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City of City Council Report
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City Council Meeting: January 24, 2012
Agenda Item: 3'C
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Amendment to Purchase Order for Re- plastering the Municipal Pools at
the Santa Monica Swim Center
Recommended Action
Staff recommends that City Council approve a modification to Purchase Order No.
329844 -OP with Sea -Clear Pools, a California -based company, in the amount of
$16,350 for additional scope of work as a result of unforeseen conditions for the
Municipal Pool Re- plastering Project. This would result in a total purchase order amount
not to exceed $109,715.
Executive Summary
In December 2011 Sea -Clear Pools began construction to replace and repair the plaster
on the two municipal pools located at the Santa Monica Swim Center. During
construction, unforeseen conditions necessitated additional scope of work. The
additional costs of the added scope of work pushed the purchase order above the
threshold for Council approval. Staff is requesting an amendment to Purchase Order
No. 329844 -OP with Sea -Clear Pools in the amount of $16,350, for a total amount not
to exceed $109,715 in order to cover the required additional costs.
Discussion
In November 2011, Purchase Order No. 329844 -OP was issued to Sea -Clear Pools
through a formal competitive bid process. The purchase order for $93,365, which is
below the threshold for Council approval, was for the re- plastering of the fitness pool,
spot patching of the splash pool, and repair of faulty pool lighting fixtures.
As the construction phase of the project was beginning, it was discovered that five main
drain sumps and covers at the pool would need to be replaced in order to meet the
current requirements of the Los Angeles County Department of Health Services. The
cost of this additional unforeseen work would exceed the existing project contingency
and push the project above the threshold for Council approval.
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The Swim Center's winter closure period, which is from December 19th to Feb 5th, is a
tightly controlled time period negotiated well in advance. Extending that closure period,
in order to solicit new bids and receive Council approval for these revisions, would have
delayed the work and extended the construction period, thus having a significant
negative impact on the pool operations. Santa Monica College and Community and
Cultural Services have classes scheduled to begin February 6th that would have been
cancelled or rescheduled. The pools would also be closed to the general public for an
extended time, limiting a valuable public resource and decreasing the Swim Center's
expected revenue for the year. Because of the restrictions and negative impacts stated
above, staff authorized the existing contractor to proceed with the additional scope of
work. An amendment to Purchase Order No. 329844 -OP in the amount of $16,350 is
necessary to issue final payment to Sea -Clear Pools for additional scope of work as a
result of unforeseen conditions for the Municipal Pool Re- plastering Project.
Financial Impacts & Budget Actions
The amendment to Purchase Order No. 329844 -OP, with Sea -Clear Pools, is $16,350,
for a new purchase order total of $109,715. Funds are included in the FY2011 -12
budget in account 0010664.589000.
Prepared by: Christopher Dishlip, P.E., Civil Engineer
Approved: Forwarded to Council:
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