City Council
Report
City Council Meeting: May 14, 2024
Agenda Item: 5.I
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Rick Valte, Public Works Director, Public Works Department Subject: Award Construction Contract to Environmental Construction, Inc. for Pedestrian Improvements at Six Schools Project
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 and Section 15311 of the California Environmental Quality Act (CEQA) Guidelines and Section 21080.25 of CEQA;
2. Award Bid #SP2649 to Environmental Construction, Inc., for the construction of the Safe Routes to Schools: Pedestrian Improvements at Six Schools Project for the Public Works Department;
3. Authorize the City Manager to negotiate and execute a contract with Environmental Construction, Inc., in an amount not to exceed $ 3,545,430 (including a 10% contingency);
4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority; and
5. Authorize budget amendment as outlined in the Financial Impacts & Budget Actions section of this report (requires 5 votes).
Summary
Santa Monica has a longstanding dedication to ensuring and enhancing roadway safety for all users that is reflected in the adoption of the Bike Action Plan, Pedestrian Action Plan, and Vision Zero commitments. Since 2012, the City has advanced Safe Routes to School programming and infrastructure projects with a particular focus on promoting and protecting the over 33% of student and parents that walk and bike to school daily.
The Safe Routes to School: Pedestrian Improvements at Six Schools Project (Project) 2 of 7
was established to help achieve the Mobility Division’s Complete and Connected goal and Vision Zero goals. This Project would improve safety for students, parents, and faculty who walk and bike to school by enhancing access and safety conditions surrounding McKinley Elementary, Edison Language Academy, Santa Monica Alternative Schoolhouse, John Muir Elementary, Franklin Elementary, and Grant Elementary. Staff recommends Environmental Construction, Inc. to provide construction services in an amount not to exceed $3,545,430, including a 10% contingency. The Project would be funded by Gas Tax, Miscellaneous Grant (Transportation Development Act Article III), and Special Revenue Source (Vision Zero & Mobility) Funds.
Discussion
Council formally established the City’s Safe Routes to Schools (SRTS) program in 2012 (Attachment A) in response to growing community interest in walking and bicycling to schools. The SRTS program aims to make taking active transportation to school a customary part of everyday life by focusing on infrastructure improvements at conflict zones within a quarter mile of the City’s K-12 schools.
In spring 2017, as part of the SRTS program, staff conducted walk audits in partnership with students, parents, and faculty at six schools: McKinley Elementary, Edison Language Academy, Santa Monica Alternative Schoolhouse (SMASH), John Muir Elementary, Franklin Elementary, and Grant Elementary. The audits involved a walking tour of key access routes to and from each of the schools. Audit participants then identified safety concerns and developed an improvement plan for each school to address barriers to walking and biking. The resulting SRTS Walk Audit Report in October 2018 outlined recommendations for enhancements such as curb extensions, crosswalk improvements and signage enhancements.
On November 12, 2019, Council awarded a Professional Services Agreement with Stantec Consulting Services Inc. (Attachment B) for transportation planning and engineering design services to create construction documents for the communityidentified pedestrian improvements around the six school campuses. 3 of 7
Improvements to be installed as a part of the Project would include new curb extensions, curb ramp upgrades and sidewalk improvements, new or improved crosswalks, installation of rectangular rapid flashing beacons (RRFBs), pavement markings and signage enhancements, enhanced bicycle accommodations, and modifications to on-street parking and short-term loading signage to better facilitate school pick-up and drop-off needs.
Contractor Selection
Bidder Recommendation
Best Bidder Environmental Construction, 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; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.180
Submittals Received
Environmental Construction, Inc. $ 3,223,118.00
PALP Inc. dba Excel Paving Company $ 3,374,782.00
Access Pacific, Inc. $ 3,649,355.00
Hardy & Harper, Inc. $ 3,825,000.00
Bid Data
Date
Posted
Posted On Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date
Publicly
Opened
02/27/2024 City's Online
Bidding Site
Santa Monica Daily Press 68 03/21/2024
Best Bidder Justification
Staff recommends Environmental Construction, Inc., the lowest bidder, as the best bidder when evaluating bid price, previous similar project experience, and completion of past projects for the City of Los Angeles, County of Los Angeles, and the City of Beverly Hills.
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Public Outreach
Construction is expected to begin in August 2024, and last for 20 months. City staff has been communicating the high-level project schedule with the School District. A preliminary notice was provided to the residents at those locations with new curb extensions and curb ramp upgrades.
Before construction begins, City staff would reengage with the wider adjacent community and provide notifications and information of the broad project scope, construction timelines, and sidewalk/parking closures. The engagement would include but is not limited to:
• Direct communication with school principals
• Presentations and notices to school Parent Teacher Associations • Notices included in school Principal email newsletters • Notices delivered to adjacent properties
• Presentations and notices to neighborhood groups
• Notices posted at construction locations
In addition, prior to and during construction, City staff and the contractor would distribute notifications to adjacent properties detailing location-specific project scope, construction schedule, and traffic closures. Periodic updates would be provided, as necessary on the project website. Social media would be utilized to notify the public about general construction updates.
Environmental Review
The project is categorically exempt from CEQA pursuant to Section 15301 and Section 15311of the CEQA Guidelines and Section 21080.25 of CEQA. Section 15301 (Class 1 - Existing Facilities) 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.
Section 15311 (Class 11 - Accessory Structures) exempts the construction, or replacement of minor structures accessory to (appurtenant to) existing commercial, 5 of 7
industrial, or institutional facilities, including but not limited to seasonal or temporary use items in generally the same locations from time to time in publicly owned parks, stadiums, or other facilities designed for public use. Additionally, Section 21080.25 of CEQA states that CEQA does not apply to pedestrian and bicycle facilities that improve safety, access, or mobility, including new facilities, within the public right-of-way. This project would include new traffic signals and markings, curb extensions, sidewalks, and curb ramp improvements. The project would not expand or materially change existing City streets or infrastructure. Furthermore, none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2, apply to this exemption.
Therefore, the project is exempt pursuant to Section 15301 and Section 15311 of the CEQA Guidelines, and Section 21080.25 of CEQA.
Past Council Actions
Meeting Date Description
June 12, 2012
(Attachment A)
Council established the Safe Routes to Schools program.
November 12, 2019
(Attachment B)
Council directs City Manager to negotiate and execute a Professional Services Agreement with Stantec Consulting Services Inc. for engineering design services to create construction ready plans for pedestrian improvements
around the six school campuses
Financial Impacts and Budget Actions
Staff seeks authority to appropriate available funds from the Special Revenue Source Fund (Transportation Impact Fee and Transportation Service Enhancement) and from the Miscellaneous Grants Fund (Transportation Development Act Article III local return money).
Approval of the recommended action(s) requires the following budget amendment (five votes):
FY 2023-2024 CIP Budget Amendment
Release Fund Balance Appropriate Funds
Account Number(s) Amount Account Number(s) Amount
10.370332 – Transportation
Impact Fee
$500,000 C1007300.689000 $500,000
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10.366513 – Transportation
Service Enhancement
$500,000 C1007300.689910 $500,000
Transportation Development Act
Article III funds
$241,163 C2007300.689260 $241,163
Total $1,241,163
Staff also seeks authority to award a contract to Environmental Construction, Inc. to provide construction services for the Project using the budget changes proposed for Council approval and previous appropriations in the Gas Tax Fund and Special Revenue Source Fund.
Contract Request
Funding Source FY 2023-24
Request Amount CIP Account # Total Contract Amount
Requested Funds (if appropriated)
Transportation
Impact Fees $500,000 C1007300.689000 - Safe Routes to School - TIF $500,000 Transportation
Service
Enhancement
$500,000 C1007300.689910 - Safe
Routes to School - TSE $500,000
Transportation
Development Act
Article III funds
$241,163 C2007300.689260 - Safe
Routes to School - TDA $241,163
Available Funds (previously appropriated)
Gas Tax Fund $1,485,402 C2607300.689610 -
Safe Routes to School $1,485,402
Transportation
Impact Fees $818,865 C1007600.689000 - Vision Zero & Mobility Projects $818,865 Total $3,545,430
Prepared By: Alisha Flores, Civil Engineer
Approved Forwarded to Council
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Attachments:
A. June 12, 2012 Staff Report (Web Link)
B. November 12, 2019 Staff Report (Web Link)
C. Levine Act Disclosure Form - Environmental Construction, Inc.
D. Oaks Initiative Disclosure Form - Environmental Construction, Inc.
E. Written Comments
F. PowerPoint Presentation