SR-417-007 (4)
F:PCD/Share/Staffrpts\LOT9AWARDS2.DOC Santa Monica, California
Council Meeting: February 15, 2000
To: Mayor and City Council
From: City Staff
Subject: Award of Construction Contract for Parking Lot 9 Improvements to Pima Corp.
(dba) Advanced Construction and Authorize Budget Changes As
Recommended
Introduction
This report recommends that the City Council:
1. Award a contract in the amount of $191,510 for the construction of Parking
Lot 9 Improvements to Pima Corp (d.b.a.) Advanced Construction, the lowest
responsive Bidder;
2. Determine which alternates, if any, should also be approved and authorize
staff to adjust the scope of work and cost based on the approved alternates;
3. Authorize the budget changes contained in this report; and
4. Authorize the Transportation Planning Manager to issue any necessary
change orders within budget authority.
Background
The City Council, Main Street Merchants and residents living near Main Street have
shared concerns over the availability of parking in the Main Street area. Together the
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residents, the merchants and the City are considering a variety of ways to improve the
current situation in the area. The Parking Lot 9 Improvements project is one solution
supported by all parties. If the City Council awards the contract as recommended in this
report, it will create 70 new parking spaces in the Main Street area by May, 2000.
In addition to creating parking spaces, the project also includes elements recommended
by the Environmental and Public Works Department to reduce urban runoff from the
parking lot, and provides for irrigation and new landscaping at the perimeter of the lot.
The alternate projects presented for City Council consideration address the feasibility of
saving mature trees on the project site, pursuant to the Community Forest Management
Plan adopted by the City Council in November, 1999. Specifically, the bid alternates
address the issue of whether to retain, box and replant, or remove and dispose of ficus
trees currently growing on the project site.
Discussion
The primary goal of Lot 9 improvements is to increase the number of parking spaces
available to support the adjacent businesses and reduce the need for Main Street
visitors and employees to park in adjacent residential neighborhoods. A secondary goal
is to enhance the area with cost-effective landscape improvements and reduce urban
runoff.
The project design achieves this goal by moving the edge of the parking area
approximately two feet closer to the alley and reconfiguring the lot with perpendicular
parking spaces. This design concept requires the removal of 30 existing ficus trees with
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root systems extending into what will become the new parking area. It also includes:
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a modified treatment at the interface of the parking surface and the landscaping on
the alley side, to allow for the collection of runoff in the planted area;
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new irrigation and landscaping between the lot and the alley including approximately
30 new trees to replace those slated for removal;
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space for approximately 35 new trees and planting between the parking lot and
Neilson Way.
The project concept was developed and was already in final design prior to the adoption
of the Community Forest Plan in November, 1999. The recommendation, to build the
project consistent with the original concept, is in conflict with some aspects of the
Community Forest Plan. To address this potential conflict, the original project design
has been supplemented with a series of bid alternates that allow for the retention and/or
relocation of existing mature trees. The Council has the opportunity to select and fund
one of these bid alternates.
Selection of Contractor
The City Council is required to award the contract to the lowest responsible bidder.
Determination of the lowest bidder must be based on the lowest responsible Base Bid.
The Notice Inviting Bids for construction of the project was published in the ?Our Times?
section of the Los Angeles Times on December 30, 1999 and January 2, 2000. Notices
Inviting Bids, along with the plans and specifications, were also provided to twelve
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construction journals and plan rooms, including five women/minority business enterprise
(WMBE) associations. Bid packages were requested by 17 contractors. The City
Clerk's Office received five (5) sealed bids, which were publicly opened and read aloud
on February 2, 2000, by the Deputy City Clerk. The bid results were as follows:
Contractor Base Bid
Pima Corp.(dba)Advanced Construction $191,510.00
Excel Paving Company $246,454.00
Tricon Inc. $275,762.50
Emma Construction $241,416.00
Tyner Paving $308,549.30
Engineer's Estimate $253,558.25
The lowest bidder, Pima, d.b.a. Advanced Construction, supplied the City with the
names of recent similar projects including work done for the City of Santa Monica Parks
and Sports division. City staff contacted representatives of these projects. All
responding representatives reported that the Contractor?s work was satisfactory. The
State Contractors? License Board verified that the Contractor?s license is current, active,
and in good standing.
Consideration of Tree Retention and Relocation
The project as originally designed provides room for additional parking spaces by
reconfiguring the area between the existing parking lot and the alley. Approximately 30
mature Ficus trees grow in this area today. The original project design included a one-
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for-one replacement of these mature trees. Subsequent to the adoption of the
Community Forest Management Plan 2000, project bidders were asked to provide the
costs for alternates involving relocation and/or retention of the trees. The following
options are available to the Council:
Relocation of Mature Trees (Alternate 1
to the Base Bid) requires the Contractor to
box and replant the 30 ficus trees that are to be removed per the Base Bid plans, (rather
than remove and destroy them). The Community Forester shall determine the
replanting location. The incremental cost for this alternate is $75,000 (excluding
contingency).
Shorten Parking Stalls to Retain More Trees in Place (Alternate A
instead of the
Base Bid) substitutes for the Base Bid and proposes that as many ficus trees along the
alley be saved as possible (approximately 13 of 30 existing trees). This requires the
realignment of the edge of the parking area around the trees. The realignment
precludes the installation of an irrigation system and planting of new landscaping along
the alley and causes 35 spaces to be of a compact length. These spaces may not
accommodate the length of some vehicles including the larger sport utility vehicles.
Retention of the ficus trees means the City will have to continue to manage their
invasive root structures. The incremental cost for this alternate is a savings of $30,820
(excluding contingency).
Relocation of Mature Trees that Cannot be Retained in Place (Alternate 2
in
addition to Alternate A) requires the Contractor to box and replant the 17 ficus trees that
are to be removed per the Alternate A plans, (rather than remove and destroy them).
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The incremental cost for retaining 13 trees and relocating 17 is $20,180 (excluding
contingency).
Cost and Scope Comparison for the alternate bids, per the lowest Bidder?s Bid
BASE BID ALT. 1 ALT. A ALT. 2
Parking Stall Count:
Full size stalls 169 169 136 136
Compact stalls 27 27 26 26
Full width short stalls 0 0 35 35
Handicapped stalls 9 9 8 8
TOTAL STALLS 205 205
205 205
Landscape Requirements Per concept Box and re-Save Alley Box and re-
Plan locate 30 trees Trees locate 17 trees
removed by removed by
Base plan Alternate A
plan
Cost $191,500. $266,500. $160,690. $211,690.
(excluding contingency)
Net cost of each alternate $75,000. -$30,810. $20,180.
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Budget/Financial Impact
Funds required for construction of this project are as follows:
Construction Contract (without alternates) $191,500.00
Contingency for Construction Contract (without alternates) $19,500.00
Total $210,000.00
Funds totaling $100,000 for the project are available in CIP account number
CO1071100 (Parking Lot #9 Reconfiguration). Additional funding of $110,000 is
needed to complete this project. It is recommended that $110,000 be appropriated to
account number CO1071100 from the year-end savings.
Should the Council select a bid alternate the required additional appropriation from
Fiscal Year 1998-1999 year-end savings (including contingency) would be:
Relocate 30 trees (Alternate 1 with base plan) $86,250.00
Retain 13 trees (Alternate A in lieu of base plan) $0.00
Retain 13 trees and relocate 17 trees (Alternates A & 2) $33,443.50
Recommendation
Staff recommends that the City Council:
1. Award a contract in the amount of $191,510 for the construction of Parking Lot 9
Improvements to Pima Corp (d.b.a) Advanced Construction, the lowest
responsive Bidder;
2. Determine which alternates, if any, should also be approved and authorize staff
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to adjust the scope of work and cost based on the approved alternates;
3. Authorize the budget changes contained in this report; and
4. Authorize the Transportation Planning Manager to issue any necessary change
order within budget authority.
Prepared by: Suzanne Frick, Director of Planning and Community Development
Lucy Dyke, Transportation Planning Manager
Blake Mitchell, Construction Manager
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