SR-6-H (114)
Contract ::.'iios. 7157 (eGS) 6 H
7158 (eGS) ,
EPWM:CP:LR:nmm.CC1518{S:\SP1518}
Council Meeting: August 8, 1995 Santa Monica, California
TO: Mayor and city council AUG 0 8 1995
FROM: city staff
SUBJECT: Award of Contract for Earthquake and Miscellaneous
Building Repairs Phase II to John Tomberlin
Construction and Recommendation to Authorize the city
Manager to Negotiate and Execute a Professional
Services Contract with CMTS for Construction Management
of the Repair Work
Introduction
This report recommends that the city council award a contract to
conduct earthquake and other permanent repairs of City-owned
buildings to John Tomberlin Construction, the lowest responsible
bidder, in the amount of $201,275. Staff also recommends that the
city Council authorize the city Manager to negotiate and execute a
professional services contract with CMTS, a construction management
firm, for construction management of the repair work undertaken.
The negotiated fees for this contract shall not exceed $51,000.
Background
Following the Northridge Earthquake of January 17, 1994, the
Engineering Division began a concerted effort to document
earthquake damage and scope of work required to repair such damage
at every City-owned facility. Numerous facilities were damaged to
various degrees. This construction contract includes both
earthquake and non-earthquake budgeted repairs to twelve (12) City-
owned facilities. Work was combined for cost savings on similar
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AUG 0 8 1995 ..
roof repair projects and to expedite repairs prior to the first
seasonal rains.
The twelve (12) sites included in this contract are as follows:
1) civic Auditorium
2) City Hall
3) Fairview Library
4) Fire Department - Trailer at city Yards
5) Montana Library
6) 419 Ocean Ave.
7) Northeast Building at city Yards
8) Ocean Park Library
9) 445 Pacific Coast Highway Parking Lot and Restaurant
10) Palisades Park senior Center and Two Restrooms
11) Santa Monica Pier - Restaurant/Harbor Guard Building
and Office Space
12) Third street Promenade
The construction contract includes crack repair and painting of
interior and exterior walls, chimney replacement, roofing, masonry,
concrete and asphalt repairs, decking repairs, expansion joint
replacement and streetlight painting. No structural repairs are
included in this contract. Work is scheduled for completion 90
calendar days from the contractor's receipt of the Notice to
Proceed which will be issued August 1995. Hours of work have been
limited at some locations to allow for the continuation of various
programming activities.
A Notice Inviting Bids for the construction contract was published
on June 26th and 27th, 1995, in The Outlook. Bidding documents
were sent to six (6) woman/minority business enterprise
associations (WMBE) . Bidding packages were requested by fourteen
(14) contractors. The City Clerk's office received five (5) sealed
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bids, which were publicly opened and read aloud on July 18, 1995 by
the Deputy city Clerk.
The bid results, for various repair items, were as follows:
John Tomberlin Construction $201,275.00
DTEC Construction, Inc. $243,395.00
USS Cal Builders* $254,000.00
Ruiz Bros. Construction* $347,900.00
structural Consultants, Inc. $357,492.00
City Engineer's Estimate $321,633.00
* WMBE
The lowest bidder, John Tomberlin Construction, supplied the City
with four (4) references and all references reported that the
contractor's work was satisfactory. The state Contractors' License
Board verified that the contractor's license is current, active and
in good standing.
The separate professional services construction management contract
includes inspection and management and final accounting of the
construction work detailed above. Requests for statements of
Proposal were sent to four (4) pre-qualified firms. Three (3)
firms were interviewed by a committee of two (2 ) engineers and one
(1) architect resulting in the selection of CMTS, a WMBE firm
located in Culver City. CMTS is currently under contract with the
City of Santa Monica for similar services for earthquake damage
repairs in Phase I which consisted of 28 project sites. They also
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provided construction management services for the California state
University System, similar to this project, and for the california
State University system capital Improvement Projects. They
supplied the City with three (3) references and all references
reported that the consultant's work was satisfactory.
Budoet/Financial Analvsis
The City is seeking reimbursement for 100% of the earthquake-
related expenditures from Federal Emergency Management Agency
(FEMA) and California Office of Emergency services (OES). All non-
earthquake related work will be financed from city funds.
For the construction contract, costs shown in Attachment "An are
based on the bid price given by the contractor plus 10-25%
contingencies at each site. Total costs are as follows:
Contractor $ 201,275.00
contingency $ 43,494.00
TOTAL $ 244,769.00
For the professional services contract, costs will be based on an
hourly rate schedule with a total not to exceed $51,000.
Construction management costs have been budgeted based on a
percentage of construction costs. Actual costs will be allocated
to the accounts shown in Attachment "Bit as invoices are received.
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Estimated budgets for each site account number are shown on
Attachments A and B. It is recommended that the City Council
approve these budgets at this time.
Recommendation
It is recommended that the City Council:
1. Award a contract for miscellaneous building repairs to John
Tomberl in Construction, the lowest responsible bidder, in the
amount of $201,275.00;
2. Authorize the city Manager to negotiate and execute a
contract with CMTS for construction management services for
miscellaneous building repairs in an amount not to exceed
$51,000:
3. Authorize the city Engineer to issue any necessary change
orders to complete additional work in conformance with the
Administrative Instructions on change orders: and
4. Approve site budgets as indicated in Attachments A and B for
each site.
Attachments: flAfI - Construction Contract Costs
"B" - Professional Services Accounts
Prepared by: Craig Perkins, Director of Environmental and Public
Works Management
Anthony Antich, P.E. , city Engineer
Holly Ackley, P.E. , Supvr. civil Engineer
Lauren "Mil Friedman, Architect/Project Manager
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ATTACHMENT "6"
Attachment "BOO Professional Services Accounts I
!
i Quake Non-Quake
Site DescrIption EQ/Non EQ Account * I
; EstImated budget Budget
CIVIC AuditorIum - Fly Loft EQ 13-500-402-35144-5506-13005 : $5,000.00 -
CIty Hall - Courtyard EQ 13-500-402-35180-5506-13005 : $5,600.00 -
Falrview LIbrary Non-EQ 01-710-613-20095-8900-99490 $9,000.00
FIre Dept. TraIler lil City Yds; EQ 113-500-402-86744-5506'13005 $1,100.00 ' -
Montana LIbrary Non-EQ !01-710-613-20095-8900-99490 $700.00
Northeast BuildIng @ City Yar ' EQ !13-500-402-86584-5506-13005 $700.00 -
Ocean Park lIbrary Non-EQ :01-710-613-20095-8900-99490 $6 800 00
445 PacIfIc Coast Hwy . Pkg.L ' EQ 13-500-402-35154-5006-13007 $200.00 -
445 PacIfIc Coast Hwy - : !
EQ
Restaurant !13-500-402-35154-5006-13005, $600.00 -
419 Ocean Avenue' Unit D EQ 13-500-402-35240-5506-13005 ' $2,700.00 -
419 Ocean Avenue - Unit G EQ '13-500-402-35240-5506-13005 : $2,900.00 -
PalIsades Pk - Restrm @ Idaho EQ 13-500-402-35305-5506-13005 $400.00 -
Pal Pk - Restrm lil San VIcente EQ 13-500-402-35305-5506-13005, $400.00 -
Pal Pk - SenIor Center EQ 13. 500-402- 35305 -5506-13005 ' $5,000.00 -
.
Santa MonIca PIer - EQ ! 13-500-402-86764-5506-13005
Restaurant/Harbor Guard Bldg. : $600.00 -
,
Santa Monica PIer - Non-EQ 130-720-625-20095-8900-99702
,
Restaurant/Harbor Guard Bldg. i $2,500.00
Santa Monica Pier - UCLA Anne EQ 13-500-402-35390-5506-13005' $4,500.00 ; -
ThIrd Street Promenade Non-EQ 01-620-263-00000-3326-00000: $2,300.00
Subtotal $29,700.00 $21,300.00
GRAND TOTAL $51,000.00
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