City Council
Report
City Council Meeting: October 10, 2023
Agenda Item: 5.F
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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 Fiscal Year 2023-2024 Annual Street Paving and Sidewalk Repair Project Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 of the California Environmental Quality Act (CEQA) Guidelines.
2. Award Bid #SP2680 to Sully-Miller Contracting Company for construction services for the Fiscal Year 2023-2024 Annual Street Paving and Sidewalk Repair Project for the Public Works Department.
3. Authorize the City Manager to negotiate and execute a contract with Sully-Miller Contracting Company in an amount not to exceed $2,853,346 (including a 10% contingency).
4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.
5. Award Request for Proposals (RFP) #SP2680 to PSOMAS to provide construction management, observation, and material testing services for the FY 2023-24 Annual Street Paving and Sidewalk Repair Project and the Street Lighting Modernization Program - Package 3 Project for the Public Works Department.
6. Authorize the City Manager to negotiate and execute a contract with PSOMAS in an amount not to exceed $600,000.
Summary
The FY 2023-24 Annual Street Paving and Sidewalk Repair Project (Project) would repair and repave Neilson Way from the southern city limit to Pacific Street and Michigan Avenue from Cloverfield Boulevard to the Bergamot Station Arts Center, and repair sidewalks along Main Street and Montana Avenue. The Project would include asphalt concrete paving, dig-outs at severely cracked locations, traffic signing and 2 of 7
striping improvements, and concrete repairs to sidewalks, curb ramps, curbs, and gutters. Staff recommends Sully-Miller Contracting Company to provide construction services in an amount not to exceed $2,853,346 (including a 10% contingency). Staff also recommends PSOMAS to provide construction management and observation services for the FY 2023-24 Annual Street Paving and Sidewalk Repair Project and Street Lighting Modernization Program – Package 3 Project in an amount not to exceed $600,000 (no contingency).
Discussion
Street Paving Improvements
The Project would repave and install signing and striping improvements on Neilson Way, from the southern city limit to Pacific Street, and on Michigan Avenue, from Cloverfield Boulevard to the Bergamot Station Arts Center. The Project would grind and repave the roadway. Severely deteriorated pavement would be removed and replaced by a new structural section before repaving. After repaving, new signing and striping improvements would be installed to meet current City standards.
Sidewalk Repairs
The Project would repair concrete sidewalks, curbs, and gutters along Main Street and Montana Avenue. Repair locations were identified in the annual sidewalk inspection performed by the Engineering & Street Services Division of Public Works. In addition, concrete curb ramps would be removed and replaced at ten locations along Neilson Way and Michigan Avenue.
Construction Management and Observation Services
The recommended firm would provide construction management and observation services for two projects, FY 2023-24 Annual Street Paving and Sidewalk Repair Project and Street Lighting Modernization Program – Package 3 Project. The firm would be responsible for conducting weekly progress meetings, reviewing contractor material submittals, coordinating materials testing and inspections, observing the work of the construction contractor to ensure construction adheres to project design plans 3 of 7
and specifications, answering contractor questions in the field, verifying contractor invoices, preparing daily reports, capturing and maintaining progress photos, coordinating work with various City departments, distributing construction notifications, and addressing questions or concerns from the public. With a significant number of City projects currently in construction, City staff does not have the capacity to inspect and manage the construction of these two larger scale projects, which requires full-time oversight.
Vendor Selection
Construction Services
Bidder Recommendation
Best Bidder Sully-Miller Contracting 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; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.180
Bid Data
Date
Posted Posted On Advertise In (City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
7/11/2023 City's Online
Bidding Site
Santa Monica Daily
Press
40 8/10/2023
Submittals Received
Sully-Miller Contracting Company $2,593,951.05
Hardy & Harper, Inc. $2,610,000.00
PALP Inc. dba Excel Paving Company $2,844,954.20
All American Asphalt $2,986,053.71
Onyx Paving Company, Inc. $3,030,000.00
Best Bidder Justification
Staff recommends Sully-Miller Contracting Company, the lowest bidder, as the best bidder when evaluating bid price, previous paving project experience, and completion of past projects for the City of Santa Monica.
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Construction Management and Observation Services
RFQ Information
Prequalified Firms Berg and Associates, Inc., MNS Engineers, Inc., Psomas, TRC Engineers, Inc., and Willdan Engineering
Evaluation Criteria Training/credentials/experience, competence/skill, capacity/ability to perform services promptly, sufficiency of financial/other resources, character/reputation, and 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
9/25/2019
City's
Online
Bidding Site
Santa Monica Daily
Press 110 29 10/24/2019
RFP Information
Best Qualified Firm PSOMAS
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; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.190
Proposals Received
Berg & Associates
PSOMAS
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RFP Data
Date
Posted Posted On VendorsDownloaded
Date
Opened
8/8/2023 Directly solicited from 4 Pre-Qualified Firms 3 8/22/2023 Justification to Award
PSOMAS is recommended to provide construction management and observation services from a shortlist of pre-qualified construction management firms. The shortlist was created by way of the Request for Qualifications (RFQ) process in which proposals were evaluated by staff from the Engineering and Street Services Division.
Two firms submitted proposals in response to the RFP for construction management and observation services. The proposals were evaluated by staff from Engineering and Street Services Division. 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.
Public Outreach
Construction is expected to begin in early 2024 and last for eight to ten months. Prior to and during construction, City staff and the contractor would distribute notifications to adjacent properties detailing the project scope, construction schedule, and potential impacts. Periodic updates would be provided, as necessary. Social media would be utilized to notify the public about general construction updates.
Environmental Review
The Project is categorically exempt as a Class 1 exemption pursuant to Section 15301 of the CEQA Guidelines, which exempts the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. This project would repave existing City streets and repair existing concrete sidewalks, curbs, and gutters. The project would not expand or materially change existing City streets or infrastructure. Furthermore, none of the 6 of 7
exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2, apply to this exemption.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Gas Tax, Miscellaneous Grants, Water, and Wastewater Funds to award a contract with Sully-Miller Contracting Company to provide construction services for the FY 2023-24 Annual Street Paving and Sidewalk Repair Project.
Contract Request
FY 2023-24
Request Amount CIP Account # Account Description Total Contract Amount $1,921,208 C2604600.689610 RMRA $1,921,208
$432,138 C2008500.689000 Annual Paving Program Grant $432,138 $250,000 C5004600.689000 Water Fund $250,000
$250,000 C5104600.689000 Wastewater Fund $250,000
Total $2,853,346
Staff seeks authority to approve available funding from the Local Return Fund to award a contract with PSOMAS to provide construction management and observation services for the FY 2023-24 Annual Street Paving and Sidewalk Repair Project and Street Lighting Modernization Program – Package 3 Project.
Contract Request
FY2023-24
Request Amount CIP Account # Account Description
Total
Contract
Amount
$300,000 C2704600.689120.21039 Measure R $300,000
$300,000 C2704590.689110 Measure M $300,000
Total $600,000
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Prepared By: Robert Zak, Civil Engineer
Approved Forwarded to Council
Attachments:
A. Oaks Initiative Form - Sully Miller Contracting Company B. Oaks Initiative Form - Psomas