SR-6-X
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'Z05"'-OtDo/
GS:SES:DB:JM:bat 06/20/90 JUN 2 6 1990
(CCl158)
Council Meeting: June 26, 1990 Santa Monica, California
TO: Mayor and City Council
FROM: city staff
SUBJECT: Resolution Waiving Competitive Bidding and Authorizing
the city Manager to Negotiate and Execute a
construction Contract for Plumbing System Replacement,
Smoke Detection and Fire Sprinkler System Installations
at the Civic Auditorium
Introduction
This report requests that the City Council adopt a resolution
waiving competitive bidding and authorizing the City Manager to
negotiate and execute a contract in an amount not to exceed
$506,556 for the plumbing system replacement and smoke detection
and fire sprinkler system installations at the civic Auditorium.
Background
The City Council appropriated funds in the FY 1989-90 Budget to
replace the Auditorium plumbing system and install smoke
detection and fire sprinkler systems. The existing plumbing has
deteriorated due to age and has been the cause of significant
leaks. Replacement of this system is required to avoid future
damage to the building interiors and disruption of scheduled
activities. The existing sprinkler and smoke detection system
does not serve the entire building. The sprinkler system will be
extended to protect all major areas or the building and a
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JUN 2 6 1990
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comprehensive smoke detection and fire alarm system will be
installed at the same time.
A Notice Inviting Bids was published on May 18 and 22, 1990 in
the Evening Outlook and in four construction journals. Bidding
documents were sent to five minority/women contracting
associations. Bid documents were requested by six contractors.
Bids were opened and read publicly by the Deputy City Clerk on
June 11, 1990.
Two bids were received as follows:
Westward, Inc.
Heckman Mechanical, Inc.
City Engineer's Estimate
$722,000
$883,500
$472,000
The bids received exceeded both the city Engineer's estimate for
the project and the monies available to fund the work. To rebid
the project would result in a delay of two months due to the need
to rewrite the specifications to reduce the scope of the project
and the need to allow contractors adequate time to prepare bids.
The Civic Auditorium has not scheduled events for the month of
July in anticipation of the work being performed at that time.
To delay the project would result in increased contract costs as
the project would be delayed due to the need for the contractor
to cease work during the time of any scheduled Auditorium events.
section 608 of the Charter of the City of Santa Monica states the
city Council, after rejecting bids, may determine by resolution
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that the work may be purchased at a lower price on the open
market.
BUdget/Financial Impact
Funds Required
Contract
$460,000
Contingencies
Total
46/556
$506,556
Funds in the amount of $506,556 are available in ClP Account No.
32-740-621-25890-8911-99184.
Recommendation
It is recommended that City Council:
(1) Adopt the attached resolution rejecting bids and
waiving competitive bidding for a construction contract
for plumbing system replacement, smoke detection and
fire sprinkler system installations at the Civic
Auditorium;
(2) Authorize the City Manager to negotiate and execute a
contract for the foregoing construction in an amount
not to exceed $506,556; and
(3) Authorize the City Engineer to issue any necessary
change
orders
to
complete
additional
work
in
conformance with the Administrative Instructions.
Prepared by: stan Scholl, Director of General Services
Carole Curtin, Civic AUditorium Manager
Dave Britton, Acting city Engineer
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Attachment: Resolution
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ALL
FOR CI~LERK'S
ORDINANCE #
ACTION
Introduced:
Adopted:
ALWAYS PUBLISH ADOPTED ORDINANCES
Cross out Attorney's approval
Was it amended?
VOTE: Aff~rmative:
Negatl.ve:
Abstal.n:
Absent:
PROOF VOTES WITH ANOTHER PERSON BEFORE ANYTHING
DISTRIBUTION: ORIGINAL to he signed, sealed and fl.led In Vault.
NEWSPAPER PUBLICATION (Date: )
Department origlnatlng staff report( Laurle Lieberman)
Ordlnances only for Attorney ( Claudla Thompson) 2
Management Servlces Lynne Barrette ORDINANCES ONLY 1
Agency mentl.oned l.D document or staff report
(certl. f ied?)
SubJect fl1e (agenda packet) 1
Counter fl1e 1
Others: (Revlew for
Alrport
AuditorlUIn
BUllding Dept.
CIED
departments who need to know).
Parklng Auth.
Personnel
Plann~ng
Police
Purchasing
Recr/parks
Flnance
General Servo
Llbrary
Manager
Flre
{
Transportation
Treasurer
SEND FOUR COPIES OF ALL ORDINANCES TO:
CODED SYSTEMS
120 Main Street
Avon, New Jersey 07717
4
SEND FOUR COPIES OF ALL ORDINANCES TO:
Rebecca Garr~do
Santa Mon~ca MUDl.Clpal Court
1725 Mal.D Street, Room lIB
Santa MODlca, CA 90401
4
Total Caples
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RESOLUTION NUMBER 8052{CCS)
(CITY COUNCIL SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA MONICA AUTHORIZING THE CITY MANAGER TO
NEGOTIATE AND EXECUTE A CONTRACT FOR THE PLUMBING
SYSTEM REPLACEMENT, SMOKE DETECTION AND FIRE
SPRINKLER SYSTEM INSTALLATIONS AT THE CIVIC
AUDITORIUM
WHEREAS, Section 608 of the Santa Monica City Charter
provides that the City Council after rejecting bids may declare
and determine in its opinion that work may he purchased or
performed at a lower price in the open market or with City
employees; and
WHEREAS, all bids received for the plumbing system
replacement,
smoke
detection
and
fire
sprinkler
system
installations at the Civic AUditorium were in excess of budget;
and
WHEREAS, the low bid received for the work exceeds the
City Engineerts cost estimate for the work,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA
MONICA DOES RESOLVE AS FOLLOWS:
SECTION 1.
The City Council rejects all bids for
plumbing system replacement, smoke detection and fire sprinkler
system installations at the Civic Auditorium.
SECTION 2.
In accordance with Santa Monica city
Charter Section 608, the City Council declares and determines
that, in its opinion, the plumbing system replacement, smoke
detection and fire sprinkler system installations at the Civic
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Auditorium may be purchased at a lower price in the open market,
and waives competitive bidding for the said improvements.
SECTION 3. The City Manager is authorized to negotiate
and execute a contract for plumbing system replacement, smoke
detection and fire sprinkler installations at the Civic
Auditorium.
SECTION 4.
The City Clerk shall certify to the
adoption of this Resolution, and thenceforth and thereafter the
same shall be in full force and effect.
APPROVED AS TO FORM:
;~ yv\, ~
ROBERT M. MYERS
city Attorney
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Adopted and approved this 26th day of June, 1990.
Po-z
7<~
Mayot)
I hereby certify that the foregoing Resolution No. 8052(CCS)
was duly adopted by the City Council of the city of Santa Monica
at a meeting thereof held on June 26th, 1990 by the following
council vote:
Ayes: Councilmembers: Abdo, Finkel, Genser, Jennings,
Ka t z , Reed, Mayor Zane
Noes: Councilmembers: None
Abstain: Councilmembers: None
Absent: Councilmembers: None
ATTEST:
'?))dL ~ HHnv~'
"<o,-sI Qrty Clerk
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FRIENDS OF SUNSET PARK
(A nonprofit corporatlon of Sunset Park reSIdents)
2673 Thirty-Third Street
Santa Monica. CA 90405-3102
(213) 452-3398
RECOMMENDATIONS TO THE
SANTA MONICA CITY COUNCIL
1990..1991 CITY BUDGET
BUDGET PROCESS SHOULD INCORPORATE CITIZENS' PRIORITIES
PUBLIC INPUT -- input regarding accomplishments of currently funded programs, and
assessment of our prionties for the future should b~gin the budget process; CIty
Manager. Departments. and City Council should prepare workplans and allocate
resources accordingly.
PROPOSED BUDGET FAILS TO ADDRESS SOME NEIGHBORHOOD
NEEDS
CRIME -- implement regular uniformed pohce patrols of all neIghborhoods to deter cnme.
NEIGHBORHOOD PROTECTION PLANS -- Increase fundmg to protect resIdents from
traffic mtruSIOns caused by rapId commercIal development: amounts proposed for the
next three years are not sufficIent to fund the plans currently under dIScussIon by CIty
traffic engineers and neIghborhoods.
CITY-WIDE TRAFFIC STUDY -- increase funding to implement Improvements re-
commended by thIS study; publIc mput and design process should begm now. before
the 75% remainmg of ail approved commercial development is built out.
PALISADES PARK -- Increase funding for needed Improvements to the CIty'S largest park;
we have spent time and money wnh publIc process to IdentIfy problems and suggest
plans, yet VIrtually no Implementatlon IS planned durmg the next three years.
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REVENUES WHICH COULD BE INCREASED
HOUSING AND PARK IN-LIEU FEES -- mcrease these fees to properly reflect the true
costs to the City from commercial development.
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TRAFFIC IMP ACT FEES -- consider assessing traffic Impact fees to properly reflect and
assess the costs to the mfrastructure of new commercial development; Los Angeles
currently charges a one-time fee of $1,800 per car generated. and an mcrease to $5,700
per car is bemg proposed.
AIRPORT FINES -- mcrease fmes for Violations of regulatIons regardmg flying times and
noise regulations.
"SPEED TRAPS" n Implement penodIc speed traps m neIghborhoods to reduce cut-through
traffic, enhance publIc safety, and provide some net revenues to the General Fund.
CHARITABLE GIVING TASK FORCE -- establish communIty/City task force to IdentIfy
means of mcreasmg chantable gifts to the City; frrms. groups. and mdivIduals are
all potentIal donors, but we must request such gIfts in order to receive them.
EXPENDITURES WHICH SHQULD BE REDUCED
CIVIC AUDITORIUM -- defer major capItal improvements until completIon and approval of
the Civic Center SpeCIfic Plan.
Amounts at Issue: $300,000 for 1990-91 and $100,000 for 1991-92.
BREAKW A TER FEASIBILITY STUDY -- Do not fund the study unnl public input
regarding the desirability of rebUIlding the breakwater has been solIcited and
analyzed.
~ Amount at Issue: $170,000.
TMP INCENTIVE FACILITY -- Do not fund the shower and Iocker faCIlIty work.
Amount at Issue: $400,000
DIVISION OF ECONOMIC DEVELOPMENT -- Decrease fundulg to reflect reSIdents'
development priontles and change in work from last year; decrease should
reasonably reflect changes m deveIopment acnvity, a mimmum of 10%
Amount at Issue: $4,426.208 -- 10% = $440.000.
RECYCLING -- Do not implement weekly curbSIde plck-up as It WIll not increase reSidentIal
recylmg suffiCIently to JustIfy additional cost: Instead. work to mcrease busmess
recycling, partIcularly of office paper and newspaper; mcrease recycling of glass,
metals. and plastics by restaurants.
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CRG;.NIZATI0N CRITERIA
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Adopte~ by the C~ty Co~nc11
1/12/88
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criteria
A. Neighborhood Associ~~i~,~ ~hall ~~dt~ t~eir own
boundaries:
1. The boundar~es shall be nonproprietary.
2. The boundaries shall be set forth in the Bylaws.
3. There shall be a minimum geographic size of .5
square miles in area.
4. The boundaries shall incorporate the middle of
co~~ercial boulevards and not end at the borders of residen-
tially zoned property.
5. The organization will document why this population
or neighborhood needs the services offered by the organization.
B. The organization shall demonstrate that it has the
financ~al support of the residents it intends to serve:
1. The organization shall have a base level of dues
paying members based on a minimum of ~O\ of the population or
350 members whichever is smaller.
2. The organization shall set a minimum memberShip
fee in its Memorandum of Understanding that appropriately
reflects members commitment to the organization without undue
barriers to participation.
c. The organization shall be democratically controlled by
its membership:
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1. Th~emberShiP shall include 41th bus:nesses,
prop~rty owners, and tenants in the neighborhood on a
non-discriminatory basis.
2. The Board of Directors shall be broadly represen-
tative in composition, reflecting the diversity of the
neighborhood.
3. With standard exceptions, there shall be open
Board and co~~ittee meetings, i.e.,
a) Meeting times shall be publicized.
b) Meetings shall be open to the public.
c) Minutes of all Board meetings shall be
recorded for public record and inspection.
4. Open Elections of Board Members and Officers:
a) A maximum term for officers and members of
the Board shall be two years.
b) Elections shall be broadly noticed
(newsletters, flyers, publicly posted).
c) Only paid members shall vote.
d) Election results shall be properly noticed.
e) Contested offices shall require secret
ballots.
5. Formal votes of the Board, subcommittees, or
larger general meetings shall be encouraged and minorlty
viewpoints summarized in minutes of such meetings.
6. The organization shall show evidence of a
functioning network of block clubs and/or issue committees.
7. There shall ~e at least one annual membership
meeting open to the pUblic, well noticed, with agendas provided.
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8. Th~ganiza~~on shall offer Altvices and
information that is available and accessible to all members of
their self-defined neighborhood. The program developed by the
neighborhood organization shall provide direct services to its
residents and there shall be listed in the Memorandum of
Understanding with the Neighborhood support Center.
9. The Association shall be a multi-issue
organization.
D. The organization shall have a tax exempt nonprofit
status. (50 Ie3) I i. e. ,
1. There shall be no political endorsements.
2. There shall be no positions on ballot measures.
E. There shall be an Annual Review of Bylaws which shall
be available for public review.
F.
The organization shall have a oeriodic newsletter. ~
1. Neighborhood Associations shall be responsible for
the content of their individual neighborhood newsletters.
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Neighborhood Associations, using inkind resources from NSC for
printing and/or distribution of newsletters shall be expected to
familiarize themselves with and comply with all applicable U.S.
Postal Service and Internal Revenue Service regulations. If
upon review the content is not in compliance with these
regulation, the matter will be resolved cooperatively with the
Neiqhborhood Association newsletter editor and the Executive
Administrator of NSC.
2. A copy of each newsletter should be on file at the
NSC Office.
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3. A~les presenting personal ~nions of a citize~
must be identified as such and the name of the author must be
included.
4. Newsletters should not include statements which
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could be considered libelous or defamatory.
5. Statements in support of or in opposition to any
polit~cal candidate or ballot measure cannot be printed.
6. Positions taken or recommendations voted on by a
Neighborhood Association are matters of record and may be
reported in newsletters. Efforts should be made to report
positions taken by neighborhood boards relating to community
issues in the newsletters.
G. The activities of the organization shall be advisory
and nonpartisan in nature.
H. There shall be a periodic evaluation by neighborhood
residents of the effectiveness of the organization. This shall
be addressed in the annual workplan.
I. The organization shall have an ongoing neighborhood
outreach plan, including bi-lingual and low-income outreach
programs.
1. There shall be reasonable notice of major planning
issues~
2. There shall be participation before taking a group
position.
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J. There shall be a quarterly work plan review/organiza-
tional audit.
II. ~dministrative Process
A. There shall be a Memorandum of Understanding developed
between NSC and each qualifying neighborhood organization
outlining the levels of support to be provided by the NSC and
the procedures to be used to evaluate the effectiveness of the
support that is given.
B. Guidelines for variances from criteria:
1. A variance procedure shall be available to
neighborhood organizations not able to comply with criteria set
forth in Section I.A.3 and B.l.
2. There must be a 2/3 vote of the Board to approve
any variance.
c. Procedures for Noncompliance with MOU:
1. Appropriate notice of any breach shall be
provided.
2. The NSD Board shall schedule a hearing.
3. Opportunity shall be provided for correction.
4. Two-Thirds vote of the NSC Board shall be needed
to modify terms of the Memorandum of Understanding or rescind
support.
CMH6:PP:mee:NSC
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JoIe"'.ry Cust.s. Treasurer
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SANTA MONICA
NEIGHBORHOOD
SUPPORT CENTER
June 21, 1990
Fnends of Sunset Park
cia Jennifer Polhemus
2521 - 32nd Street
Santa Monica, '-CA 90405-3102
Dear Friends:
I am writing In response to a senes of copies of letters I have
received regardmg the content of publications produced by the
Neighborhood Support Center on behalf of SPAN.
The Neighborhood Support Center has a clear policy on
publications which has been in effect for the two years of our
eXistence, and has recently been formally adopted by our Board
and circulated throughout the community. Regarding editonal
content, our policy is as follows:
" Every piece of printed matenal produced on behalf of a
neighborhood organization should be clearly identified as a
publication of that organization, and should have a contact
person's name and phone number. The community coordinator's
name and phone number may be used. The neighborhood
oigan;zat;on is responsible fer the accuracy of al! publications
attributed to It; the NSC should not censor content. However,
all content must conform to the Criteria for Support approved
by the Santa Monica City Council, and all applicable state and
federal laws and regulations pertammg to organizations with
501 (c)(3) tax-exempt status. Community coordinators retain
the right to omit their name from a particular publication if
they feel It is not accurate or IS offensive In some other way."
(Note: "Community Coordinator" refers to the NSC staff
member who provides services to each organization.)
612 Colorado Ave . Suite 106. Santa MonICa. Califomla 90401 . (213) 45(}.5578
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The unsigned flyer was not produced using our resources, and
clearly could not have been since it contained no identification
or contact person.
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In regard to the SPAN newsletter, the neighborhood .
organization is responsible for the content of publications
which bear its name. City Criteria for Support and federal laws
pertaining to tax-exempt organizations prohibit us from
printing statements in support of or in opposition to political
candidates or ballot measures. The City Criteria contain the
requirement that articles presenting personal opinions of a
citizen must be labeled for attribution. The article you object
to was clearly'1abeled as the opinion of John Kaufman.
I hope this clarifies our policy and our role in the publication of
public information materials for all the neighborhood
organizations served by the NSC. If you have further questions.
please call me.
Very truly yours,
Abby Arnold
Administrative Director
cc: John Jallli
City Council
Planning Commission
John Kaufman
Eric Chen
Kathleen Schwallie