SR-111108-1G~_
City Council Report
City of
Santa Moniea~
City Council Meeting: November 11, 2008
Agenda Item: ~°""~°~
To: Mayor and City Council
From: Lee E: Swain, Director of Public Works
Subject: Annenberg Community Beach House
Recommended Action
Staff recommends that the City Council
1. authorize the City Manager to amend construction contract No. 8652 (CCS) with
Midwest Environmental Control, Inc., for remediation of soil fill material in the
amount of $390,000-plus a contingency amount of $39,000 (10%), in the event
unforeseen conditions should arise, for a new not to exceed amount of
$2,360,513;
2. authorize the City Manager to amend professional services agreement No.
8701. (CCS) with Smith-Emery. Company, for deputy inspection and materials
testing services in the amount of $49,500 including contingency (10%), for a
new not to exceed amount of $197,570; and
3. authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
The site at 415 Pacific Coast Highway is owned by the State of California. Pursuant to
along-term operating agreement with the State, the City of Santa Monica is responsible
for all site improvements, maintenance, and operations. The City has contracted
Midwest Environmental Control, Inc., (MEC) to perform abatement of asbestos and lead
containing materials for the rehabilitation and adaptive reuse of the Annenberg
Community Beach Club. Recent excavation activities have revealed asbestos
encapsulated pipe and soil fill material requiring remediation by MEC. The pipe and
minute level of asbestos containing soil fill could not be determined prior to each. phase
of excavation work. A modification to the current contract is necessary. The City has
retained Smith-Emery Company to perform independent deputy inspection and material
inspection services as required by California Building Standards Code. Refinement to
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design build construction means and methods necessitate additional deputy inspection
and material testing services and .modification to the current professional services
agreement. Funds. for the amendment to the construction contract and professional
services agreement are available from the project budget.
Background
Construction Contract -Soil FiII Remediation
Construction of the Annenberg Community Beach Club is currently underway. The City
has contracted Midwest Environmental Control, Inc., (MEC) to perform abatement of
asbestos and lead containing materials and selective demolition of the former Locker
Building, historic North House, and bulkhead and abatement of hazardous materials
discovered during site excavation. Recent rehabilitation activities including excavation
for the installation of permanent utilities and site drainage have revealed asbestos
encapsulated pipe and contaminated soil fill materials that require remediation prior to
continued rehabilitation.
On November 14, 2006, Council awarded Contract No. 8652 (CCS) with MEC for
selective demolition and the abatement of asbestos and lead containing materials for an
amount not to exceed $747,046, including a 10% contingency. Under three separate
Council actions (September 11, 2007, February 26, 2008 and March 25, 2008) the
contract was modified which resulted in a not to exceed contract value of $1,931,513,
including 10% contingency and the one-time $7,822 addition for off site hazardous
abatement services at City Hall.
Professional Services Agreement -Deputy Inspection and Materials Testing Services
California Building Standards Code requires independent testing and inspection of
concrete, steel and masonry materials and methods of installation during construction to
ensure that potential problems with construction materials ahd installations are
immediately identified and corrected. The City has entered into an agreement with
Smith-Emery Company to perform deputy inspections and materials testing for the
rehabilitation and adaptive reuse of the Annenberg Community Beach Club. On A ril
10, 2007, Council approved the award of Professional Services Agreement No. 8701
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(CCS) with Smith-Emery for deputy inspection and materials testing services for an
amount not to exceed $148,070. Construction means and methods require additional
deputy inspection and materials testing.
Discussion
Construction Contract -Soil Fill Remediation
Recent. rehabilitation activities including excavation for installation of permanent utilities
at the north and southeast side of the property revealed additional unforeseen sub-
surface asbestos encapsulated pipe and asbestos containing soil fill material
necessitating remediation: Project excavation activities are nearing completion. The
sub-surface pipe and asbestos containing fill materials could not be determined prior to
excavation activities.
This modification with MEC will require an increase in the contract in an amount of
$390,000, plus a 10% contingency ($39,000), in the event .additional unforeseen
conditions should arise, for a total of $429,000. This modification will result in a not to
exceed contract value of $2,360,513, which includes a 10% contingency and aone-time
$7,822 addition for off-site hazardous abatement services at City Hall.
MEC has performed abatement of contaminated materials including removal and
disposal of asbestos, lead, and creosote containing materials and soil located at the
Locker Building, bulkhead, historic North House, and at the southerly parking lot. Their
services performed have been professional, within budget and timely. Their previous
work on the project makes them highly familiar with site specific removal and disposal
procedural requirements.
Professional Services Agreement -Deputy Inspection and Materials Testing Services
The nature of design build projects necessitate the design builder to refine construction
means and methods during progression of construction. These refinements have
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resulted in the need for additional deputy inspection and material testing services as
required by California Building Standards Code.
This modification will require an increase in the contract in an amount of $49,500
including .contingency (10%). This modification will result in a not to exceed contract
value of $197,570.
Smith-Emery Company has performed all deputy inspection and materials testing
services to date professionally,. within budget and timely. Their previous services on the
project makes them highly familiar with the development of the construction means and
methods and deputy inspection and materials testing requirements.
.Financial Impacts & Budget Actions
Funds for the amendment to the construction contract with MEC in the amount of
$429,000 including contingency (10%) are available in account 0010520.589000, "415
PCH". Funds for the amendment to the professional services agreement with Smith-
Emery in the amount of $49,500 including contingency (10%) are available in account
0240520:589000, "415 PCH".
Prepared by: Voneelya Simmons, Project Manager
Approved:
~'~~ ~t
Lee E. Swain, Director
Department of Public Works
Forwarded to Council:
~~Y ont Ewell
Manager
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Reference Amended
Contract Nos. 8652 (CCS)
and 8701 (CCS).