SR 09-11-2018 3D
City Council
Report
City Council Meeting: September 11, 2018
Agenda Item: 3.D
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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
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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
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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.
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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.
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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
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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
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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)