SR 12-15-2020 3B
City Council Report
City Council Meeting: December 15, 2020
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Engineering and Street Services
Subject: Award Construction Contract for SP2614 to Colich and Sons L.P. and Berg
and Associates Inc. for Annual Water Main Replacement Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #2614 to Colich and Sons L.P., to provide construction services for
the Annual Water Main Replacement Project for the Public Works Department;
2. Authorize the City Manager to negotiate and execute a contract with Colich and
Sons L.P. in an amount not to exceed $5,035,884 (including a 15% contingency);
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority;
4. Award RFP #2614 to Berg and Associates Inc. for construction observation
services for the Annual Water Main Replacement Project; and
5. Authorize the City Manager to negotiate and execute an agreement with Berg
and Associates, Inc. in an amount not to exceed $330,000.
Summary
To maintain the safety and reliability of the City’s water supply to Santa Monica homes
and businesses, pipelines nearing the end of their useful lives require replacement. As
part of the Annual Water Main Replacement Project (Project), the Water Resources
Division routinely replaces approximately 10,000 linear feet of water main, typically
focusing on the oldest segments of the water supply network, to safeguard against
water leaks and water main failures. Staff recommends Colich and Sons, L.P. to provide
construction services for the Project in an amount not to exceed $5,035,884 (including a
15% contingency). Staff also recommends Berg and Associates, Inc. to provide
construction observation services for the same project, in an amount not to exceed
$330,000. This project is funded by the City’s Water Fund, dedicated to supporting the
maintenance and operations of the City’s Water utility services.
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Discussion
The City operates and maintains 205 miles of water distribution mains with pipe
sizes ranging from six to 36 inches in diameter. The water distribution system
consists of transmission main lines, distribution main lines, fire service lines,
service laterals, water meters, valves, and fire hydrants. Over time, the useful life
of all these components diminishes due to age, soil conditions, and corrosion
buildup. The City’s approach to optimal maintenance of water distribution mains is
to replace 10,000 linear feet of pipe each fiscal year to meet the 100-year
replacement cycle recommended by the Sustainable Water Master Plan adopted
by Council in October 2014.
The Project would replace 9,645 linear feet of water mains, 199 domestic service lines
and meters, 17 fire hydrants, 52 water valves, and three water sampling stations in the
following street segments:
Street Name From To
San Vicente Boulevard 4th Street 7th Street
4th Street San Vicente Boulevard Georgina Avenue
7th Street San Vicente Boulevard Georgina Avenue
9th Court Carlyle Avenue Marguerita Avenue
18th Court Delaware Avenue Pico Boulevard
2nd Street Hill Street Ashland Avenue
Hill Street Main Street 2nd Street
6th Street Ocean Park Boulevard Pier Avenue
Raymond Avenue 4th Street 7th Street
Adelaide Drive Ocean Avenue 1st Court
1st Court Adelaide Drive Alley
Adelaide Place 7th Street End
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This project would also replace an existing vault structure, piping, and valve at the City’s
Water Treatment Plant.
Bidder Recommendation
Best Bidder Colich and Sons, L.P.
Evaluation Criteria
Price; the quality of the material or services offered; the ability, capacity and
skill of the bidder to perform or provide services; the capacity of the bidder to
perform the contract or provide the service promptly, within the time
specified, and without delay or interference; the sufficiency of the bidder’s
financial resources; the character, integrity, reputation, judgment, training,
experience and efficiency of the bidder; the ability of the bidder to provide
such future maintenance or service as may be needed; any other factor that
will further the intent set forth in Section 608 of the City Charter. The City
shall have absolute discretion in determining the applicability and weight of
the criteria listed above.
The City is not required to select the bid with the lowest price.
Municipal Code SMMC 2.24.180
Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded Date Publicly Opened
9/8/2020 City's Online
Bidding Site
Santa Monica Daily Press 50 9/30/2020
Best Bidder Justification
Bids were evaluated based on the criteria in SMMC 2.24.180, including price, previous
experience, ability to deliver a quality work product, and compliance with City specifications.
Colich and Sons, L.P. has completed numerous similar pipeline projects for various agencies
throughout California including a previous City of Santa Monica water main replacement project.
Locally, Colich and Sons, L.P. has provided water and wastewater main replacement services for
the cities of Los Angeles, Vista, Rancho Palos Verdes, Buena Park, Manhattan Beach, and Los
Angeles County Sanitation District. Staff contacted the reference cities, and respondents reported
satisfaction with Colich and Sons, L.P.’s performance.
Vendor Selection – Construction Management
The Construction Management firm would provide construction observation services for
the Project. The observer would oversee and inspect the construction work, ensure it
Submittals Received
GRFCO, Inc. Non-Responsive MNR Construction, Inc $4,954,450
Colich and Sons, L.P. $4,379,030 Steve Bubalo Construction $5,020,700
TE Roberts, Inc. $4,612,250 Dominguez General Engineering,
Inc. $5,159,950
Cedro Construction, Inc. $4,666,322
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adheres to project design plans and specifications, answer contractor questions in the
field, verify quantities on contractor invoices, prepare daily reports, capture and maintain
progress photos, coordinate work with various City departments, distribute construction
notifications, and address questions and concerns from the public. City staff does not
have the capacity to inspect this large-scale construction project, which requires full-
time field oversight.
Berg and Associates, Inc., was selected for this project from an approved shortlist of
construction management firms. The shortlist was created by way of the Request for
Qualifications (RFQ) process, and Berg and Associates, Inc. submitted a proposal as
part of the Request for Proposals (RFP) process and was subsequently selected.
Selection Criteria
Evaluation Criteria
Technical competence, staffing capability, project approach, past
performance, dispute resolution, quality control, cost control,
management services, customer service, and the ability to meet the
required time frame. The City is not required to select the proposal with
the lowest price.
Municipal Code SMMC 2.24.190
RFQual Data
Date Posted Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Submittals
Received
Date Publicly
Opened
09/25/2019 City's Online
Bidding Site
Santa Monica
Daily Press 110 29 10/24/2019
Justification to Short-List
Responding vendors proposals were evaluated and scored base on the above criteria and the
top five were recommended as best qualified firms for underground utility category.
Bidder Recommendation
Best Qualified Person/Firm Berg and Associates, Inc.
Evaluation Criteria Technical competence, staffing capability, project approach, past
performance, dispute resolution, quality control, cost control, management
services, customer service, and the ability to meet the required time frame.
Municipal Code SMMC 2.24.190
Pre-Qualified Vendors
Arcadis Berg and Associates,
Inc. Willdan Engineering MNS Engineering
Cannon Engineering
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Proposals Received
Willdan Engineering MNS Engineering Inc. Berg and Associates, Inc.
RFP Data
Posted On Posted On
Number of Vendors
downloaded
Number of submittals
received
Date Publicly
Opened
09/15/2020 Directly Published to
5 Pre-qualified Firms 5 3 09/30/2020
Justification to Award
Three firms submitted a proposal for construction observation services. Based on the selection
criteria set forth in SMMC 2.24.190, staff recommends Berg and Associates, Inc. as the best
qualified firm to provide construction observation services based on its qualifications, price, the
competence and skill of the staff assigned to this project, and its directly related experience
providing similar services for municipal agencies.
Public Outreach
Public outreach during construction of this project would be provided by the City’s
construction manager. Public outreach would include notifications distributed to
adjacent properties and the surrounding community on the scope of the project,
potential impacts including night work and schedule, with monthly updates on the City’s
“Know Before You Go” (KBUG) website and monthly in a Monday edition of the Santa
Monica Daily Press. Major updates regarding the project would be provided on the
City’s website and various social media channels.
Properties impacted by the project would receive two construction notices. The first
general notice would be mailed to properties adjacent to the proposed work one to two
weeks prior to the start of construction. A second two-day notice 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.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Water Fund to award contracts with
Colich and Sons, L.P. and Berg and Associates, Inc. for construction and construction
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observation services, respectively, for the Annual Water Main Improvements Citywide
Project. Future year funding is contingent on Council budget approval.
Contract Request Construction
FY 2020-21 Budget
Request Amount
CIP Account # Total Contract Amount
$5,035,884 C5004840.689000 $5,035,884
Total Construction $5,035,884
Contract Request – Construction Observation
FY2020-21 Budget
Request Amount
CIP Account # Total Contract Amount
$330,000 C5004840.689000 $330,000
Total Construction Management $330,000
Prepared By: Tom Shahbazi, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. Berg Oaks Initiative Disclosure Form
B. Colich Oaks Initiative Disclosure Form
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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 # ___________________________
3.B.a
Packet Pg. 82 Attachment: Berg Oaks Initiative Disclosure Form (4274 : Award Construction Contract for Annual Water Main Replacement Project)
3.B.b
Packet Pg. 83 Attachment: Colich Oaks Initiative Disclosure Form (4274 : Award Construction Contract for Annual Water Main Replacement Project)