SR-07-28-2015-3HCity II Report
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City Council Regular Meeting: July 28, 2015
Agenda Item:. -11
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Facilities Maintenance
Subject: Contract Award for Pier Deckboard Replacement and Nail Patrol Services
Recommended Action
Staff recommends that the City Council:
Award Bid #4194 to Schock Contracting Corporation, a California -based
company, for deckboard replacement services; and John S. Meek Company, a
California -based company, for nail patrol services at the Santa Monica Pier; and
establish a pre - qualified list comprised of John S. Meek Company and Schock
Contracting Corporation to perform related repairs to the Pier deck and wooden
structure.
2. Authorize the City Manager to negotiate and execute contractual services
agreements with John S. Meek Company in an amount not to exceed $280,000
for three years; and Schock Contracting Corporation in an amount not to exceed
$370,000 for three years, with future year funding contingent on Council budget
approval. The recommended action is consistent with the Council- approved
Policy for Hiring Contracted or As- needed Staff for Non - professional Services.
Executive Summary
The City contracts for the replacement of deckboards and nail patrol services, and
related repairs to maintain the structural integrity, safety and appearance of the Santa
Monica Pier (Pier) wooden deck surfaces. In April 2015, the City solicited bids for such
services. After reviewing the five bids received, staff recommends Schock Contracting
Corporation as the best bidder to provide deckboard replacement services and related
repairs for a total not to exceed amount of $370,000 over a three -year period; and John
S. Meek Company as the best bidder to provide nail patrol services and related repairs
for a total not to exceed amount of $280,000 over a three -year period.
Discussion
The City replaces approximately 20 wooden deckboards per month at the Pier to
maintain the structure against damage caused by vehicles, the elements, and general
usage of the Pier. The contractor provides equipment and labor to pull up, replace and
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cut up old deckboards for disposal. In addition, nail patrols covering all Pier wooden
deck surfaces are performed monthly to hammer down protruding nails and eliminate
any trip hazards. Protruding nails are a result of deckboards flexing due to vehicles and
Pier movements. During the course of deckboard replacements and nail patrols,
structural deficiencies may be detected requiring additional repairs to be performed to
the Pier deck and wooden structure.
Method of Service
On January 13, 2015, Council adopted a Policy for Hiring Contracted or As- needed
Staff for Non - professional Services (attachment B). This policy includes criteria under
which contracting for a public service is appropriate. Staff has reviewed the service
needs, and recommends providing deckboard replacement, nail patrol services, and
related repairs through contractors due to the following criteria:
Equipment Requirements - in addition to pneumatic nail drivers and excavators,
contractors have historically possessed specialized equipment such as cranes
and barges to perform repairs not able to be addressed by City staff (pile
replacements, wooden structure repairs, etc.).
® Risk - contractors reduce the risk of injury to City staff by handling replacement
and disposal of heavy deckboards and assist in avoidance of repetitive stress
injuries which could occur during hammering of deck spikes and hardware during
nail patrols. The contractor has all the safety equipment necessary for working
on and under a pier in a marine environment.
® Specialized/Technical Expertise - contractors specializing in marine construction
can advise staff on Pier repairs and identify additional structural deficiencies
noted during performance of deckboard replacements and nail patrols.
Vendor Selection
In April 2015, the City published Notices Inviting Bids to provide deckboard replacement
and nail patrol services at the Santa Monica Pier as required by the Facilities
Maintenance Division in accordance with City scope of work. The bid was posted on
the City's on -line bidding site, and notices were advertised in the Santa Monica Daily
Press in accordance with City Charter and Municipal Code provisions. A total of 1,092
vendors were notified and 28 vendors downloaded the bid. Five bids were received and
publicly opened on May 4, 2015 per Attachment A. Bids were evaluated based on the
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criteria in SMMC 2.24.072, including price, previous experience, capacity and skill,
ability to deliver and provide future maintenance or service, and compliance with City
scope of work
The lowest bidder for deckboard replacement and monthly nail patrol services, Corner
Keystone Construction Corporation, did not meet the minimum requirement of five years
of experience working on wooden piers. Experience working with wooden piers and
specialization in marine construction were key factors in contractor selection. Schock
Contracting Corporation offered the best initial pricing for replacement of 20 deckboards
per month of the contractors meeting the minimum requirement of five years of
experience working on wooden piers / marine construction. John S. Meek Company
offered the best initial pricing for monthly nail patrol services of contractors that meet the
five -year minimum experience requirement. Both John S. Meek Company and Schock
Contracting Corporation specialize in marine construction and have extensive
experience working on the Santa Monica Pier. John S. Meek Company has performed
work on the Pier every year since 2002 including completing the recent Phase IV deck
and concrete pile replacement project adjacent to Pacific Park and other Pier
businesses. Schock Contracting Corporation satisfactorily performed deckboard
replacements, nail patrols and pile replacement services from 2010 to 2013. Both
contractors possess a General Engineering Contractor License "A" allowing for
accommodation of work where design is required. Staff also verified with the
Contractors State License Board that licenses for John S. Meek Company and Schock
Contracting Corporation are current, active and in good standing.
Based on these criteria, Schock Contracting Corporation is recommended as the best
bidder to perform deckboard replacement services ($135,485) and as- needed deck and
wooden structure repairs ($234,515) for a total cost not to exceed $370,000 over three
years including a 10% increase in the second and third year. John S. Meek Company is
recommended as the best bidder to perform monthly nail patrol services ($53,622) and
as- needed repairs ($226,378) for a total cost not to exceed $280,000 over three years
including a 10% increase in the second and third year.
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Establishment of a Pre - Qualified Contractor List for As- Needed Repairs
Similar to other types of contractual service bid awards (door, electrical, paint, roof and
waterproofing contractors), staff recommends awarding as- needed repair jobs for the
Pier deck and wooden structure to a short -list of pre - qualified contractors. Prior to each
job that meets the threshold for a competitive bid, staff would solicit quotes from each
pre - qualified contractor and award the job to the best bidder based on price,
experience, response time and other relevant factors. For jobs under the threshold of a
competitive bid, City staff would select a pre - qualified contractor in accordance with City
Purchasing guidelines.
Schock Contracting Corporation and John S. Meek Company are recommended as the
best bidders to comprise a pre - qualified contractor list to expedite as- needed repairs to
the Pier deck and wooden structure. A pre - qualified contractor list would minimize fixed
monthly costs and allow staff to work with contractors most experienced on the Santa
Monica Pier on a competitive basis.
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Financial Impacts and Budget Actions
The contract to be awarded to Schock Contracting Corporation is for an amount not to
exceed $370,000 over three years. First year costs are estimated at $40,392 for
deckboard replacement services and $75,000 for as- needed repairs. The contract to be
awarded to John S. Meek Company is for an amount not to exceed $280,000 over three
years. First year costs are estimated at $16,200 for monthly nail patrol services and
$75,000 for as- needed repairs. Funds are available in the FY 2015 -16 budget in the
Public Works Department. The contract will be charged to account 30455.533240.
Future year funding is contingent on Council budget approval.
Prepared By: Kevin Nagata, Administrative Analyst
Approved Forwarded to Council
a, 1k
Martin Pastucha, Director 7/16/2015
Attachments:
Blaine M Polachek, Asst. City Md?YAgi2O15
A. Bid # 4194 Results - Pier Deckboard Replacement & Nail Patrol Services (PDF)
B. January 13, 2015 Contract and As- Needed Staffing Review Report (web link)
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Reference:
Agreement No. 10143
(CCS)
Agreement No. 10144
(CCS)