Description: Description: Description: Description: bwwide-R

City Council Report

 

City Council Meeting: June 24, 2014

Agenda Item: 3-I

To:               Mayor and City Council 

From:           Martin Pastucha, Director of Public Works

Subject:        Award Construction Contract for the FY 2013-14 Water Main Replacement Project

 

Recommended Action

Staff recommends that the City Council:

1.  Authorize the City Manager to negotiate and execute a contract with Environmental Assessment and Remediation Management, Inc. dba EAR Engineering, Construction and Support Services, a California-based company, in an amount not to exceed $4,132,341 (includes 15% contingency) for the FY 2013-14 Water Main Replacement Project.

2.  Authorize the Director of Public Works to issue any necessary change orders to complete the work within budget authority.

 

Executive Summary

This project would construct improvements and replace approximately 11,500 feet of aged water main distribution pipelines at various locations throughout the City based on a long-term replacement/upgrade plan for water mains due to age, condition, and capacity demands.  This project also relocates water and treated urban runoff water mains for the future Colorado Esplanade project.  In May 2014, the City solicited bids for construction services associated with the improvements.  Six bids were received and opened on May 29, 2014.  Staff recommends Environmental Assessment and Remediation Management, Inc. dba EAR Engineering, Construction and Support Services as the best bidder for the FY 2013-14 Water Main Replacement project at a cost not to exceed $4,132,341.

 

An after-hours construction permit would be obtained to allow replacement of water mains along Olympic Boulevard and tie-ins of new water mains during the project between the hours of 8 p.m. and 8 a.m., excluding weekends.

 

Background

The City of Santa Monica’s water utility provides water to all residents and businesses throughout the City.  The mission of the City’s water utility is to deliver a dependable supply of safe, quality water to customers in an efficient and publicly responsible manner.  Each year, the City Council appropriates $3,500,000, approximately 11% of the Water Enterprise Fund, to the Water Main Replacement Program to maintain this infrastructure. Appropriated amount is based on estimated cost to replace approximately 9,000 linear feet of pipeline annually.

 

On December 17, 2013, Council authorized an agreement with Cannon Corporation to provide engineering design services, develop construction documents and provide engineering support during the construction phase for the FY 2013-14 Water Main Replacement project.  Cannon completed the construction plans and specifications for the project.

 

Discussion

The proposed Water Main Replacement project consists of three projects with separate funding sources.

 

Project 1 would construct approximately 2,000 linear feet of new 12-inch diameter water main along Olympic Boulevard between 26th Street and Stewart Avenue.  The new water main would complete a loop, improving pressure along the segment and would provide five new fire hydrants along the future EXPO Light Rail Bergamot Station as part of the agreement with Los Angeles County Metropolitan Transit Authority.

 

Project 2 would replace old cast iron water mains and construct approximately 8,300 linear feet of new Polyvinyl chloride (PVC) type water mains; replace and construct new valves; and renew residential and commercial water meters. Pipeline in Project 2 installed in the 1920’s and 1940’s are reaching the end of their 100-year useful lifespan. Project 2 includes the following locations:

·       Olympic Boulevard from 12th Court to Lincoln Boulevard

·       Lincoln Court from Olympic Boulevard to Colorado Avenue

·       Olympic Boulevard (north side) from 17th Street to 19th Street

·       Olympic Boulevard (south side) from 17th Street to 20st Street

·       17th Court from Olympic Boulevard to I-10 Freeway

·       18th Court from Olympic Boulevard to I-10 Freeway

·       Pennsylvania Avenue from 20st Street to 22nd Street

·       Euclid Court from California Avenue to Wilshire Boulevard

·       16th Court from Broadway to Santa Monica Boulevard

·       20th Court from Wilshire Boulevard to Arizona Avenue

·       Ocean Avenue from California Avenue to Wilshire Boulevard (southbound parking lane)

 

Because the majority of Project 2 is located in the commercial and medical districts of the City, shutdown to tie in new water mains would have to be performed at night between the hours of 8 p.m. and 8 a.m., for the duration of the project, except for weekends. All of the impacted locations would have continued water services throughout the project, except during the service tie-ins one time interruption would occur between 8 p.m. and 8 a.m.  Night work would prevent day-time traffic congestions and water service interruptions.  An after-hours construction permit would be obtained by the contractor for the work along Olympic Boulevard and tie-ins of new water mains contingent on satisfying notification requirements per Santa Monica Municipal Code 4.12.110, which requires notification to persons occupying property within a perimeter of 500 feet of the proposed construction activity.

 

Project 3 would relocate approximately 1,200 linear feet of treated urban runoff water main and 200 feet of water main to facilitate the tight construction schedule for the future Colorado Esplanade project. 

 

Contractor Selection

In May 2014, the City published Notices Inviting Bids for the FY 2013-14 Water Main Replacement project.  The bid was posted on the City’s online bidding website and notices were advertised in the Santa Monica Daily Press in accordance with the City Charter and Municipal Code provisions.  Twenty vendors downloaded the Notice Inviting Bids.  The City Clerk’s office received six sealed bids which were publicly opened by the Deputy City Clerk on May 29, 2014. 

The bid results are as follows: 

 

Bidder

Location

Bid Amount

EAR Engineering, Construction & Support

Riverside, CA

$    3,593,340

MNR Construction, Inc.

Baldwin Park, CA

$    3,905,500

Colich & Sons L.P.

Gardena, CA

$    4,301,820

Mike Prlich & Sons, Inc.

Baldwin Park, CA

$    4,389,437

Williams Pipeline Contractors, Inc.

Somis, CA

$    4,556,700

JA Salazar Construction & Supply Corp.

La Habra, CA

$    5,153,900

Engineering Estimate

 

$    3,500,000

 

The bids were reviewed by Public Works staff and evaluated based on price, understanding of the project’s scope, direct experience on similar projects, approach to the work, technical competence, qualifications of the proposed staff, and the ability to meet the desired time frames.

 

EAR Engineering, Construction & Support, located in Riverside, CA, is recommended as the best bidder based on the price, prior experience and successful completion of similar projects, and compliance with City specifications.  Staff contacted references provided by EAR Engineering, Construction & Support for water main replacement projects at the Cities of Downey, Corona and Jurupa Valley, Vandenberg Air Force Base, California and Presidio of Monterey, California.  All reference agencies reported that work was completed in a timely and cost-efficient manner while maintaining consistent quality.  Staff also verified with the Contractor’s State License Board that EAR Engineering, Construction & Support’s license is current, active, and in good standing.

 

Construction Management and Public Outreach

Construction management and public outreach for this project would be provided by City staff.  Construction management would include inspecting the contractor’s work during construction, verifying and documenting field changes and unforeseen conditions, monitoring and mitigating impacts as a result of the construction activities, attending contractor’s safety meetings, attending periodic progress meetings, and maintaining all necessary inspection documentation relevant to the work conducted during construction. 

 

Currently, monthly stakeholder meetings are held to coordinate and plan all construction projects in Downtown Santa Monica.  Project specific outreach campaign including one-on-one coordination with impacted businesses and hotels would commence in July and continue throughout the project.

 

Additional public outreach would include notifications on the scope of the project, potential impacts including night work, and schedule of additional periodic updates, weekly updates on the City’s “Know Before You Go” (aka KBUG) website and in the Santa Monica Daily Press.  For work requiring temporary closures or detours on major roads, highly visible electronic changeable message signs would be placed at strategic locations one-week prior to the planned work to notify the travelling public.  Updates regarding the project would be provided on the City’s “Be Excited Be Prepared” website and various social media channels.

 

Properties impacted by the project will receive two construction notices.  The first general notice would be mailed to properties within 500 feet of the proposed work three 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.

 

Construction Schedule

Construction work is tentatively scheduled to begin in September 2014 for a period of approximately five months.  Projects 1 and 3 are required to be completed by November 2014.  Estimated completion date of Project 2 is by February 2015.

 

Financial Impacts & Budget Actions

The contract to be awarded to, EAR Engineering, Construction & Support, is for an amount not to exceed $4,132,341 (including a 15% contingency).  A 15% contingency is recommended for this project due to the nature and likelihood of unforeseen conditions during underground work and trenching operations.  Treated urban runoff water mains are typically covered by wastewater funds.  Funds in the amount of $3,379,140 are available in the FY 2013-14 Capital Improvement Program budget and funds in the amount of $753,201 are included in the proposed FY 2014-15 Capital Improvement Program budget in the following accounts.  Future funding is contingent upon Council approval and budget adoption.

 

Account Number

Description

FY 2013-14

FY 2014-15

C259043.589000

Water Main Replacement – Olympic Loop

$               0

$    596,229

C250136.589000

Water Main Replacement by Contractor

$  2,816,717

$              0

C259040.589000

Valve Study and Valve Replacements

$     228,000

$              0

C257040.589000

Colorado Avenue Esplanade Water Mains

$     159,423

$              0

C317040.589000

Colorado Avenue Esplanade Wastewater Improvements

$     175,000

$    156,972

 

TOTAL

$  3,379,140

$    753,201

 

Prepared by:  Selim Eren P.E., Civil Engineering

 

Approved:

 

Forwarded to Council:

 

 

 

 

 

 

Martin Pastucha

Director of Public Works

 

Rod Gould

City Manager

 

 

Attachment: 1 – Water Main Replacement Project Map