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SR 09-11-2018 3D City Council Report City Council Meeting: September 11, 2018 Agenda Item: 3.D 1 of 3 To: Mayor and City Council From: Susan Cline, Director, Public Works, Civil Engineering Subject: Award Contract for Construction Management and Inspection Services for the Bike Network Linkages to Exposition Light Rail Project Recommended Action Staff recommends that the City Council: 1. Award RFP #SP2390 to Berg & Associates, Inc., a California-based company, for construction management and inspection services for the Bike Network Linkages to Exposition Light Rail Project for the Public Works Department; 2. Authorize the City Manager to negotiate and execute an agreement with Berg & Associates, Inc. in an amount not to exceed $205,162 for one year; and 3. 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 consists of installing green - painted lane markings, video detection at traffic signals, and bike racks at numerous locations in the City (Attachment A). Because it is a federally funded project, a more extensive level of construction oversight is needed. Staff recommends awarding an agreement with Berg & Associates, Inc. for construction management and inspection services, including traffic control support and public communications, in an amount not to exceed $205,162. Discussion Construction management and inspection services are necessary for the Bike Network Linkages to Exposition Light Rail Project. As a federally funded project, the Bike Network Linkages to Exposition Light Rail Project requires a more extensive level of oversight that staff does not have the capacity to provide. Additionally, it is industry best practice to contract with a consultant that has federal construction management and 2 of 3 inspection experience for a project of this magnitude. Staff expects these services to continue through May 2019 if the recommended action is approved. Construction management and inspection services would include inspecting the construction contractor’s work, ensuring that the construction contractor adheres to approved plans and specifications, traffic control detours, providing daily activity reports and material and testing logs, verifying and documenting field changes and unforeseen conditions, monitoring and mitigating impacts as a result of construction activities, attending the contractor’s safety and progress meetings, providing photo documentation, and maintaining all necessary inspection documentation relevant to the construction work. Additionally, the construction management services would include public outreach, maintaining proper records for federally-funded projects, and overall project management. Past Council Actions 07/24/18 (Attachment A) Awarded Construction Contract for Bike Network Linkages to Exposition Light Rail Project Vendor Selection RFP Data RFP Posting Date RFP Posted On RFP Advertised In (City Charter & Municipal Code) # of Vendors Downloaded # of Submittals Received Date Publicly Opened 08/02/2018 City's Online Bidding Site Santa Monica Daily Press 61 3 8/23/2018 Financial Impacts and Budget Actions Justification to Award Based on this criteria and criteria in SMMC 2.24.073, staff recommends Berg & Associates, Inc. as the best qualified firm to provide construction management and inspection services based on the vendor’s experience in managing federally funded projects, the vendor’s innovative and efficient approach to managing this project, and positive responses from their references. Selection Criteria Municipal Code SMMC 2.24.073 Evaluation Criteria Understanding of the work to be done, experience with similar kinds of work, quality of staff for work to be done, capability of developing innovative or advanced techniques, familiarity with state and federal procedures, financial responsibility, demonstrated technical ability. RFPs Received GK& Associates Berg & Associates, Inc. Willdan 3 of 3 Staff seeks authority to award an agreement with Berg & Associates, Inc. for construction management and inspection services. Agreement Request FY 2018-19 Budget CIP Account # Total Contract Amount C2005120.689000 (Grant Funds) $123,097.00 C2705120.689130 (Local Return) $82,065.00 Total $205,162.00 Prepared By: Jason Hoang, Civil Engineering Associate Approved Forwarded to Council Attachments: A. July 24, 2018 Staff Report B. Berg & Associates Oaks Initiative Disclosure Form 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 CITY OF SANTA MONICA OAKS INITI ATIVE 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 off icial from receiving, and a person or entity from conferring, specified personal benef its 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 f or 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 inf ormation must be updated and supplied every 12 months. 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 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: 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: __________________________ Signature: ______________________________________ Date: ________________ Email: ____________________________________ Phone: ____________________ FOR CITY USE ONLY: Bid/PO/Contract # ____________________________ Permit # ___________________________ Berg & Associates, Inc. Deborah Berg Deborah Berg Deborah Berg President/CEO 09.04.2018 deborah@bergcm.com 310-548-9292 REFERENCE: Agreement No. 10747 (CCS)