SR-6-E (105)
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JLiL 9 1991
GS:SES:LR:cj/CC1256.word.engine Santa Monica, California
Council Meeting: July 9, 1991
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 Civic Auditorium Snack
Bar/Box Office Remodel
Introduction
This report requests that the city Council adopt the attached
resolution waiving competitive bidding and authorizing the City
Manager to negotiate with the low bidder and other responsible
contractors and execute a contract within budgetary funds.
Background
During the 1990-1991 budget process the City Council approved
funding for the remodeling of the existing Snack Bar and Box
Office at the lobby of the civic Auditorium. Both were built in
the 1950's and are in a deteriorated condition which requires
renovation work, upgrading to comply with Health Department
requirements, and making the facilities handicap accessible.
Plans and specifications were prepared by the City Engineer's
Office. A Notice Inviting Bids was published on May 11 and 13,
1991, in the Evening Outlook and in four construction journals.
Bidding documents were sent to eight WMBE associations. Bid
documents were requested by thirteen contractors. Bids were
opened and read publicly by the Deputy City Clerk on June 17,
1991-
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JUL 9 1991
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Four (4) bids were received as follows:
California Repair and Remodel Contractors $ 94,400.00
Brugman Management and Development Company $ 145,000.00
Moment Construction Co., Inc. $ 147,740.00
DTEC Construction $ 205,500.00
city Engineer's Estimate. . . . . $ 110,000.00
The project needs to be completed before winter since that is the
busiest season for the civic AUditorium and construction at that
time would inconvenience scheduled events. Also, the Health
Department corrections must be made quickly to avoid being cited
and possible closure of their food service facilities.
The apparent low bidder asked to withdraw their bid because of a
mathematical mistake. The city Attorney's office concurs that
all contractual requirements relating to withdrawing the bid have
been met. The amount of the new apparent low bidder
($145,000.00) exceeds the project budget. Staff believes that
the design can be modified slightly and a contract negotiated at
an estimated cost of $110,000.00 plus 15% ($16,500)
contingencies. Design and duplicating costs to date are
$2,000.00. Total estimated need for this project is $128,500.00.
Section 608 of the Charter of the City of Santa Monica states
that the City Council, after rejecting bids, may determine by
resolution that the work may be purchased at a lower price on the
open market, therefore, Staff requests authorization to negotiate
on the open market for this contract.
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BUdget/Financial Analysis
ESTIMATED FUNDS REQUIRED
Contract . . . . . . . . . . $110,000.00
Contingencies . . . . . . . $ 16,500.00
Design/Duplicating $ 2,000.00
Total $128,500.00
Funds are available in CIP Account No. IS
32-740-621-20091-8900-99278, "Box Office Renovationll, in the
amount of $22,500.00 ; 32-740-621-20091-8900-99279, "Snack Bar
Renovationll, in the amount of $42,487.00, and
01-000-000-00000-0483, "civic Area Development Reserve" in the
amount of $63,513.000. In order to transfer funds from the Civic
Area Development Reserve to the civic Auditorium fund, the
following technical budgeting changes are required: increase
revenue budget at account 32-400-621-00000-0483-1000 by $63,000,
and increase appropriation at accounts
01-700-274-00000-7773-00000 and 32-740-621-20091-8900-99279 by
$63,000 each.
Recommendation
It is recommended that the City council:
(1) Adopt the attached resolution rejecting bids and waiving
competitive bidding for the construction of the civic
Auditorium Snack Bar and Box Office Remodel:
(2 ) Approve the revenue and expenditure budget changes set forth
above; and
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(3) Authorize the city Manager to negotiate and execute a
contract for the foregoing construction on the open market;
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
Dave Britton, Acting City Engineer
See Attached Resolution
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RESOLUTION NUMBER 8253(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 CIVIC
AUDITORIUM SNACK BAR AND BOX OFFICE REMODEL.
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 be purchased or
performed at a lower price in the open market or with City
employees; and
WHEREAS I all bids received for the civic Auditorium
Snack Bar and Box Office remodel were in excess of budget;and
WHEREAS, the bids received for the work greatly exceeds
the City Engineer's 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 the
Civic Auditorium Snack Bar and Box Office remodel.
SECTION 2. In accordance with Santa Monica City
Charter Section 608, the City Council declares and determines
that, in its opinion, an amended Contract within the budget can
be accomplished by negotiation in the open market, and waives
competitive bidding for the said improvements.
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SECTION 3. The city Manager is authorized to
negotiate and execute a contract for the civic Auditorium Snack
Bar and Box Office remodel.
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:
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ROBERT M. MYERS
City Attorney
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Adopted and approved this 9th day of July, 199~.
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I hereby certify that the foregoing Resolution No. 8253 (CCS)
was duly adopted by the City Council of the City of Santa Monica
at a meeting thereof held on July 9th, 1991 by the following
Council vote:
Ayes: Councilmembers: Holbrook, Ka tz , Olsen, Vazquez,
Zane, Abdo
Noes: councilmembers: None
Abstain: councilmembers: None
Absent: councilmembers: Genser
ATTEST:
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