City Council
Report
City Council Meeting: April 12, 2022
Agenda Item: 3.F
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Award Bid #2476 for Construction and Observation Services for the 4th Street Enhancement Project - Phase II
Recommended Action
Staff Recommends that the City Council:
1. Award Bid #SP2476 to Access Pacific, Inc. for construction services for the 4th Street Enhancement Project - Phase II for the Public Works Department;
2. Authorize the City Manager to negotiate and execute a contract with Access Pacific, Inc in an amount not to exceed $1,997,373 (including a $181,579 contingency);
3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority;
4. Award Request for Proposals (RFP) #SP2476 to PSOMAS, to provide construction management, observation, and material testing services for the 4 th
Street Enhancement Project - Phase II;
5. Authorize the City Manager to negotiate and execute a contract with PSOMAS in an amount not to exceed $310,513 (including a $28,228 contingency); and
6. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.
Summary
On January 26, 2016, Council authorized the City Manager to accept $1,613,000 in Active Transportation Program (ATP) state grant funds for the 4 th Street Enhancement
Phase II Project (Project). The 4
th Street Enhancement Phase II Project, which runs
from Colorado Avenue to Olympic Drive, includes various improvements to encourage and increase active modes of transportation, such as walking and biking to the Downtown Santa Monica Expo station. Staff recommends Access Pacific, Inc. to 2 of 7
provide construction services for the Project in an amount not to exceed $1,997,373 (including a 10% contingency), and Psomas to provide construction management, observation, and material testing services in an amount not to exceed $310,513 (including a 10% contingency).
Discussion
The 4
th Street Enhancement Phase II Project (Project) is funded through a combination of Active Transportation Program (ATP) state grant funds and local matching funds.
The purpose of the ATP is to encourage and increase active modes of transportation, such as walking and biking. On January 26, 2016, Council authorized the City Manager to accept $1,613,000 in ATP grant funding for the design and construction of the Project. On May 18, 2018, Council awarded a professional services design contract to Cannon Corporation to develop the construction plans and bidding documents.
The first phase of this Project extended from Broadway to Colorado Avenue, along 4th Street, and was completed in the summer of 2017. This Project is the second phase of improvements and integrates both the previously completed first phase and the Colorado Esplanade. By doing so, a pedestrian-oriented connection to the Downtown Santa Monica Expo terminus station would be created in every direction, helping people more easily reach their destinations. Project improvements include:
• Pedestrian-oriented lighting to enhance visibility and accommodate increased pedestrian volumes;
• Landscaping including Crape Myrtle and Date Palm trees to enhance the pedestrian experience;
• Enhanced pedestrian comfort and safety improvements including up-lighting in tree wells and planters along 4th Street, and an improved freeway bridge guardrail and fencing to buffer pedestrians from freeway noise while preserving view corridors;
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• Improved intersection corners to reduce vehicle turning speeds and enhance the pedestrian experience;
• Reconstructed accessible ramps;
• New north-leg crosswalk with accessible curb ramps, additional roadway markings including bike boxes at the 4th Street and Olympic Drive intersection; and
• Widened sidewalk at the northeast corner of the 4th Street and Olympic Drive intersection to improve the pedestrian travel path and provide an enlarged pedestrian waiting area.
Vendor Selection – Construction
Staff recommends awarding the construction contract to Access Pacific Inc., the lowest and best bidder. Alfaro Communications Construction, Inc., requested to withdraw its bid due to a mathematical error. Staff reviewed their request and determined that it was in the City’s best interest to allow Alfaro to withdraw.
Bidder Recommendation
Best Bidder Access Pacific, Inc.
Evaluation Criteria Price; the ability, capacity and skill of the bidder to perform the services; the capacity of the bidder to perform the contract within the time specified; the sufficiency of the bidder’s financial resources; reputation and experience of the bidder.
Municipal Code SMMC 2.24.180
Submittals Received
Access Pacific, Inc $1,815,793.31 Palp Inc. $2,297,982
Alfaro Communications
Construction, Inc.
Bid withdrawn
Bid Data
Date Posted Posted On Advertise in
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
02/02/2022 City's Online
Bidding Site
Santa Monica Daily Press 76 02/24/2022
Best Bidder Justification
Staff recommends Access Pacific, Inc. the lowest bidder, as the best bidder on price and completion of past projects for the City of Santa Monica, including the North Beach 4 of 7
Trail Improvements and Pedestrian Improvements at Four Schools projects. Access Pacific, Inc. is also constructing ADA sidewalk improvements and bikeway access improvements on two projects for Los Angeles County Department of Public Works and 17th Street/SMC/Expo Bike Path Connection Project for the City of Santa Monica.
Vendor Selection – Construction Management and Observation Services Staff recommends awarding the construction management and observation services contract to Psomas. Psomas would be responsible for coordinating weekly progress meetings, reviewing contractor materials and submittals, coordinating Metro and Caltrans inspections, observing the construction contractor’s work to ensure construction adheres to project design plans and specifications, answering contractor questions in the field, verifying contractor invoices, keeping records and preparing documentation required for Caltrans grant funding, preparing daily reports, capturing and maintaining progress photos, coordinating various City departments, distributing construction notifications, and addressing questions or concerns from the public.
Psomas was selected from an approved shortlist of pre-qualified construction management firms, created by way of a Request for Qualifications process conducted in 2019. Psomas submitted a proposal in response to an RFP for the Project and was determined to be the best bidder of the three proposals received.
Bidder Recommendation
Best Qualified Firm Psomas
Evaluation Criteria Training/credentials/experience, competence/skill, capacity/ability to perform services promptly, sufficiency of financial/other resources, character/reputation, ability to provide future services as needed and price.
Municipal Code SMMC 2.24.190
RFPs Received
Berg and Associates, Inc. Psomas Willdan Engineering
RFP Data
Posted On Posted On
# of Vendors
Downloaded
Date Publicly
Opened
02/02/2022 Directly Published to 4 Pre-Qualified Firms 04 02/17/2022 Justification to Award
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Three firms submitted a proposal for construction management and observation services. Based on the selection criteria set forth in SMMC 2.24.190, staff recommends Psomas as the best qualified firm to provide construction management and observation services based on its qualifications, price, and its directly related experience providing similar services for municipal agencies.
Community Outreach
Construction is expected to begin in late 2022 and last for six to eight months. Prior to and during construction, City staff and Psomas would distribute notifications to adjacent properties, Santa Monica High School, neighborhood groups, and surrounding properties regarding the project scope, construction schedule, and potential impacts, as well as mitigation measures that would be included in the traffic control plan. Periodic updates would be provided as necessary. Social media also would be utilized to notify the public about potential traffic impacts.
Environmental Review
Section 15301 of CEQA Guidelines provides Class 1 exemption for the minor alteration of existing public or private facilities involving negligible or no expansion of use. Section 15303 provides Class 3 exemption for the construction of new small structures. Section 15304 provides Class 4 exemption of minor public or private alterations in the condition of land and/or vegetation. The project would make improvements to existing 4th Street, which would include new restriping/painting, curbs/ramps, lighting, fencing, and landscaping, to provide a better pedestrian and bicycle environment. Therefore, the project qualifies as a Class 1, Class 3, and Class 4 exemption.
In addition, none of the exceptions specified in Section 15300.2 of CEQA Guidelines would apply that preclude the use of this CEQA exemption: The project site is not located in a sensitive environment, would not have a significant effect on the environment, would not damage scenic resources, would not be located on a hazardous waste site, and would not cause a change to historic resources. Therefore, this project is categorically exempt from CEQA.
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Past Council Action
Meeting Description
01/26/2016
(Attachment A)
Council authorized the City Manager to accept $1,613,000 in ATP funding for the design and construction of the Project. 05/08/2018
(Attachment B)
Council authorized the City Manager to negotiate and execute a professional Services agreement with Cannon Corporation to provide design services for the Project.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Miscellaneous Grants, Special Revenue Source, and General Funds to award contracts to Access Pacific, Inc. and Psomas to provide construction and construction management, observation, and material testing services, respectively, for the 4
h Street Enhancement Project – Phase II
Project. Future funding is contingent on Council budget approval.
Access Pacific, Inc. Contract Request - Construction
FY2021-22 Request Amount CIP Account # Total Contract Amount $110,117 C1006220.689000 $110,117
$1,332,700 C2006220.689000 $1,332,700
$165,498 C0106220.689000 $165,498
$389,058 C1007600.689000 $389,058
Total $1,997,373
Psomas Contract Request – Construction Management
FY2021-22 Request Amount CIP Account # Total Contract Amount $310,513 C1006220.689000 $310,513
Total $310,513
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Prepared By: Tom Shahbazi, Civil Engineer
Approved Forwarded to Council
Attachments:
A. January 26, 2016 Staff Report
B. May 8, 2018 Staff Report
C. Oaks Form Access Pacific
D. Oaks Form Psomas