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Council Meetmg November 24, 1998 Santa MOnica, California
TO Mayor and City CounCil
FROM City Staff
SUBJECT Award of Construction Contract for Earthquake RepaIrs and Intenm
Improvements to Main Library and FacIlities Maintenance at Vanous
Locations CitYWIde
1 ntroductlon
This report recommends that the City Council award a contractto ARK Construction
Company, Inc, the lowest responsible bidder, In the amount of $889,000 to
complete Main Library Interrm Improvements, repaIrs to earthquake damage, and
maintenance and accessibility Improvements to vanous City-owned properties
throughout the City of Santa MOnica This report also recommends that the City
CounCil authOrize the City Manager to negotiate and execute a contract With CMTS
in an amount not to exceed $230,000 for construction management of the afore-
mentioned work
Background
Improvements at the library were consolidated With the FaCIlities Mamtenance
project due to the simllanty of work and the economIes of scale In prodUCing one bId
package mstead of two On June 27,1996 the City entered mto an agreement with
Hardy Holzman Pfeiffer for the deSign of a comprehenSive master plan and mtenm
Improvements to the City's Main Library The master plan addresses expansion of
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tlOY 2 it 1998
the facIlity and reworks the library's current physical orgamzatlon The Intenm
Improvement Project will correct current defiCiencies In the bUilding, make needed
repairs and test some of the features anticipated In the expansion project This
Includes replacement of worn and hazardous carpet, reorganization of stack areas,
consolidation of service desks, construction offree standing office and study rooms,
and the reorganization of the circulation lobby and circulation work room
Outstanding earthquake related cosmetic repairs Will also be made as a part ofthls
contract These Improvements Will substantially Improve service delivery and
mitigate long standing facility maintenance concerns as the Main Library expansion
moves forward
The CitYWide FaCIlities Maintenance Project IS an on-gOIng, multi-year program
developed to remedy deferred maintenance and code Violations In City owned
properties On October 28, 1997, City Council awarded a deSign contract to Rachlin
and Rachlin Architects to prepare draWings and construction documents for FY
1996-97 City bUildings Their contract was amended on February 24, 1998 to
Include the preparation of draWings and construction documents for FY 1997-98
The scope of work for the current project Includes painting, carpet replacement and
site work at City Hall, sealing of concrete floors at the City Yards Central
Warehouse, crack repair and painting at parking Structures 1-6, plumbmg fixture
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replacement, painting and ADA upgrades at Beach Facilities Restrooms, and cellmg
tile and cabinet replacement at the Animal Shelter
DISCUSSion
A Notice I nVltmg Bids for the construction contract was published on July 20 and
July 21, 1998 In The Los Angeles Times Bid documents were sent to SIX
women/mlnonty business enterprise aSSOciations (WMBE ) Bidding packages were
requested by 26 contractors The City Clerk's office received seven sealed bIds
which were publicly opened and read aloud on September 10, 1998 by the Deputy
City Clerk The bid results for various repair Items were as follows
ARK Construction Company, Inc $ 889,000
Select Construction Inc $ 940,000
ALF A 26 Construction Company $1,139,739
A TEK Construction, Inc $1,190,000
D L Kaufman, Inc $1,209,223
Stenco Construction, Inc $1,263,250
S & R Construction, Inc $1,563,140
Engineer's Estimate $1,158,000
The lowest responsible bidder, ARK Construction Company, Inc supplied the City
with ten references and all references reported that the Contractor's work was
satisfactory. The State Contractors' License Board venfled that the contractor's
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license is current, active, and In good standing The construction of the interim
Improvements to the Main Library and proposed repairs for City bUildings IS
estimated to take 210 calendar days
A Request for Qualifications for construction management services was distributed
on March 24, 1998 to seven firms Three responses were received by April 22, 1998
and reviewed by a committee that Included representatives from Community and
Cultural Services, and the Public FacIlities Maintenance and Englneenng DIvIsions
of the Environmental and Public Works Management Department
The review committee conducted interviews on June 8, 1998 and unanimously
recommended CMTS Their qualifications and prevIous work with the City
demonstrate their ability and expertise In various aspects of construction
management for public works projects Some recently completed projects Include
construction management for the Earthquake Repair Phase II Project and the
CitYWide Accessibility - Phase II Project for the City of Santa MOnica, Loyola
Umverslty Student Housing, San FrancIsco State University Parkmg Structure, and
the California State University at Long Beach Athletic Center All references
reported that the consultants' work was satisfactory
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Financial/Budget Impact
FUNDS REQUIRED
Main Library Interim Improvements:
Part 2 - Facilities Maintenance Program
Maintenance ADA TOTAL
Contract $505,000 $243,000 $120,000 $868,000
Earthquake $21,000 $ 21,000
Contingency $80,000 $ 90,500* $ 18,000 $188,000
TOTAL $1,077,000
Maintenance ADA Total
Construction $100,000 $100,000 $200,000
Management:
Contingency $ 15,000 $ 15,000 $30,000
Total $115,000 $115,000 $230,000
TOTAL $721,000 $448,500 $138,000 $1,307,500
Funds are avaIlable In the follOWing accounts
Main Library Interim Improvements
01-710-613-20095-8900-99492 $461,764
01-71 0-613-20099-8900-99492 $127,710
01-710-613-20091-8900-99251 $110,526
13-500-402-35225-5501-13013** $21,000
TOTAL $721,000
Part 2 - FaCIlities Maintenance Proqram
01-710-481-20098-8900-99085 $532,500
TOTAL $532,500
* The contingency amount for the FaCIlities MaIntenance portion of the contract
represents 30% of the construction total This percentage IS higher than usual to
cover essential repair work that was previously part of Year 1 of the FaCilities
Maintenance Program The Year 1 Project has been suspended due to
unsatisfactory performance The remaInder of the scope of work for Year 1 WIll be
deferred to the Year 3 Project
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**The approved DSR does not Include this additional work which was Identified after
the DSR was prepared A Supplemental DSR for FEMA reimbursement will be
requested after work IS completed However, It appears that FEMA will respond
negatively to the City's request which means City funds set aSide for non-
reimbursable earthquake expenses will be used to pay for these repairs
Recommendation
Staff recommends that the CIty CouncIl
1 Award a contract for construction for Earthquake Repairs and Interim
Improvements to the Main Library and FaCIlities Maintenance Projects at
Vanous Locations CitYWide to ARK Construction Company, Inc. the lowest
responsible bidder, In the amount of $889,000, and
2 AuthOrize the City Manager to negotiate and execute a contract With CMTS,
in an amount not to exceed $230,000 for Earthquake Repairs and I ntenm
Improvements to the Main Library and FaCIlities Maintenance Projects at
Vanous Locations CitYWide, and
3 AuthOrize the City Engineer to authonze any necessary change orders to
complete additional work Within budget authority and In accordance With the
Administrative Instructions on change orders
Prepared by Craig PerkinS, Director Environmental and PubliC Works Mgmt
Anthony Antlch, P E. City Engineer
Lauren "M" Fnedman, ArchItect
Wlnl Allard, CIty Llbranan
Renee Cowhlg, Mamtenance Manager
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