Loading...
SR-6-X #- : 6-x t;~ . . I' . '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 - 1 - [,-t. JUN 2 6 1990 . . 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 - 2 - . . 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 - 3 - . . Attachment: Resolution - 4 - 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 s . . , 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 - 5 - . . 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 - 6 - . . 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 . . 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. . . 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. t 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. ~ - . . CRG;.NIZATI0N CRITERIA ~ Adopte~ by the C~ty Co~nc11 1/12/88 I. 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: ~ . 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. - 2 - 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. ---- 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. - J - 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 f 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. - 4 - l . . 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 - 5 - "" il':lAAD Of OI11ECTOIiS 00\.11 ~os.en5te I'\. Co-Cha::r c.... .S- HOrdn~ Co-ChC...- """"'" P9r1'T1Cr Sec:1etOl'( JoIe"'.ry Cust.s. Treasurer ::l<nno .o'INafez P>1..: ""'tone Gave F DeoI ~ Girard ~05e'"10'\, M<Jrt>nez CL.!-:J1'lB r"'lg"':;'rgale . "'bO., Hotght t>..'llOk:l ,-d....,I"lS~ DIrector . . 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 . . . The unsigned flyer was not produced using our resources, and clearly could not have been since it contained no identification or contact person. ~ 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