City Council
Report
City Council Meeting: June 14, 2022
Agenda Item: 3.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Award Construction and Construction Management Contracts for Annual Wastewater Main Replacement Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2638 to Steve Bubalo Construction Company to provide construction services for the FY 2020/21 Annual Wastewater Main Improvements Citywide Project (Project) for the Public Works Department;
2. Authorize the City Manager to negotiate and execute a contract with Steve Bubalo Construction Company in an amount not to exceed $4,103,895 (including a $535,290 contingency);
3. Authorize the Director of Public Works to issue any necessary change orders with Steve Bubalo Construction Company to complete additional work within contract authority;
4. Award RFP #SP2638 to Berg and Associates Inc. for construction management services for the Project;
5. Authorize the City Manager to negotiate and execute a contract with Berg and Associates Inc. to provide construction management services for the Project in an amount not to exceed $230,000.
Summary
The City of Santa Monica has a 100 year replacement timeline for all City water and wastewater mains to ensure the safe and reliable delivery of potable water. The Annual Wastewater Main Replacement Citywide Project (Project) reduces maintenance needs and upgrades the capacity of wastewater mains throughout the City. This year, the Project would replace approximately 5,424 linear feet of sewer main, add lining to 3,495 linear feet of sewer main, and replace 475 service laterals. Pipelines identified for replacement and rehabilitation are selected based on age, condition, capacity demands, 2 of 6
and maintenance history. The Project would also construct two new maintenance access structures and rehabilitate four maintenance access structures. Staff recommends Steve Bubalo Construction Company to provide construction services for the Project in an amount not to exceed $4,103,895 (including a 15% contingency) and Berg and Associates, Inc. to provide construction management services for the same project, in an amount not to exceed $230,000. This project is funded by the City’s Wastewater Fund, dedicated to supporting the maintenance and operations of the City’s Wastewater utility services.
Discussion
The Water Resources Division operates and maintains an extensive sanitary sewer collection system including approximately 150 miles of wastewater pipelines. In 2017, City Council approved a Sanitary Sewer System Master Plan (SSSMP). The SSSMP evaluated sewer collection system infrastructure (sewer system) data including age, pipe condition, capacity demands, and maintenance needs, which provides the City with a tool for planning sewer system improvements. Information from the SSSMP combined with video and visual inspection records by City sewer maintenance personnel are used to identify areas of the sewer system that require rehabilitation and upgrade.
The Project includes improvements at selected areas based on the highest priority deficiencies in the sewer system. The proposed improvements consist of replacing substandard 6-inch and 8-inch diameter pipe with new 8-inch diameter pipe, and replacing, constructing new, or rehabilitating/repairing access structures to enable adequate and reliable future sewer maintenance activities. The Project also implements cured-in-place pipe lining and rehabilitation of existing mainline pipes to substantially extend their lifecycle.
Vendor Selection - Construction/Rehabilitation
Staff recommends awarding the construction contract to Steve Bubalo Construction Company, the lowest and best bidder.
Bidder Recommendation
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Bid Data
Date Posted Posted On Advertise in (City Charter
& SMMC)
Vendors
Downloaded
Publicly
Opened
03/17/2022 City’s Online
Bidding Site
Santa Monica Daily Press 66 04/18/2022
Best Bidder Justification
Staff recommends Steve Bubalo Construction Company, the lowest bidder as the best bidder on price and completion of recent projects for the City of Los Angeles, Department of Water and Power, Los Angeles International Airport, City of Los Angeles Metropolitan Transportation Authority, Los Angeles County Sanitation Department and the City of Santa Monica.
Vendor Selection - Construction Management Services
Staff recommends awarding the construction management services contract to Berg and Associates, Inc. (Berg) who would be responsible for coordinating weekly progress meetings, reviewing contractor materials and submittals, observing the construction contractor’s work to ensure construction adheres to project design plans and specifications, answering contractor questions in the field, preparing daily reports, capturing and maintaining progress photos, coordinating various City departments, distributing construction notifications, and addressing questions or concerns from the public. Berg was selected from an approved shortlist of pre-qualified construction management firms, created by way of a Request for Qualifications process conducted in 2019. Berg submitted a proposal in response to an RFP for the Project and was determined to be the best bidder of the three proposals received.
Best Bidder Steve Bubalo Construction Company
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
Colich and Sons, LP $ 5,198,295 Gentry General
Engineering
$4,056,401
Mike Perlich and Sons,
Inc.
$ 4,284,317 Steve Bubalo
Construction Co.
$3,568,605
Vasilj, Inc $ 3,907,030
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Pre-Qualified Vendors
Arcadis Berg and Associates, Inc. Willdan Engineering MNS Engineering Cannon Engineering
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
RFQ 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 based on the above criteria and the top five were recommended as best qualified firms for underground utility category.
Bidder Recommendation
Best Qualified Firm
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
RFPs Proposals Received
MNS Engineers Willdan Engineering Berg and Associates, Inc.
RFP Data
Date Posted Posted On # of Vendors
Downloaded
Date Publicly
Opened
03/31/2022 Directly emailed to 5 Pre-qualified Firms 5 04/18/2022 Justification to Award
Three firms submitted a proposal for construction management 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. 5 of 6
Community Outreach
Construction is expected to begin between September and December 2022 and last for 12 months. Prior to and during construction, City staff and Berg’s staff would distribute notifications to adjacent properties, 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.
Properties impacted by the project would receive a construction notice. The notice would be hand-delivered to properties adjacent to the proposed work one to two weeks prior to the start of construction 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.
Environmental Review
The Project is categorically exempt pursuant to Section 15302 (Class 2 - Replacement/Reconstruction) of the CEQA Guidelines. Section 15302 provides exemption for a class of projects involving the replacement/reconstruction of existing facilities, including the replacement of existing utility systems involving negligible or no expansion of capacity. The project would replace approximately 5,424 linear feet of existing wastewater mains that are aging and inadequate. The project would not significantly increase the existing capacity. In addition, none of the exceptions specified in Section 15300.2 of CEQA Guidelines would apply that would preclude the use of this CEQA exemption: the Project site is not located in a sensitive environment; the Project will not have a significant effect on the environment; the Project would not damage scenic resources; the Project would not be located on a hazardous waste site; and the Project would not cause a change to a historical resource. 6 of 6
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Wastewater Fund to award contracts to Steve Bubalo Construction Company and Berg and Associates, Inc. for construction and construction management services, respectively, for the FY 2020/21 Annual Wastewater Main Replacement Project. Funds are available in the FY 2021-22 CIP Budget and included in the FY 2022-24 CIP Proposed Budget. Future year funding is contingent on Council budget approval.
Steve Bubalo Construction Company Contract Request - Construction Amount CIP Account # Total Contract Amount
$4,103,895 C5104860.689000 $4,103,895
Total $4,103,895
Berg and Associates, Inc. Contract Request - Construction Management Amount CIP Account # Total Contract Amount
$230,000 C5104860.689000 $230,000
Total $230,000
Prepared By: Tom Shahbazi, Civil Engineer
Approved Forwarded to Council
Attachments:
A. Berg Oaks Initiative Disclosure Form
B. SBCC-Oaks_Initiative_Disclosure Form