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Council Meetlng: Aprll 28, 1987
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Santa Monlca, Californla
TO:
Mayor and Clty Councll
FROM:
City Staff
SUBJECT:
Recommendation to Reject Blds and Authorlze Staff to
Readvertlse for the Remodel of the MalO Llbrary
Introductlon
Th~s report recommends that the C2ty Councll reJect all b2ds
and authorlze staff to readvertise for the remodel of the Ma2n
Ll.brary.
Background
At the Apr II 22, 1986, meet:tng Councll d H ected staff to
remove all asbestos from and remodel the Main Llbrary to lmprove
the efflclency of the work space, provlde addltlonal space
wherever posslble for pub12c use, and to restore lnterior
f~nlshes.
Contracts for asbestos abatement work, mOl/log and
lnterim storage of the Llbrary furnlshlngs and stacks, and
construction management of these proJects were awarded at the
July 29, 1986, meeting.
On August 12, 1986, a contract was
awarded to A. Quincy Jones and AssOclates, Arch~tects, to deslgn
the remodel of the Llbrary.
MaJor components of the remodel project include:
Relnsulatlon of all supply ducts
Remodeled maln entrance lobby
New Audio visual area on the second floor
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Relocat~on of Per~od~cals Depart~ent from the
second to f~rst floor
Remodeled Technlcal Serv~ces Room
Complete reflnishing of inter ~or surfaces. 'l'hlS
includes fabric wall coverings in the back of the
Aud~torlum, Conference Room, staff room, south
wall of offlce on flrst floor, and aisles 10
second floor surroundlng the full helght celling.
The eXlstlng wood paneling at main entry and all
cablnetry wlll be reflnlshed. All other walls
wl11 be painted.
New lnter~or Il-jhting system WhlCh includes
fluorescent llghtlng in all maln read 109 areas,
and recessed flxtures in the Technlcal Servlces
Room, Clrculatloo Work Room and staff off~ces.
New floor coverlngs which lncludes reslllent floor
tile In foyer of Audltorlum in basement, and 1n
the Technlcal SerVlces area, and work and storage
ar eas on the Second floor. All other areas will
be carpeted.
All ceillngs on the flrst and second floors and
the basement Conference Room w~ll recelve new
acoustlcal t~les.
Exposed trusses 1n Ma~o Readin3 Room wlll receive
plaster and paint.
All doors and frames wlll be repa~nted.
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It should be noted that lt was orlglnally intended that the
remodeling would 1nclude rerooflng of the library and the
lnstallation of a mezzanine
to provlde add1tlonal space.
However, these ltems were not included 1n the final plans and
specl.ficatlons due to thelr costs as well as the development of
some al ternative space plann1ng proposals which wl1l resul t in
the deslred lncreased space utlllzatlon eff1c1ency.
The remodel work 15 scheduled to he completed in October,
1987. Maln Llbrary stacks and furnlture currently stored at the
Airport and the SDC Buildlng an Colorado Blvd. will be moved back
to the Llbrary 1n November and December. It 15 ant1cipated that
the Maln Llbrary wlll be opened to the pub11C by ffild-December. A
formal openlng will be sCheduled for January.
The plans and speclflcat10ns of the Llbrary remodel were
completed by the consultlng archltect, A. QUlncy Jones and
Assoclates, and reviewed by Clty staff. A Notlce Inv1tlng Blds
was pub11shed on March 26th and 27th, 1987, in tne Evenlng
Outlook,
four
constructlon
journals,
and
seven
minority
assoclat1ons.
Plans and speclflcatlons were lssued to twelve
contractors and
ten subcontractors.
The Bid opening was
scheduled for Monday, Apr1l 27, 1987.
On Frlday, Apr11 24, 1987, twelve contractors had expressed
interest 1n submltting blds for the llbrary remodel work.
HoweVer, on the morning of the bld openlng the Dodge Report (the
largest trade industry pub1lcation) publlshed a notlce that the
b~d openlng had been postponed untll May 4, 1987. As a result of
thlS notlce. many of the contractors who were l.ntendlng to bld
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the Job postponed complllng the lr bld packages.
The er roneous
lnformatlon pub11shed 1n the Dodge Report was a resu1 t of a
computer entry error by thelr staff..
Blds were opened and read publ1Cly on Aprll 27, 1987 by the
Deputy Clty Clerk. As a result of the erroneous Dodge Report,
the Clty recelved only three blds at the bid openlng.
Three bids were recelved as follows:
H. A. Kaufman Company
$ 945,000
$ 960,320
Tyler and CObleigh, Inc.
Cavecche Englneerlng and
Constructlon Co., Inc.
$1,087,600
Clty Englneers's Estlmate:
$ 775,000
Staff was lnformed by the bldders that due to the lnformatlon in
the Dodge Report thelr blds were h1gher than antlcipated because
most subcontractors were not submlttlng blds.
Due to the publlsnlng error, staff is recommending that all
bids be reJected and the proJect be readvert1sed.
It 1S
recommended that a new bld openlng date be scheduled for Monday,
May 11, 1987, and an award of contract be made on Tuesday, May
12,1987.
ThlS wl11 cause a two-week delay in the scheduled
constructlon and Ilbrary openlng.
Recommendations
It 15 recommended that the Clty Council reJect all bids and
authorlze staff to readvertise the remodel of the Main Llbrary.
prepared by:
Stan Scholl, D~rector of General Services
Des~ Alvarezr P. E.r City Eng~neer
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