 DIR Registration Number: 1000001476
Name of Apprenticeship Program affiliated with (if any): UNION LOCAL 1184
Contractor/Consultant Representative Signature: ___ :C)___.,'-"---=-... ~'----Z.-------Date : 5/16/2018
Pri11t Name and Title: Darren Veltz , CFO
For Internal Use Only
Rev : 10/23/17 Bid Posting Date: Prevail ing Wage Consultant Sign Off:
CITY OF SANT A MONICA
LIVING WAGE ORDINANCE CERTIFICATION
July 1, 2017 through June 30, 2018
TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE
CITY OF SANTA MONICA IN EXCESS OF $54,200
MINIMUM WAGE -$15.87 per hour
Please read , complete , and sign the following:
THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE 0
THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE 0
If this contract is not subject to the Living Wage Ordinance requirements , please note the reason below
and attach supporting documentation for exemption . For example , in order to be exempt pursuant to a
collective bargaining agreement, a signed collective bargaining agreement must be attached.
(a) __ _
(b) __ _
(c) __ _
(d) __ x_
(e) __ _
contractor is a government agency and is exempt
contractor is a City grantee and is exempt
contractor is a non-profit corporation and is exempt
contractor is an employer whose employees are covered by a bona fide collective
bargaining agreement where the waiver is explicitly set forth in an agreement in clear
and unambiguous terms
cont ractor is a corporation providing banking services
The undersigned , on behalf of himself or herself individually and on behalf of his or her business or
organization , hereby certifies that he or she is fully aware of Santa Monica's Living Wage Ordinance (LWO),
and the applicability of the LWO , and the applicability of the subject contract, as determined herein. The
undersigned further agrees to be bound by all terms of the LWO, as mandated in all sections of Santa
Monica Municipa l Code, Chapter 4 .65. If, at any time during the term of the contract, the answers to the
questions posed herein change so that Contractor would be subject to the LWO, Contractor will promptly
notify the Director of Finance in writing. Contractor further understands and agrees that the failure to comply
with the LWO, this certification, or the terms of the Contract as it applies to the LWO, shall constitute a
default of the Contract , which shall be grounds for termination. City shall have the right to examine all books
and records of the Contractor as they relate to compliance with the LWO. Payroll records shall at a minimum
include the full name of each employee performing labor or providing services under the contract , job
classification, and rate of pay.
These statements are made under penalty of perjury under the laws of the State of California.
Printed Name: _D_a_r_r_en_V_e_l_tz ___________ Title: ___ C_F_O _________ _
Signature: __ D_\,._."'----~Vz __ -z ___________ Date : 5/16/ 18
Contractor: Superior Pavement Markings INc Bid Number (if applicable): ___ _
Service Description:
On-Call Signage And Striping
Page 16
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public official from receiving, and a person or entity from conferring, specified
personal benefits or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists for persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
information must be updated and supplied every 12 months.
Page 17
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles
and maintains certain information. That information includes the name of any person or persons
who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an
individual person, the information includes the name of every person who is: (a) trustee, (b)
director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.
Public benef its include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month
period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12-
month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month
period;
5. Land use variance, special use permit, or other exception to an established land use plan,
where the decision has a value in excess of $25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-month
period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-month
period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit #
___________________________
Kimley-Horn and Associates, Inc.
See attached list
Darren S. Adrian, P.E.Vice President
Signature: ______________________________________ Date: ___July 17, 2018_____
darren.adrian@kimley-horn.com 714-939-1030
KIMLEY-HORN AND ASSOCIATES, INC. DIRECTORS AND OFFICERS
(Kimley-Horn and Associates, Inc. is wholly owned by Associates Group Services, Inc.)
Name
Brooks H. Peed Executive Vice President/Chairman
John C. Atz President/CEO/Director
Richard N. Cook Senior Vice President/Secretary
David L. McEntee Vice President/Treasurer/Assistant Secretary
Directors
John C. Atz President/CEO/Director
Barry L. Barber Executive Vice President/Director
Derrick B. Cave Senior Vice President/Director
Nicole M. Kerry Senior Vice President/Director
Steven E. Lefton Senior Vice President/Director
Terence T. Murphy Executive Vice President/Director
H. Dean Penny Senior Vice President/Director
Michael G. Schiller Executive Vice President/Director
Christopher A. Squires Senior Vice President/Director
G. Bradbury Tribble Senior Vice President/Director
Deborah L. Wilson Senior Vice President/Director
Mark S. Wilson Director
Tammy Flanagan President/CFO
Rev. 05/14
REFERENCE:
Agreement No. 10730 -
10732
(CCS)