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Council Meeting November 24, 1998
Santa Monica, California
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to Negotiate and Execute
Professional Services Contract for Construction Management of the Parks
Facility Mamtenance Program Year 1 with CMTS. Inc
Introduction
ThiS report recommends that the City Council authorize the City Manager to negotiate and
execute a professional services contract with CMTS, Inc, for construction management
services for the facIlity upgrades and maintenance Improvements to vanous City-owned
parks throughout the City of Santa MOnica In an amount not to exceed $170,000
Background
Smce FY 1996-97, the City has had a comprehensive program to mamtam City-owned
properties The FacIlity Mamtenance Program Includes code upgrades and deferred
mamtenance In City bUIldings and parks
The scope of work for the Facilities Mamtenance Program IS divided mto two parts Part
I IS the Facility Mamtenance of vanous City bulldmgs and IS addressed under a separate
contract Part 2 of the program addresses City park properties
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Part 2 of the FacIlity Maintenance Program Includes repairs atAshland Park, Beach Park
#1. Clover Park, Crescent Bay Park, Douglas Park, Goose Egg Park, Hotchkiss Park.
Joslyn Park. Lincoln Park, Los Amlgos Park, Manne Park. Memonal Park, Ocean View
Park. Ozone Park. Palisades Park, Stewart Street Park, Schader Park, and Virginia
Avenue Park Work at these locations will Include ADA (Amencans with Disabilities Act)
and Title 24 Improvements and general maintenance repairs Including concrete repair.
repainting. plumbing and mechanical systems repaIr, door replacement. Irrigation system
repair. bench renovation and replacement, and installation of new ball-court suriaces and
lighting
In June, City Council awarded a construction contract to Art Deck Construction, Inc I the
lowest responsible bidder, In the amount of $1,184,510, to construct the first phase of the
Improvements for the City Parks FacIlities Maintenance Program In addition, City Council
authonzed the City Manager to negotiate and execute a professional services agreement
with E W Moon, Inc. + O'Bnen Kreltzberg, Inc , for construction management services
for the project, In an amount not to exceed $200,000 In September, a professional
services agreement between the City of Santa Monica and E W Moon, Inc, was
executed, for construction management services for the project
DISCUSSion
E W Moon, Inc. has requested to withdraw from the project and termmate their contract
for professional services with the City of Santa Man Ica A letter req uestlng withdrawal was
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received and accepted by the OffIce of the CIty Engmeer The CIty Attorney's offIce has
reviewed the professional services agreement and the letter requesting withdrawal from
the project by E \N Moon, Inc , and confirmed that the agreement can be terminated
In order to manage the construction project, staff recommends negotIating and executing
a professional services ag reement for construction management services with CMTS, I nc
which was one of three firms who responded to the construction management Request for
Qualifications (RFQ) that was Issued on March 23, 1998 The three responses were
received by the deadline and reviewed by a committee which Included representatives from
Community and Cultural Services. and the Public FacIlities Maintenance and Engineering
DIVISions of Environmental and Public Works Management The review committee
conducted interviews on May 27, 1998 The review committee ranked CMTS, Inc , second
to E W Moon. Inc. who has since withdrawn from the management of the project CMTS,
Inc. prOVided construction management services for similar projects with other agencies
Including the Los Angeles Unified School Dlstnct All references reported that the
consultant's work was satisfactory In addition, CMTS, Inc, has preViously provided
construction management services on projects for the City of Santa Monica In a
satisfactory manner
Budget/Fmanclallmpact
FUNDS REQUIRED
Contract
Contingency (15%)
$ 170,00000
30.000 00
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TOTAL
$ 200,00000
Funds are available In the followmg accounts'"
01-740-481-20097 -8900-99421
80,500 00
01-710-481-20097 -8900-99085
119,500 00
TOTAL
$ 200,000 00
* Funds for the E W Moon, Inc profeSSional services contract must be unencumbered
Recommendation
Staff recommends that the City Council
1 AuthOrize the City Manager to negotIate and execute a contract for Construction
Management With the CMTS, Inc, In an amount not to exceed $170,000, and
2 AuthOrize the City Engineer to Issue any necessary change orders to complete
additional work In conformance With the Administrative Instructions on change
orders
Prepared by
Craig Perkins, Director of Environmental & Public Works Mgt
Barbara Stinchfield, Community & Cultural Services Director
John Lynd, Parks and Sports Manager
Anthony Antlch, P E , City Engineer
Mark Cuneo, Sr CIVil Engineer
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